A project communication plan, sometimes referred to as a communication plan for a project, is a vital addition to any project strategy. This is because, as numerous studies and experts have highlighted, effective communication is a pivotal factor in determining the success of a project. When communication falters, it not only drives up project costs but also hampers positive outcomes. Conversely, with careful planning and organized processes, these issues can be mitigated.
Regardless of the nature of a project, certain core elements like goals, stakeholders, timelines, resources, and more are typically involved. The communication plan outlines how information will be regularly shared with all parties involved in the project, keeping them informed about the project’s status in relation to these key points and other significant metrics.
It’s evident that mastering the creation of an effective communication plan is essential for ensuring project success. In the following sections, we’ll guide you through the process.
What is a Communication Plan
A communication plan can be summed up quite easily—it’s a specific type of document designed to streamline and enhance communication within a project.
Much like an overarching plan, a communication plan plays a crucial role in organizing the process, rendering it more transparent, predictable, and understandable for everyone involved in the project, whether directly or indirectly. Moreover, it serves as a valuable reference point throughout the implementation phase.
When you meticulously plan every aspect, it provides a clearer understanding of who the stakeholders are, what information might be relevant to them, and the most effective means of reaching out to them. This level of detail ensures that communication is targeted and effective.
How to Make a Communication Plan?
A communication plan doesn’t adhere to a rigid, one-size-fits-all structure. It can range from being broad and uncomplicated to highly detailed and intricate. Naturally, more intricate projects demand a more comprehensive communication approach, resulting in a more detailed plan.
Outlined below are the basic steps for crafting a project communication plan. Keep in mind that the level of detail and complexity can be adjusted to suit the specific needs of the project.
1. Assign those responsible and identify stakeholders
One of the key objectives of a communication plan is to ensure that stakeholders are kept in the loop about the project’s progress. This makes it crucial to specify who will be responsible for communicating and who the recipients will be.
While the project manager typically devises the plan, they may not necessarily be the one executing all communication tasks. Often, it’s more effective to delegate communication responsibilities to those directly involved in the activities. After all, the task manager is the one intimately acquainted with the progress and potential challenges. This direct approach minimizes the need for intermediaries, ensuring that information reaches its destination in a timely and accurate manner. Nevertheless, the project manager retains oversight of the entire process.
On the flip side, we have the stakeholders who need to be informed. These individuals or groups have a vested interest in either the project’s outcome or its implementation process. They could be individuals who require awareness, decision-makers who need to approve the project, financial backers, advisors, or contributors who play a role in the project’s ultimate success. By engaging stakeholders in this communication process, you ensure that they are well-informed and engaged in the project’s journey.
2. Defining the method of communication
The subsequent step involves determining the mode of communication and, specifically, the channels through which it will occur. There are numerous methods to choose from, so how do you discern the right one or ones for your project? One approach is to draw insights from prior projects, examining what proved successful and what didn’t. Additionally, consider factors such as the composition of your team, the project’s nature, and the communication styles and preferences of those involved.
In terms of communication methods, the options are abundant. They range from virtual or in-person meetings, regular reports, emails or written correspondence, phone calls, conferences and videoconferences, workshops, chat platforms, one-on-one discussions, to presentations.
Advances in technology have expanded the array of communication tools available, making it faster, more convenient, and more effective. With professional project management software like GanttPRO, for instance, you not only facilitate project work but also uphold effective communication within the team and with external parties throughout the process. This integration of technology streamlines the entire communication process.
Additionally, there are excellent free tools available for video conferencing and email services through Google. For swift resolution of minor issues, platforms like Slack or Telegram can be utilized for efficient communication.
3. Set the target of communication plan
While effective communication is a vital aspect of any project, it’s crucial to strike a balance. Ultimately, the primary goal is to achieve the project’s objectives. Dedicating excessive time to meetings, reports, emails, and calls can potentially hinder overall productivity.
The objectives of a communication plan can vary based on the target audience. For instance, direct participants and managers within the project need detailed information for activities to sync seamlessly and ensure an efficient workflow. Managers, who are tasked with making strategic decisions, require thorough insights to make data-driven choices. Additionally, communication with executives may aim at gaining approval to advance to the next stage of the project.
In projects involving external agencies or experts, it’s imperative to provide them with all necessary information to complete their portion of the work. In this scenario, the objective of communication is to exchange crucial data for the desired outcome.
Among the parties involved in the project, there may be individuals who aren’t directly executing tasks, managing, or making decisions. For them, the primary objective of communication could simply be to keep them informed of progress and developments.
4. Define the frequency of communication
Building on the previous point, determining the frequency of communication is equally vital. Different parts of the project may not require updates at the same intervals.
For instance, the project team might convene daily to synchronize progress on planned tasks, discuss potential challenges, exchange ideas, and stay informed. Then, on a less frequent basis, perhaps every week or two weeks, meetings with other departments or managers can be held to provide high-level updates on progress. Once a month, a comprehensive report can be prepared and sent to the company’s directors and investors.
Furthermore, the project might involve significant milestones or events. In such cases, it’s prudent to arrange a face-to-face meeting involving all relevant parties to address the scope of the event.
It’s worth noting that the frequency of communications isn’t set in stone. There may be instances where immediate approval or unexpected confirmation is needed, or an unforeseen issue arises. In these situations, communication must occur as required. Additionally, if the project manager observes that the established communication plan’s frequency isn’t working optimally, it’s advisable to review and adjust it accordingly. Flexibility in this regard is key to ensuring effective and timely communication throughout the project.
5. Deciding what information needs to be communicated
The primary goal of a communication plan is to convey vital project-related information. Having established who, when, and how to communicate, a crucial question remains: what exactly are we going to communicate? Typically, this centers around updates on the project’s progress. It’s important to discern which specific details will be of interest to each stakeholder.
For instance, parties providing financial backing for the project or specific activities may be most concerned with economic performance and therefore prefer updates on budgetary indicators. Executives and managers might prioritize information on performance and efficiency indicators. In projects with a time-sensitive approach, stakeholders will likely focus on time-related metrics and expect frequent updates. Customers, on the other hand, may be particularly interested in how the project is progressing in terms of quality indicators.
At a broader level, you can provide an overview of the project’s status with more concise data. This can involve illustrating the project’s progression in terms of: [Insert specific examples or methods of presenting project progress].
- According to his schedule
- In the context of
- In terms of use of resources, budget and costs
- Focusing on problems or impediments with those found, risks and etc.
- Based on project scope
Conclusion
In a nutshell, a project communication plan proves invaluable in effective project management. It serves as a blueprint for articulating project goals, tracking progress, and reporting outcomes to stakeholders.
When thoughtfully crafted, it plays a pivotal role in keeping all stakeholders in the loop and unified in pursuit of project objectives. Additionally, a well-structured communication plan mitigates the risks associated with miscommunication, cultivates collaboration, facilitates well-informed decision-making, and bolsters transparency in project management.
