Communication Plan: Tools and Templates

Communication Plan: Tools and Templates

Clear, concise, accurate, and timely communications is vital for the project manager. Developing the strategy to communicate can vary based on the project manager, the project, and stakeholders. Plan Communications Management “is the process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets” (Project Management Institute, 2013 pg. 289). So how does the manager control communications? By utilizing some tools from the project management toolbox!

First tool, and personally one of my favorites, is the Circle-of-Communications Chart. The circle-of-communications chart identifies and documents the various project roles.  An example is shown below.

This tool identifies that all formal and final communications must go through the project manager, which is situated in the center of the center. Secondly, it identifies all those involved in the project. These members can now visually see they are part of a team. And on this team, communications should be kept internal to the team.

Second tool is the Project Organizational  Chart.

The Project Organizational Chart displays the project’s organizational structure identifying who is working on the project and their roles. This simple tool gives anyone a quick reference on the project team details.

Additional tools that a project manager can utilize are:

1-      Communication Plan Research Guide-  found on ProjectManagement.com, this document is used to “improve the research the project manager conducts to complete a communication plan” (Wynne, 2016). This template focuses on the understanding how communications happen currently and yield insight into effective communication going forward. Here is a link to download the template:

http://www.projectmanagement.com/deliverables/18900/Communication-Plan-Research-Guide

2-      Project Communications Planning- also found on ProjectManagement.com, this template/tool describes “who will speak to whom, why, when, how often and in what format” (ProjectManagement.com, 2016). In addition, this tool also manages project expectations. Here is the link to download this tool:

http://www.projectmanagement.com/presentations/205420/Project-Communications-Planning

There is an abundance of tools and templates available to the project manager. Managing project team members can be challenging. Managing communications is a key fundamental skill the project manager must develop to ensure project success!

Damien

References

Dow, W., & Taylor, B. (2015). Project management communication tools. Renton, WA: Dow Publishing LLC.

Larson, E. W., & Gray, C. F. (2014). Project management: The managerial process (6th ed.). New York, NY: McGraw-Hill Education.

Project Management Institute. (2013). A guide to the project management body of knowledge (PMBOK guide) (5th ed.). Newtown Square, PA: Project Management Institute, Inc.

ProjectManagement.com. (2016). Project communications planning. Retrieved from http://www.projectmanagement.com/presentations/205420/Project-Communications-Planning

Wynne, J. (2016). Communication plan research guide. Retrieved from http://www.projectmanagement.com/deliverables/18900/Communication-Plan-Research-Guide