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Project Team Communication Methods

The document discusses project team communication methods and how to write an effective project communication plan. It recommends considering a variety of communication methods like email, meetings, discussion boards, status reports, and collaboration apps. When creating a communication plan, it advises reviewing past projects, talking to stakeholders, and ensuring the plan meets the unique needs, purpose, and preferences of the specific project and its team members. The document provides a 5-step process for writing a communication plan that includes identifying communication needs, defining purpose, choosing methods, setting a cadence, and identifying owners and stakeholders. It also offers examples of different formats a communication plan could take.

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Arsenia Duldulao
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64 views4 pages

Project Team Communication Methods

The document discusses project team communication methods and how to write an effective project communication plan. It recommends considering a variety of communication methods like email, meetings, discussion boards, status reports, and collaboration apps. When creating a communication plan, it advises reviewing past projects, talking to stakeholders, and ensuring the plan meets the unique needs, purpose, and preferences of the specific project and its team members. The document provides a 5-step process for writing a communication plan that includes identifying communication needs, defining purpose, choosing methods, setting a cadence, and identifying owners and stakeholders. It also offers examples of different formats a communication plan could take.

Uploaded by

Arsenia Duldulao
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Project team communication methods

There’s no single right way to communicate on a project. In fact, your communication


plan can and should include a variety of communication methods. Here are a few to
consider:

 Email

 Meetings (in-person, phone, or video chat)

 Discussion boards

 Status reports

 Collaboration apps

 To-do lists

 Surveys

So how do you know what’s right for the project? Review past projects to see what
worked well—and what didn’t. Then talk to your team, client, and other stakeholders
to ensure you take their communication styles into account. After all, a weekly
email’s no good if no one reads it!

How to write a project communication plan

Ready to put your communication plan to paper? Writing a project management


communication plan is as simple as following these 5 steps:
1. List your project’s communication needs. Every project is different. Take the
size of the project, the nature of work being done, and even the client’s unique
preferences into account as you determine which types of communication this
project needs to succeed.

2. Define the purpose. Bombarding people with too many emails or unnecessary
meetings can interfere with their ability to get work done and cause them to
overlook important updates. Be purposeful in your plan, and ensure every
communication you include has a reason for being. If you’re feeling really
ambitious, go ahead and outline a basic agenda for the topics that will be
covered in each meeting or report.

3. Choose a communication method. Do you really need a meeting to share


weekly updates, or is your project discussion board enough? Think through
how your team works best, so they can stay in the loop while still being
productive. If your client prefers the personal touch of a phone call, build that
into your plan too.  

4. Set a cadence for communication. Establishing a regular frequency for


communication streamlines the process by setting clear expectations from the
get-go. This not only frees you from fielding random requests for status
updates. It also enables project members to carve out space for important
meetings and reports ahead of time.

5. Identify the owner and stakeholders. Assigning ownership creates


accountability so your carefully crafted plan can reach its full potential. As the
project manager, you’ll be responsible for most communications, but there
may be some you want to delegate to others. While you’re naming names, list
the audience or stakeholders for each communication type too. That way key
players come prepared to provide updates when needed.
Project communication plan examples and template

You know your team and stakeholders best, so how you organize the details is up to
you. Just be sure it’s easy to understand. These examples show you 3 different
options for structuring the same communication plan.

Simple matrix communication plan example

Communication plan example by method

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