COMMUNICATION PLAN

Instructions
Documents the project’s communications activities with the client, the project team,
management, and other affected groups

Tailor the standard project communications to include project specific details, such as
roles responsible for the communication and the distribution, media, specific timing and
standards for the communication. Do not change the ‘communication name’ documented
in the Type column of any of these standard communications. Instead, include the
project’s specific name for the communication in the Type column following the
communication name, if applicable. Add any project specific communications that are
not covered by the standard project communications. If a standard project
communication does not apply to the project, move it to the Communication Activities
that do not Apply on this Project table.

Purpose
To ensure adequate communications among the project team, with leadership, with the
client, and with other affected groups

Description
The Communication Plan documents the protocol for conducting effective
communication with the client, the programme or project team, management, and other
affected groups in a programme or project. The plan may be formal or informal, highly
detailed or broadly-framed based on programme or project needs.

Content
The Communication Plan may include the following items: The Communication Plan
may include the following items:
- A list of internal and external communication events and each event's purpose, ,
frequency, timing, audience and media

Guidelines
- For internally scheduled communications, consider adding dates, times, and locations of
upcoming meetings and using the form to communicate those meetings to the
participants.
- The Communication Plan is not meant to be an all-inclusive list of communications,
only a record of those communications that are significant planned events.
- Ask the audience for input on the preferred communication media and on the content
for each communication event.
- For critical dependencies that need to occur with affected groups, consider adding an
external communication event with a project team member or the project manager
being responsible to have regular interchanges with affected groups to resolve or
escalate issues and gather status.

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 COMMUNICATION PLAN

External Communication

Type Description / Purpose Responsibility Distribution Media Timing Standard

External Project Regularly scheduled meetings:To discuss Project Manager Delivery Leader, Conference Regularly Recurring meetings
Status Meeting project activities, progress and issues. (leads) Team Leader, call or in scheduled are scheduled through
Client Project Client Project person meetings & Event Outlook. An agenda is
Event driven:When new requirements are Manager Manager Driven (Specify distributed in advance.
added, existing requirements are changed, days and times) Meeting minutes are
etc captured and stored in
the (named) folder.

External This formal meeting addresses the Team Leader (leads) Delivery Leader, Conference At the end of one An agenda is
Leadership Status accomplishments and results of the project Project Manager Client call or in or multiple distributed in
Meeting with the client (or client representative) at Client Leadership Leadership, person milestones advance.Meeting
selected milestones in the project. These Client Project Client Project minutes are captured
meetings address commitments, plans, Manager Manager and stored in the
risks, status of activities and significant (named) folder.
issues for the project, as well as how the
project fits into the current business
environment.

Supplier Project Regularly scheduled meetings: To discuss Project Manager Delivery Leader, Conference Regularly Recurring meetings
Status Meeting (is project activities, progress and issues (leads) Team Leader, call or in scheduled are scheduled through
applicable only if (includes possible technical issues). Supplier Project Supplier Project person meetings & event Outlook.
STK engages Review of supplier performance (QA, CM, Manager, Manager driven (Specify An agenda is
suppliers to get & progress). STK Supplier days and times) distributed in advance.
the work done) Event driven: Manager Meeting minutes are
When new requirements are added, captured and stored in
existing requirements are changed, etc the (named) folder.

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 COMMUNICATION PLAN

Type Description / Purpose Responsibility Distribution Media Timing Standard

Supplier This meeting reviews the accomplishments Team Leader (leads), Delivery Leader, Conference At the end of one An agenda is
Leadership Status and results of the supplier’s work with the Project Manager, Supplier call or in or multiple distributed in
Meeting (is supplier at selected milestones in the Supplier Leadership Leadership, person milestones advance.Meeting
applicable only if project. This provides an opportunity to Supplier Project Supplier Project minutes are captured
STK engages discuss the supplier’s performance relative Manager, Manager and stored in the
suppliers to get to the supplier agreement. STK Supplier (named) folder.
the work done) Manager

Issue Tracking To provide a framework for documenting Any member of the Project PCDB, E- Whenever an As per the escalation
and Escalation and tracking issues to closure and project or client Manager, Team mail, issue arises or path mentioned in the
escalating long-standing or critical issues leadership Leader conference needs Stakeholder
for senior leadership attention. call or in management Involvement Plan
person involvement for
resolution.

Client Satisfaction To receive feedback from the client on the Project Manager Delivery Electronic At least once in Using the Client
Survey performance of the project team in Leader / Team six months Satisfaction Survey
providing project support. Leader Questionnaire

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 COMMUNICATION PLAN

Internal Communication

Type Description / Purpose Responsibility Distribution Media Timing Standard

Project Kick off To announce the start of the Team Leader / Project Manager, Conference Project Start-up  
project Delivery Leader Project Team, All call or in
Support Functions person

Team Status Update the Project Manager
Report with explanations for task
variances, accomplishments
for the reporting period,
issues, planned time out of
the office, and remarks.
Provide peer feedback
information to responsible
team manager.
Event Driven:
Communicate
issues/concerns regarding
project team members.
Team members Store in the MS Word By COB on the last STK PROJECT
(named) folder document working day of the MANAGEMENT status
under a folder (Specify reporting period reporting template
labeled with your media) (usually every other
name or initials. Friday; or last
Project manager business day of the
will review from reporting period if
there. Friday is a holiday).

Management Provide management with
Status Report current team status,
accomplishments, and issues.
Project Manager Team Leader MS Word By COB on the first STK PROJECT
document working day MANAGEMENT status
following the end of reporting template
the reporting period
(usually fortnightly).

Client (optional) (Specify (Specify frequency)

media)
Store in the    
(named) folder.

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 COMMUNICATION PLAN

Type Description / Purpose Responsibility Distribution Media Timing Standard

Issue Tracking To provide a framework for Any member of the As per the PCDB, E- Whenever an issue As per the escalation
and Escalation documenting and tracking project team escalation path mail, arises or needs path mentioned in the
issues to closure and mentioned in the conference management Stakeholder
escalating long-standing or Stakeholder call or in involvement for Involvement Plan
critical issues for senior involvement plan person resolution.
leadership attention. with a copy to the
lower level
management
Project Periodic:Communicate high- Project Manager As per Presage Web-based As per Presage  
Reporting level project status, standards repository standards
(Project Profile milestones & corresponding
and Metrics - dates, variance explanation,
applicable to accomplishments, and any
only those issues needing management
projects whose attention, assistance, or
are registered in decisions.
Presage)

Project Close To announce the Project Delivery Leader / Project Manager, Electronic Project Close Down  
Down Close Down Team Leader Project Team, All
Support Functions

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