WV Office of TechnologyCommunication Plan

Definition

A communication plan in its most simplistic form should define the communication needs of all project stakeholders within the organization and external to the organization. The communication plan should define who needs to be communicated to, how the communication will be delivered, what information needs to be communicated, and what frequency the communication should occur. In a communication plan you must also consider the audience that is receiving the service or product. The communication plan is an essential part of the overall project management plan and will be used to provide guidance to the project.

Purpose

The Communication Plan facilitates communication of accurate information, to the intended individuals, at the right instance. The purpose of the Communication Plan is to:

  • Identify and describe all project stakeholders
  • Describe the communication needs of the project stakeholders
  • Define how project stakeholders will be kept informed about the project
  • Capture ‘how’ communications will be managed throughout the project life cycle.
  • Define and document the various communication needs of the stakeholders of the project.
  • Ensure that team members, customers and other stakeholders have the information they need to complete their tasks.

Communication Planning

In order to plan project communication you must consider the following items

  • List of project members, their roles, responsibilities, and physical locations, contact information
  • List of information needed by each project member
  • What are the appropriate communication tools and methods (considering methods that support fast and efficient communication that effected people can easily access)
  • Descriptions of communication requirements, what format and frequency of delivery
  • Information about external reporting requirements, what do we tell public, press, and etc.

Steps of a successful communication plan

  • Set Project goals
  • Define what goals need to be communicated
  • Identify target groups and objects for each group
  • Design the different approaches for different audiences
  • Obtain communication plan approval
  • Prepare for implementation of the communication plan
  • Implement the communication plan
  • Measure the effectiveness of the communications and adjust when necessary

Methods of Communication

Spoken Communication (examples)

  • In Person Meetings
  • Meeting Place
  • Phone calls
  • Interviews
  • Training Sessions
  • Discussion Groups (Brown Bags)

Written Communication (examples)

  • Emails
  • Pamphlets\Brochures
  • Posters
  • Posted on Intranet\Internet
  • Status Reports (Weekly, Monthly)
  • Project Plans
  • SOW

Criteria for selection of Method

  • Purpose of transmission
  • Message to be transmitted
  • Target group
  • Financial Resources
  • Staff Resources
  • Size of Audience
  • Complexity of the message
  • Sensitivity of the message
  • Importance of a speedy response

Pieces of Communication Plan

  • Collection Structure – How and to whom information will be gathered, what and from whom
  • Distribution – to whom does information flow and by what method - Format content , level of detail, conventions, definitions will be used
  • Frequency – how often each type of communication will be produced
  • Method for updating communication plan

Communication Plan Roles and Responsibilities

Role / Responsibilities
Project manager /
  • Developing communication management plan
  • Manage the overall project
  • Ensure timely completion of deliverables
  • Coordinate and direct project activities
  • Effective management of project resources
  • Ensure project stakeholders are kept well informed
  • Maintain focus on customer service
  • Provide Project Status Reports
  • Follow PMM as it applies to this project
  • Provide Project Plan
  • Receive and , when applicable, respond to items communicated
  • Follow the communication protocol

Project team /
  • Participating in development of communication plan
  • Report status of project milestones, issues, risk to Project Manager
  • Participate in the development of project plan
  • Participate in the content of project status report
  • Receive and , when applicable, respond to items communicated
  • Follow the communication protocol

Project Steering Committee /
  • Approving communication management plan
  • Receive and , when applicable, respond to items communicated
  • Follow the communication protocol

Project Sponsors /
  • Approving communication management plan
  • Receive and , when applicable, respond to items communicated
  • Advise product users\service recipients of communication tools
  • Follow the communication protocol

Product Users\ Service Recipients /
  • Receive and , when applicable, respond to items communicated
  • Follow the communication protocol

External Members (Public, Press) /
  • Receive and , when applicable, respond to items communicated
  • Follow the communication protocol

Overview of Communications

(You may need to add or delete rows as needed)

# / What is to be communicated / To whom / By whom / Frequency / Method
1 / Concept Paper / Project Management Office / Project Sponsor / Once / Presentation to Project Steering Committee
2 / Statement of Work and/or Project Charter / Project Management Office / Project Sponsor / Once (updated through formal change control) / Email
3 / Project Initiation Approval Letter / Project Sponsor / PMO / Once / Email
4 / Project Initiation Approval Letter / Product Users\ Service Recipients / Project Sponsor / Once / Email
5 / Certification and Accreditation / Project Steering Committee and Project Sponsor / PMO / At least once for each phase / Presentation to Project Sponsor and Project Steering Committee
6 / Statement of Work / Project Steering Committee and Project Sponsor / PMO / Once (updated through formal change control) / Email and presentation to Project Steering Committee
7 / Change Request Form / The change request can be initiated by Project Sponsor, Project Steering Committee, PMO, or Project Team) / PMO / Once for each request / Email and presentation to Project Steering Committee
8 / Change Request Form / Project Steering Committee / PMO / Once for each request / Email
9 / Project Status Report (including Scope, Schedule, and Budget) / Project Team / PMO / Weekly to Monthly (as specified in the Charter or SOW) / Email and presentation to Project Steering Committee
10 / Project Status Report (including Scope, Schedule, and Budget) / Project Steering Committee and Project Sponsor / PMO / Weekly to Monthly (as specified in the Charter or SOW) / Email, Web Posting and presentation to Project Steering Committee
11 / Project Plan
(including Issue Risk, Communication, Resource, Scope, Budget, etc) / PMO / Project Steering Committee and Project Sponsor / Deliver full plan after planning phase then as needed due to change request / Email and Presentation Meeting
12 / Project Steering Committee Meeting / PMO / Project Steering Committee / Weekly / Face – to - Face
13 / Deliverable Presentation Meeting / PMO and/ or Project Team / Project Sponsor / As needed / Face – to – Face
14 / Final Formal Acceptance Meeting and Sign-Off / PMO / Project Sponsor / Once / Face – to - Face

Communication Constraints or Assumptions

(List any assumptions and constraints for communications)

Marketing to Recipients

Message / To Whom / Brochure / Pamphlets / Posters / Posting on SharePoint / Intercom Announcements / Meeting Place / Directors Meeting / YouTube / Twitter / Facebook / Demonstrations / Email / News Release / Notes Quotes and Antidotes / Stateline

Revision 1 10.20.2009-1-