Chapter 10 - Communications Planning

1
UNDERSTANDING
PROJECT
MANAGEMENT
A PRACTICAL
GUIDE
SECOND EDITION
Chapter 10
Communications Planning
Professor:
Term:
© 2021 Dave C. Barrett

2
The Project Life Cycle (PLC)

Initiating Planning Executing Closing
Phase Phase Phase Phase
Ch 3. Stakeholder Planning
Ch 11.
Executing, Monitoring, and
Ch 4. Scope Planning Controlling the Plan
Ch 5. Schedule Planning
Ch 2. Ch 6. Budget Planning Ch 12. Ch 15.

Starting the Managing Disruptions to the Closing the
Project Ch 7. Project Team Planning Plan: Issues and Change Project
Ch 8. Quality Planning
Ch 13.
Managing the Human Resources
Ch 9. Risk Planning
Aspects of the Project
Ch 10. Communications Planning
Ch 14. Project Procurement

3
Agenda
What Should Be Communicated?
How Should Project Documents Be Stored?
How Should Project Meetings Be Managed?

4
What Should Be Communicated?
• The value of effective communication during a project cannot be

overstated
• Therefore, the development of a communication plan is very important
• This plan should include:

• Communication of project information
• Communication of project status information

5
Creating the Communication Management Plan

6
Link to YouTube
Creating the Communication
7
Management Plan
• Sophie reviews the Stakeholder Analysis document to
ensure she understands the needs of each stakeholder
• This allows her to consider the types of information that
would be needed by each stakeholder
• She also considers the communication medium – for
example, in some cases a meeting may be warranted,
while in other cases an email may suffice
Create a plan for project communications based on the

information needs of the project stakeholders.
How Should Project Documents
8
Be Stored?
• During a project, a large number of project documents are

usually created
• Without a plan of where to store these documents and how

to organize them, it becomes increasingly difficult to find and
update them throughout the project

9
Creating the Project Documentation Guidelines

10
Link to YouTube
The Project Documentation
11
Guidelines
• The development of Project Documentation
Guidelines should address the following:
• Storage location and organization
• Document naming conventions
• Document version requirements
Create guidelines to demonstrate how the project should store

and organize project documents, how these documents should
be named, and whether document versions are required.
How Should Project Meetings
12
Be Managed?
• The Communication Management Plan will usually refer to a

number of meetings that will occur during the project
• Formal project meetings should include:

• The creation of a Meeting Agenda
• The documentation of Meeting Minutes

13
Creating a Meeting Agenda

14
Link to YouTube
15
The Meeting Agenda
• The Meeting Agenda document should contain information

such as:
• Name of meeting
• Who is facilitating/organizing the meeting
• Time/location of the meeting
• Who is invited
• The topics to be discussed including the person who will
present/lead the topic, and the anticipated amount of time
required

Conducting Effective Project
16
Meetings
• The meeting facilitator should ensure that the agenda is

followed
• Someone should be designated to record the minutes of the

meeting
• For discussion:
• What are the benefits of recording meeting minutes?

17
Conducting Effective Project Meetings

18
Link to YouTube
19
The Meeting Minutes

• The Meeting Minutes should contain information such
as:
• Name of meeting
• Who facilitated the meeting
• Date/Time of the meeting
• Who attended
• Each topic should be listed together with a summary of the
discussion
• A list of action items arising from the meeting
Plan for effective project meetings that include the use of

agendas and minutes.
20
Key Terminology
• Action Item
• Communication Management Plan
• Meeting Agenda
• Meeting Minutes
• Project Documentation Guidelines

21
References
• “Agenda” Slide
• Image: “speech-bubbles-comments-orange” by Clker-Free-Vector-Images is licensed by Pixabay
• Image: “cloud-computing-the-combination-of-3308169” by krzysztof-m is licensed by Pixabay
• Image: “meeting-room-conference-blackboard-311916” by Clker-Free-Vector-Images is licensed by Pixabay

Chapter 10 - Communications Planning

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1

© 2021 Dave C. Barrett

The Project Life Cycle (PLC)

Ch 2. Ch 6. Budget Planning Ch 12. Ch 15.

Ch 10. Communications Planning

Ch 14. Project Procurement

What Should Be Communicated?

How Should Project Documents Be Stored?

How Should Project Meetings Be Managed?

© 2021 Dave C. Barrett

What Should Be Communicated?

• The value of effective communication during a project cannot be

• Therefore, the development of a communication plan is very important

• This plan should include:

© 2021 Dave C. Barrett

Creating the Communication Management Plan

© 2021 Dave C. Barrett

Create a plan for project communications based on the

• During a project, a large number of project documents are

• Without a plan of where to store these documents and how

© 2021 Dave C. Barrett

Creating the Project Documentation Guidelines

© 2021 Dave C. Barrett

Create guidelines to demonstrate how the project should store

• The Communication Management Plan will usually refer to a

• Formal project meetings should include:

© 2021 Dave C. Barrett

Creating a Meeting Agenda

© 2021 Dave C. Barrett

The Meeting Agenda

• The Meeting Agenda document should contain information

© 2021 Dave C. Barrett

• The meeting facilitator should ensure that the agenda is

• Someone should be designated to record the minutes of the

© 2021 Dave C. Barrett

Conducting Effective Project Meetings

© 2021 Dave C. Barrett

The Meeting Minutes

Plan for effective project meetings that include the use of

© 2021 Dave C. Barrett

© 2021 Dave C. Barrett

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