Communication Management Plan (Detailed) Template

COMMUNICATION MANAGEMENT PLAN TEMPLATE (Detailed)

<Insert your Project name here
Date Prepared Date Updated

<Insert the Project Manager name here>

<Insert the Communications Liaison name and title here>
Communication Management Plan (Detailed) Template

Table of Contents

Introduction

1 Project Purpose

2 Project Goals and Objectives

3 Project Communication Plan Purpose

4 Project Team Members

5 Define Roles

6 Communication Methods and Technologies

7 Communications Matrix

8 Message Cadence

9 Key Messages

10 Specific Audience Key Messages

11 Communication Escalation Process

12 Updating and Refining the Communication Plan

13 Information Flow Chart

14 Definitions of Communication Terminology

15 Approvals
Communication Management Plan (Detailed) Template

Introduction

A Communications Management Plan identifies and documents the approach to communicate

most efficiently and effectively with stakeholders, based on their needs and requirements. It will
serve as a guide for communications throughout the life-cycle of the project and will be updated
as communication needs change.

1 PROJECT PURPOSE

Working with the Project Team and using the Approved Project Charter, identify the
purpose of the project and document it in this section.
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The Project Management Plan will provide guidance on how the project will be
documented, executed, verified, managed and controlled by the Project Management Team.

2 PROJECT GOALS AND OBJECTIVES

List the major project goals and objectives in this section. Ensure that your customer agrees
with these goals and objectives.
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3 PROJECT COMMUNICATION PLAN PURPOSE

In order to execute the project to obtain the goals listed above, the project team must first
identify who the key stakeholders are.” Secondly, the project team must establish
communication methods for those stakeholders.

The Stakeholder Register/Plan establishes who the project stakeholders are. The Project
Communication Plan establishes the Project Team’s plan to communicate with those
stakeholders so that they are engaged with the project at the appropriate level.
Communication Management Plan (Detailed) Template

4 PROJECT TEAM MEMBERS

Complete the table below and correct the following statement once the table is completed:
The table below lists some/all of the key members of the project team. This does/does not
represent the entire team or the entire stakeholder list.

Organization & Name Company Telephone and Email

Function
Project Team

CLIENT

VENDORS

5 DEFINE ROLES

Roles are defined to ensure that the project team and key stakeholders understand the
specific responsibilities of the Project Team. Identify the Key Team members below and
ensure that their roles are adequately defined. Add or remove information as needed to
ensure clarity.

5.1 Project Sponsor: < Insert Name, Title, Platform, here>

The project sponsor is the champion of the project and has authorized the project by
signing the project charter. This person is responsible for the funding of the project
and is ultimately responsible for its success. Since the Project Sponsor is at the
executive level, communications should be presented in summary format unless the
Project Sponsor requests more detailed communications.

Add below, any agreed upon additional detailed responsibilities not captured in the
information above:

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Communication Management Plan (Detailed) Template

5.2 Platform Manager: <Insert Name, Title, Platform here>

The Program Manager oversees the project at the portfolio level and owns most of
the resources assigned to the project. The Program Manager is responsible for
overall program costs and profitability, as such they require more detailed
communications than the Project Sponsor.

Add below, any agreed upon additional detailed responsibilities not captured in the
information above:

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5.3 Project Manager: <Insert Name, Title here>

The Project Manager has overall responsibility for the execution of the project. The
Project Manager manages day to day resources, provides project guidance and
monitors and reports on the projects metrics as defined in the Project Management
Plan. As the person responsible for the execution of the project, the Project
Manager is the primary communicator for the project, distributing information
according to this Communications Management Plan.

Add below, any agreed upon additional detailed responsibilities not captured in the
information above:

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5.4 Project Engineer: <Insert Name, Title here>

The Technical Lead is a person on the Project Team who is designated to be

responsible for ensuring that all technical aspects of the project are addressed and
that the project is implemented in a technically sound manner. The Technical Lead
is responsible for all technical designs, overseeing the implementation of the
designs and developing as-build documentation. The Technical Lead requires close
communications with the Project Manager and the Project Team.

Add below, any agreed upon additional detailed responsibilities not captured in the
information above:
Communication Management Plan (Detailed) Template

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5.5 Key Stakeholders

Stakeholders usually include all individuals and organizations who have interest in
or influence over or may be impacted by the project. Stakeholders are identified on
the Stakeholder Register/Plan and need to be communicated with throughout the
life-cycle of the project.

