Project Management Office

Communications Plan Guidelines

A well planned project has a well-planned Communication strategy. The following guidelines and suggested strategies
may be of use when creating a Project Communication Plan.

1) Identify Each Stakeholder and their project Information Needs. Identify the specific time frame that the
stakeholder needs to view updates (e.g., from the beginning of the project through testing or after implementation).
The Project Management Office describes stakeholders as: “…any person or group who has a vested interest in the
success of the project, i.e. either provides services to the project, or receives services from the project. A key
stakeholder is defined as: A person whose support is critical to the project – if the support of a key stakeholder were
to be withdrawn, the project could fail.”

Stakeholder Name Stakeholder Position Information Needs Time Frame

2) List Information Needs. For each Information Need, describe the information, the provider of the information,
when and how it is to be collected, and how the information will be reported.
Information Description of Information Provider of When is How is How is
Need Information Information Information Information
Collected Collected Reported

3) Define Distribution Methods. List each report or document needed to communicate the information about the
project. Identify the primary and secondary distribution methods for each. Specify the frequency of distribution for
each.

Report or Document Primary Distribution Secondary Distribution Distribution Frequency

Method Method

4) Organize stakeholders who have common information needs into logical groups. List the stakeholder(s) and
specify the common information needs for each group.

Group Name Group A Group B Group C Group D Group E

Stakeholders:

Common
Information Needs
5) Communications Management Plan Summary. Using the Sections above, summarize the Communication
Management Plan. Specify how and where documents are reports are to be stored. Describe when and how to
dispose of documents and reports.

Report or Prepared By Information Distribution Transmittal Distribution Storage and

Document Provider Group Method(s) Frequency Disposition

You may customize the six steps above as you wish in developing your communication plan. The table below
incorporates much of the information above in a format that focuses on the target audience, the objective of the
communication, the frequency, and the type.

What Who/Target Purpose When/Frequency Type/Method(s)

Documentation ALL Project Central location to house
Repository Team status reports, meeting
Members. minutes, Project Proposal,
and Project Plan. For all
document artifacts.
Project Charter Key Distribute Project Proposal to
stakeholders* alert stakeholders of project
and Sponsor scope, schedule, cost, and to
gain buy in. Develop draft
Project Charter for delivery to
Project Team.
Update as necessary.
Before Kick Off Meeting with
Team Members
The preferred tool is
TeamDynamix.
SharePoint may be used
in conjunction with
TeamDynamix.
PMO Project Charter
template is required.
Document distributed via
hardcopy or
electronically. May be
posted on TeamDynamix
or SharePoint.

Project Schedule Core Team & Convey Project Activities and Updated weekly TeamDynamix Plan(s)
Sponsor tasks with work estimates,
assignments and start &
finish dates
Project Risk Profile Core Team, Outlines risks and their Created with the Project PMO Issues, Decisions,
Sponsor potential to positively or Schedule, and updated Risk, Actions Log
negatively impact the project throughout the projects. Template.
Risks can be realized,
mitigated or expire
Project All Conveys all forms and media Created and approved with PMO Communication
Communication Stakeholders for communications the Project Charter. Typically Plan Template
Plan regarding the project does not require change
control to update.
Project Kick Off All Communicate plans and At or near beginning of Meeting
stakeholders* stakeholder Execute Phase of project life
and Sponsor roles/responsibilities. cycle.
Encourage communication
among stakeholders.
Status Reports All Update stakeholders on Weekly, Bi-Weekly, Monthly ‘Update Status’ feature in
stakeholders progress of the project. – depending upon audience TeamDynamix is the
Base document for all preference recommended method.
communications about
status
Team Meetings Entire Project To review detailed plans Regularly Scheduled. Meeting
Team. (tasks, assignments, and Weekly is recommended for
Individual action items). Meeting entire team. Weekly or bi-
meetings for minutes and agendas weekly for sub-teams as
sub-teams, required. appropriate.
What Who/Target Purpose When/Frequency Type/Method(s)
technical
team, and
Functional
teams as
appropriate.
Unified Core Team Allow team to see who is Used to initiate conversations Microsoft Lync
Communications available and gain immediate or meetings. Contents of
access to one another. discussions are saved to a
Used to communicate current document and uploaded to
availability, e.g., busy, out of SharePoint or TeamDynamix
office or active / on-line. under Meeting Minutes or
notes.
Sponsor Meetings Sponsor(s) Update Sponsor(s) on status Regularly scheduled Meeting
and Project and discuss critical issues. Recommended biweekly or
Manager Seek approval for changes to monthly and also as needed
Project Plan. when issues cannot be
resolved or changes need to
be made to Project Plan.
Executive Sponsor Executive Update Sponsor(s) on status Not regularly scheduled. Meeting
Meetings Sponsor(s) and discuss critical issues. As needed when issues
(this may apply and Project Seek approval for changes to cannot be resolved or
only to larger Manager Project Plan. changes need to be made to
projects) Project Plan.

Project Advisory/ Project Update Project Advisory Regularly Scheduled. Meeting

Steering Advisory, Group on status and discuss Monthly is recommended.
Committee Steering critical issues. Work through
Meetings Committee, issues and change requests
(this may apply and Project here before escalating to the
only to larger Manager Sponsor(s).
projects)
Project Phase Gate Project Review phase gate checklists. Scheduled by the Project Meeting. Phase Gate
Reviews Manager, Communicate potential risks Manager Review Checklist
Sponsor and issues that may affect the templates for phases of
schedule, budget, or the life cycle where
deliverables. Ensure project Phase Gate Reviews are
is ready to transition to next prescribed.
life cycle phase.
Lessons Project Identify improvement plans, One or more of the following, Meeting/Report
Office, lessons learned, what worked but #3 is required for all Tier Project Management
Project and what could have gone 2 and above projects: Office will guide the
Manager, key better. Review 1. Prior to Execution Project Manager to
stakeholders, accomplishments. 2. Prior to Go Live produce report using the
and sponsor. 3. Post Project Completion IT PMO template.
Quarterly Project Project Review overall health of the Quarterly depending on size Meeting/Report
Review Office, project and highlight areas and criticality of the project. Project Management
Project that need action. Scheduled by the Project Office will guide the
Manager, and Office. Project Manager in
key producing report.
stakeholders.
Presentations to Examples: To update external groups to At project milestones so as to Presentation /
Special Interest Other IT promote communication and communicate with other Demonstration
Groups groups create awareness of project interested parties of changes
and/or UNH interdependencies. that will be introduced
business outside of the Project Team.
units.
What Who/Target Purpose When/Frequency Type/Method(s)
Periodic Demos Specific Focus To gain input from special Once product has enough to Presentation / Discussion
and Target Groups or groups and keep them “show”. As you complete
Presentations End Users. abreast of the Project’s critical phases or make major
status. enhancements.