- Project Charter (in.)
- Contact and Roles Matrix (pl.)
- Project Organization Chart (pl.)
- Stakeholder Analysis (pl.)
- Integrated Project Plan (pl./co.)
Communication Planning
What do we communicate when and to whom?
The Communication Planning Process summarizes the supply of information for all stakeholders in a communication plan and defines which sort of information is required and how it is communicated. Communication planning also determines how the project managers receive their feedback from the stakeholders
Input
Process Steps
1. Identifying required supply of information and communication
Before communicating with the stakeholders, their interests and their need for information should be identified. This step is time consuming, but essential for the development and integration of a successful communication strategy.
2. Planning communication measures and contents
Appropriate communicational structures have to be planned, based on the identified stakeholder information requirements. Consider that while stakeholders should be informed comprehensively, their time should not be wasted with irrelevant information. So, a communication strategy has to be defined that includes all communicational activities.
Output
Please also see knowledge area “Integrated Planning” for overall project planning.
Communication Plan
A good communication plan includes:
- Stakeholders’ communication requirements
- Information that must be communicated, including media format, content and level of detail
- People responsible for communication
- Individuals/groups who receive information
- Methods and technologies used to distribute information (e.g. memo, email, press release,…)
- Frequency of communication (weekly, monthly…)
- Levels of escalation
- Method to edit/align the communication plan throughout the course of the project
- Glossary of common terminology
Tips and Tricks
Use your stakeholder analysis, to analyze the project affiliates‘ respective attitudes to the project and to find the best participative way in which to build your relationships with them
Cultivate an open relationship with all stakeholders, by being honest about challenges and difficulties
Always remember that next to the direct stakeholders, there are also indirect stakeholders that have to be included in the communication. Corresponding communicational measures should be set out in the communication plan.
Create a glossary that includes all project specific terms and short cuts, in order to avoid misunderstandings.
Ask for feedback if you are unsure about whether your information was understood correctly. Include feedback from the stakeholders in your deliberations.
Keep notes even for informal conversations and meetings and pass them on when appropriate.
Information of stakeholders must always be handled strictly confidential.
Pay attention to tailor your communication to your vis-a-vis, in order to avoid spreading information unnecessarily.