5.6 Project Team

The Project Team needs to have a clear understanding of the work to be completed
and the framework in which the project is to be executed. The Project Team
requires a detailed level of communications which is achieved through day to day
interactions with the Program and Project Manager and other team members, along
with weekly team meetings and other sources on communications. Complete the
Project Team Directory below.

6 COMMUNICATION METHODS AND TECHNOLOGIES

The project team will determine the communication methods and technologies based on
several factors: Stakeholder communication requirements from the Stakeholder
Register/Plan, available technologies (internal and external) and other options. List the
major methods and technologies to be used below:

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Communication Management Plan (Detailed) Template

7 COMMUNICATION MATRIX

Complete the table below with the communications requirement for this particular project.
You may use information from the Stakeholder Register/Plan to complete. (A sample row is
completed in the table.)

Comm. Objective of Medium/ Frequency Audience Resp./ Approver Deliverable Format

Type Comm. Method Owner (if
needed)
Kickoff Introduce Face-to- Once  Project Program   Agenda  Hard copy
Meeting project team face Sponsor Manager  Meeting
and project.  Project Minutes
Review Team
project  Stake-
objectives holders
and
management
approach.

8 MESSAGE CADENCE:

Identify if there is a specific cadence for the messages, for example should a specific
message be distributed prior to other messages? Is there a calendar that can be identified
for targeting specific messages for specific dates? List any specific details below:

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Communication Management Plan (Detailed) Template

9 KEY MESSAGES/FAQS:

Identify 3-5 (or more as needed) overall key Project messages that should be included and
reinforced throughout the life-cycle of the project. Often, frequently asked questions are a
good source of information as they tend to clarify how stakeholders/customers will be
impacted by a specific action.

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10 SPECIFIC AUDIENCE KEY MESSAGES:

For some projects, specific audiences will need specific messages that pertain only to
them. If your project has any of these audiences identified, list them below and identify the
specific messages, timing, etc. for each audience.

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11 COMMUNICATION ESCALATION PROCESS

It is imperative that any disputes, conflicts, or discrepancies regarding project

communications are resolved in a way that is conducive to maintaining the project
schedule, ensuring the correct communications are distributed, and preventing any ongoing
difficulties. In order to ensure projects stay on schedule and issues are resolved, the project
team will use an established standard escalation model to provide a framework for
escalating communication issues.

Add the information specific Escalation Process selected for use for this project in the area
below:

12 METHOD FOR UPDATING AND REFINING THE COMMUNICATION PLAN

This Communication Plan will be reviewed and updated (if needed), when changes in
scope, contract, cost and schedule are approved through the Change Review Board process
and it is determined that the change(s) impact the Communication Plan.
Communication Management Plan (Detailed) Template

13 INFORMATION FLOW CHART

Illustrated below is the general flow of information for this project with potential sequence of
authorization, if needed.
Communication Management Plan (Detailed) Template

14 DEFINITIONS OF COMMUNICATION TERMINOLOGY

Term Definition
Communication The effective sending and receiving of information. Ideally, the
information received should match the information sent. It is the
responsibility of the sender to ensure this takes place.
Communication Portion of the overall Project Management Plan which details how
Management Plan project communications will be conducted, who will participate in
communications, frequency of communications, and methods of
communications.
Escalation The process which details how conflicts and issues will be passed
up the management chain for resolution as well as the timeframe to
achieve resolution.
Stakeholder Individuals or groups involved in the project who may have interest
in or influence over the project and whose interests may be affected
by the project’s execution or outcome.
Stakeholder The Stakeholder Register portion of the Stakeholder Register/Plan
Register/Plan includes the identification, assessment, and classification of project
stakeholders. The Stakeholder Plan portion of the Stakeholder
Register/Plan, defines the processes, procedures, tools, and
techniques to effectively engage the stakeholders in project
decisions and execution based on the analysis of their needs,
interests, and potential impact.

15 REVIEWS (Optional) Coordinate approval of the Plan through the electronic approval
process.

If needed:

Stakeholder Acceptance: YES_____________ NO____________

Signature of Approval by the Stakeholder:

_________________________________________ Date:____________________
<Insert Name here>