Let’s take a look at some of the reasons why a project manager should use a communication plan and what are the benefits of doing so. A communication plan is essential for improving coordination, transparency and efficiency, while reducing risks and maintaining stakeholder engagement throughout the project.
“Communication is the means by which information or instructions are exchanged. Successful communication occurs when the received meaning is the same as the transmitted meaning”
A communication plan forms part of the project management plan. The communication plan identifies areas of how communication should be processed and managed. The project manager should use a communication plan because:
- It defines the frequency of communication so as not to overload the team, and informs them of the expectations of them.
- It identifies the communication flow throughout the hierarchy and what types of communication that will be used.
- The plan allows the PM to deliver the project and achieve the outcome and benefits.
- The plan identifies the timescales such as meeting dates, when actions are needed and the timescales in which they need to be completed.
- For the purpose of security, confidentiality and governance, the plan informs who had access to what information.
- The plan ensures that the relevant people are informed and consulted with, ensuring that no one is forgotten. Such people would be the project team, internal and external stakeholders, suppliers etc.
The Benefits of a Communication Plan
Using a communication plan when managing a project offers several key benefits:
1. Clarity of Expectations
A communication plan sets clear guidelines on who is responsible for what, when updates will be provided, and the preferred methods of communication. This reduces misunderstandings and ensures that everyone is on the same page.
2. Improved Coordination
It helps ensure that all stakeholders—team members, clients, and external partners—are well-informed and working in sync. This leads to smoother collaboration and coordination across different departments or teams.
3. Enhanced Transparency
A good communication plan promotes transparency by keeping stakeholders informed about project progress, issues, and changes. This fosters trust and helps avoid surprises or confusion later in the project.
4. Timely Issue Resolution
When communication channels and protocols are clearly defined, issues can be identified and addressed more quickly. Teams know whom to reach out to, which helps in resolving problems efficiently.
5. Risk Mitigation
Poor communication can lead to delays, scope creep, and even project failure. A communication plan helps mitigate these risks by ensuring the right information reaches the right people at the right time.
6. Consistent Messaging
It ensures that everyone in the project hears the same message, reducing the chances of misinterpretation and misinformation. This is especially important in large teams or when working with external stakeholders.
7. Better Stakeholder Management
It helps manage stakeholder expectations by keeping them informed about the progress, changes, and any challenges that arise. This can lead to better buy-in and support throughout the project lifecycle.
8. Increased Accountability
By outlining communication responsibilities, the plan assigns accountability for reporting and feedback, helping team members stay committed to their roles and tasks.
9. Efficient Resource Use
Time and resources can be better managed when communication is planned and structured. Instead of ad-hoc updates and unclear directions, teams can focus on productive discussions and task execution.
10. Documentation and Reference
The communication plan also serves as a reference document throughout the project. If any conflicts or discrepancies arise, the plan can be referred back to for clarification on communication expectations.
Hi
The question would be something like…..
a) Explain what is meant by a project communication plan
b) List and describe five components of a project communications plan.
I have tweaked your answer, below. I think it still needs a bit more, but this should pass.
a) “Communication is the means by which information or instructions are exchanged. Successful communication occurs when the received meaning is the same as the transmitted meaning”. A project communication plan sets out a structured approach to communications in a project. It is important because projects often have high levels of change. This change creates uncertainty and confusion for users and other stakeholders. A communication plan is one way in which these uncertainties can be avoided.
b) Five typical elements of communications plan are:
1) Who
2) When or frequency of communication
3) How or Communication flow
4) What including security and confidentiality
5) Feedback
1) The communication plan needs to identify who are the stakeholders who need to be communicated with. This can be done at and individual or group level. So for example in a school, we might identify the Headteacher, heads of departments and teachers as different groups. This means we can target the communication at the different needs of the stakeholders. Grouping them all as staff could mean the coms plan was too generic.
2) The plan defines the frequency of communication so as not to overload the team, and informs them of the expectations of them. This needs to conder the different information needs of different stakeholders. So, for example, a Head Teacher may need a daily briefing whereas the Governors may need an update once a month.
3) It identifies the communication flow throughout the hierarchy and what types of communication that will be used. Who will receive what detail? So, for example, the daily Head briefing would cover the work for the day, whereas the briefing for governors would look at overall progress. In this way we don’t provide too much or too little information.
4) For the purpose of security, confidentiality and governance, the plan informs who had access to what information. So, for example, some information in our school project may be in the public domain, such as the overall budget. But other information such as individual payments to contractors may be commercially sensitive.
5) The plan ensures that the project gets feedback from the relevant people are informed and consulted with, ensuring that no one is forgotten. Such people would be the project team, internal and external stakeholders, suppliers etc. Without this, the project can go off track without getting sufficient input on key issues and risks. For example, in a new school build, we must check feedback from the parents the plans for the future of the school and how the project will affect their children’s education.
Thank you
Sam, please do feel free to post some more answers and I will review them. I am away on holiday next week but I will pick them up when I return.
I just wanted to let you know that I’m unable to access the specific link you shared. However, if you have any questions or need assistance with communication plans in project management, I’m here to help! Just let me know what you’re looking for, and I’ll be more than happy to provide guidance and feedback.
Highly Recommended to all.