1.4. Sample Communication Plan

Stakeholder Who needs the information?

In a communication plan, the first important element is identifying the stakeholders. This means understanding who will receive the information. Stakeholders can include project sponsors, users, team members, and anyone else who has a vested interest in the project. Knowing who these individuals are helps tailor the communication to meet their specific needs and ensure they get the relevant information.

Think of this like planning a family reunion. You need to identify who is part of the family to send out invitations. If you forget to invite just one close relative, they might feel left out and miss crucial updates about the event.

Information What type of information they require (status, risks, updates)

The second component is understanding what kind of information stakeholders need. This could include project status, updates on certain tasks, potential risks being faced, or anything else that is crucial for their role in the project. Clarity on this aspect ensures that stakeholders are equipped with the knowledge to make informed decisions and provide valuable input.

Imagine a teacher providing updates to parents. Some parents want to know about grades and assignments, while others may be more interested in extracurricular activities or school events. By knowing what each parent needs to know, the teacher can effectively communicate the right information.

Frequency How often the communication happens (daily, weekly, monthly)

This section outlines how frequently communication will take place. Determining the right frequency helps to ensure that stakeholders are kept informed without feeling overwhelmed. It could vary based on the urgency of the project, with some communications happening weekly while others are monthly.

Think of a doctor checking in with a patient. If a patient has just undergone surgery, daily updates are crucial for their recovery. However, once they are stable, a weekly or monthly follow-up might be sufficient. This balance helps manage expectations and keeps everyone informed appropriately.

Channel Medium used (email, meetings, dashboards, Slack, reports)

Identifying the medium through which communication will happen is essential. This could be through emails, meetings, shared dashboards, messaging platforms like Slack, or formal reports. Choosing the right channel depends on the complexity of the information and the preferences of the stakeholders.

Consider how you might communicate with friends about a party. Texting works for quick updates, while a group call might be better for planning details together. Selecting the right channel for each type of communication can ensure that the message is both received and understood.

Owner Who is responsible for sending/organizing the communication

This element identifies who will be responsible for delivering the communication. Having a designated owner ensures accountability and clarity on who to turn to for information. It can be a project manager, a business analyst, or any team member assigned this responsibility.

Think of a sports team. There’s often a captain or coach responsible for communicating strategies to players. If there was no clear line of communication, players might become confused about their roles on the field. Appointing an owner keeps everyone aligned and informed.

--