Project Communication Plan

How to Develop an Effective Project Communication Plan: Templates & Examples

Successful projects run on effective communication. That’s why communication planning is so important.

Let’s take a closer look at what a communication plan is and how and why you should develop one for your projects.

What is a project communication plan?

A project communication plan sets clear guidelines for how and when information will be shared, as well as who’s responsible for and needs to be looped in on each project communication.

This simple document helps streamline communication through the most efficient and effective channels for project teams and stakeholders.

Why is a communication plan important in project management?

There’s no denying the importance of communication in project management. After all, your project plan needs a steady stream of communication to stay on track. Otherwise deadlines get missed, and stakeholders get frustrated.

As the project manager, you’ve already mapped out every task and deliverable to get you across the finish line. Why not do the same for project communications?

A communication plan strengthens every project by setting clear expectations for how and when updates will be shared. It also establishes written documentation everyone can turn to if—and when—questions arise.

What are the benefits of a communication plan in project management?

Let’s take the why a step further and unpack the project benefits you’ll see with a communication management plan in place.

An effective project communication plan:

• Reduces random requests for project updates
• Clearly outlines where important project information resides
• Increases visibility of the project and status
• Provides opportunities for feedback to be shared
• Boosts the productivity of team meetings
• Ensures the project continues to align with goals

What should a project communication plan include?

Now that you know how a communication plan benefits your projects, let’s take a look at 5 key components you’ll need to build one.

Every good communication management plan should answer the 5 Ws: who, what, when, where, and why. The following communication plan elements will help you answer these important questions.

5 components of a communication plan

• Communication requirements: This communication plan element defines your what. It describes all the different touchpoints or communications your project will need to succeed.
• Goal: Every project communication should have a purpose. Otherwise, you’re taking precious time away from progress. If you can’t explain why an email or meeting is necessary, leave it out of your communication plan.
• Communication method: This component explains where project communication will happen—whether it’s an email, in-person meeting, designated Slack channel, or TeamGantt discussion.
• Frequency: Setting clear intervals for when communications will be delivered is important for any communication plan. For example, team standup meetings might happen daily, while project status reports get sent out once a week.
• Communication lead and target audience: Finally, don’t forget to define your who. This component includes the person responsible for managing each project communication, as well as the team members and stakeholders on the receiving end.