Communication Plan
A document that organizes the process, types, and expectations of communication for a project — so the right information reaches the right stakeholders at the right time.
Explanation
A communication plan answers:
- What needs to be communicated
- Who needs to communicate it (and who receives it)
- When communication needs to happen
- Why and how to communicate
- Where the information is stored
Effective communication
Characteristics: clear, honest, relevant, frequent.
Types: meetings, emails, phone calls, written documents, formal presentations.
Structure of a communication plan
A typical plan table includes columns for:
- Type — newsletter, daily stand-up, sprint planning, demo, release planning, retrospective
- Recipients — key stakeholders, core team, both
- Frequency — daily, weekly, bi-weekly, monthly, every 6 weeks
- Key dates — deadlines, major meetings
- Delivery method — email, in-person, video call, presentation
- Goal — status update, progress/blockers/next steps, backlog grooming, launch prep, key learnings
- Resource links — folders, notes, trackers, documents
- Notes — special considerations
Four principles (Course 3, Phase 5)
- Recognize individual differences. Promote inclusive communication; avoid assumptions; professional and neutral language; respect diverse perspectives.
- Brainstorm and craft the message. Tailor to audience and purpose. Keep communication clear, concise, focused. AI tools can assist drafting but outputs must be reviewed.
- Deliver effectively. Choose the right channel for the situation and team locations. Professional tone. Avoid sharing sensitive info unnecessarily.
- Obtain and incorporate feedback. Follow up to ensure clarity; encourage feedback; answer questions promptly; adjust as needed.
Best practices for building the plan
- Identify key elements first — stakeholders, frequency, methods, goals, potential barriers (time zones, language, access)
- Document and structure — use a template or tool; note special considerations; ensure team can access and review
- Test communication methods — test emails, links, technical setup before important messages
- Check in and improve — gather feedback via surveys, meetings, one-on-ones
Modes of information processing
People absorb info differently — visuals, listening, reading/analysis, talking with others. Check in with the team to make sure communications meet their needs.
Three optimization questions to ask periodically:
- What is working in how we communicate with you about the project?
- What is not working / not effective?
- Where can improvements be made?
Application
Draft the communication plan during course-3-project-planning Phase 5, after stakeholder-analysis has mapped the audiences. Revisit during major changes — new team members, new stakeholders, timezone shifts.
Connections
- stakeholder-analysis — defines the audience list
- raci-chart — who owns each communication
- change-management — change comms are part of the plan
- course-3-project-planning course-4-project-execution