Project Management

Communications Plan Outline

Confidentiality Statement
This Communications Plan Outline along with all attachments hereto shall be considered <company>s
Proprietary/Confidential Information.

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Project Management Communications Plan Outline

TABLE OF CONTENTS
PROJECT MANAGEMENT

COMMUNICATIONS PLAN OUTLINE

DEFINITION

DOCUMENT CHANGE CONTROL

Revisions List

Distribution List

Reference Documents

Definitions and Acronyms

USING THIS DOCUMENT - BUSINESS BENEFITS

COMMUNICATIONS MANAGEMENT OVERVIEW

Background

Scope

PARTICIPANT ROLES AND RESPONSIBILITIES

< Project Name> Project Office

Project Manager
Communications Manager
Project Senior/Functional Managers

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6
6
6

Project Sponsor: < Organization Name >

Project Sponsor
Legal

6
6
6

COMMUNICATIONS PLANNING

Current Existing Systems:

Performance Reporting

Describe how the project intends to collect and distribute performance information. This includes status reporting,
progress measurement, and forecasting.

Version Control:

State agreed methods for updating the Communications Plan.

Other Communications Information:

APPROVAL SHEET

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CROSSCHECK

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Project Management Communications Plan Outline

Definition
Use the following guidelines/outlines when defining your companys Communications Plan. Feel free to include other
categories relevant to your business.

Document Change Control

This section provides control for the development and distribution of revisions to the Communications Management
Plan up to the point of approval. The table below includes the revision number, the date of update/issue, the author
responsible for the changes, and a brief description of the context and/or scope of the changes in that revision.

Revisions List
Revision Number

Date of Issue

Author(s)

Brief Description of Change

Distribution List
Name
<First Name Last Name>

Role
<Standard Role Name>

Reference Documents
Provide a complete list of all documents and other sources of information referenced in this plan, including other
referenced sources of information, such as electronic files, using unique identifiers such as path/name, date and
version number. Identify and justify any deviations from the referenced standards or policies.
Version

Date

Document ID
(May include: Title, Report Number, Date Published, Author and Publisher)

1.1

<DD/MM/YYYY>

Definitions and Acronyms

Define, or provide references to documents or annexes containing the definition of all terms and acronyms required to
properly understand this plan.
<Term 1>

<Definition>

<Term 2>

<Definition>

<ACRONYM>

<Definition>

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Project Management Communications Plan Outline

Using this Document - Business Benefits

This Communications Management Plan is designed to provide everyone involved in a project a general framework on
the development of a more strategic approach to:

Ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project
information
Provide the critical links among people and information that are necessary for successful communications
Guide the project manager, the project team, stakeholders, customer, sponsor, and everyone involved in the project
understand how communications affect the project as a whole.

The communications management plan can also include guidelines for project status meetings, project team meetings, e-meetings,
and e-mail. The communications management plan can be formal or informal, highly detailed or broadly framed, and based on the
needs of the project. The communications management plan is contained in, or is a subsidiary plan of, the overall project
management plan.

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Project Management Communications Plan Outline

Communications Management Overview

Background
State your organizations objectives for communications management and then support the statements by describing
the approach for how they contribute to the overall business objectives.

Scope
In addition to documenting the approach to communications identification and analysis, the plan should cover who is
responsible for managing communications, how communications will be tracked throughout the project lifecycle, and
how mitigation and contingency plans are developed and implemented.

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Project Management Communications Plan Outline

Participant Roles and Responsibilities

List the primary participants and stakeholders involved in managing project communications. In some cases, one
individual may perform multiple roles in the process. Ideally, all project staff members must be trained on their
communications responsibilities by their manager/lead when they join the project.

< Project Name> Project Office

PROJECT MANAGER
State the responsibilities of the Project Manager.
COMMUNICATIONS MANAGER
State the responsibilities of the Communications Manager.
PROJECT SENIOR/FUNCTIONAL MANAGERS
State the responsibilities of the Project Senior/Functional Managers.

Project Sponsor: < Organization Name >

PROJECT SPONSOR
State the responsibilities of the Project Sponsor.
LEGAL
State the responsibilities of the Legal department or representative.

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Project Management Communications Plan Outline

Communications Planning
Communication Planning determines the information and communications needs of the project stakeholders and often
entails creation of additional deliverables that, in turn, require additional time and effort. Thus, the projects work
breakdown structure, project schedule, and project budget are updated accordingly.
For this section, identify who needs what information, when they will need it, how it will be given to them, and by
whom. While all projects share the need to communicate project information, the informational needs and methods of
distribution vary widely. Identifying the informational needs of the stakeholders and determining a suitable means of
meeting those needs is an important factor for project success.

Stakeholder Roles and Other Project Participants

Stakeholder

Message/Information Needed

Delivery Vehicle

Frequency

Project Sponsor

Project Manager

Communications
Manager
Project Team Member
Quality Team Member

Procurement Team
Member
Legal
Other Stakeholder
(Specify)

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Project Management Communications Plan Outline

Basic System Information

Current Existing Systems:
List any legacy or current communications system.
Performance Reporting
Describe how the project intends to collect and distribute performance information. This includes status reporting,
progress measurement, and forecasting.
Version Control:
State agreed methods for updating the Communications Plan.
Other Communications Information:
Include any other communications-related information used by the company.

Information Distribution
Throughout the project, this plan will be maintained as a living document and ensures that necessary information is
made available to project stakeholders in a timely manner. This plan will impact the following members:
Members

Inform

Involve

Invoke Action

Gain Buy-In

Project Team

User Group

Stakeholder Group

External / Public
Audience

Managing Stakeholders
Identify how you plan to manage communications to satisfy the requirements of and resolve issues with project
stakeholders. Sample attributes can include:
Communication
Item

Description

Purpose

Medium

Location

Item 1
(e.g., Status
Reports)

Item 2
(e.g., Meetings)

Item 3
(e.g., Performance
Metrics)

Item 4

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Communication
Item

Project Management Communications Plan Outline

Audience /
Distribution

Responsibility

Frequency

Item 1
(e.g., Status Reports)

Item 2
(e.g., Meetings)

Item 3
(e.g., Performance
Metrics)

Item 4

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Project Management Communications Plan Outline

Approval Sheet
[Agency/Organization Name]
[Project Name]
Version

Revision Date

Project Manager
Name

Email

Signature

Telephone
Date

Project Sponsor
Name

Email

Signature

Telephone
Date

Project Senior/Functional Managers

Name

Email

Signature

Telephone
Date

Communications Manager
Name

Email

Signature

Telephone
Date

Communications Owner
Name

Email

Signature

Telephone
Date

Legal
Name
Signature

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Email

Telephone
Date

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Project Management Communications Plan Outline

Crosscheck
Ask yourself the following questions:

Have you completely and accurately stated your policies for ensuring timely and appropriate generation, collection,
distribution, storage, retrieval, and ultimate disposition of project information?
Have you provided the critical links among people and information that are necessary for successful communications?
Does the Communications Plan accurately guide the project manager, the project team, stakeholders, customer, sponsor,
and everyone involved in the project in understanding how communications affect the project as a whole?
Has the Communications Plan included guidelines for project status meetings, project team meetings, e-meetings, and email?
Is the Communications Plan consistent with the overall objectives and goals of the Project Plan? The communications
management plan is contained in, or is a subsidiary plan of, the overall project management plan.

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