A communications management plan describes all aspects of the projects or program’s communication approach and tactics. In larger projects and programs, a formal documented plan should be developed and disseminated to all team members and other stakeholders to minimize communications gaps and issues on the project and program.
Here are some of the sections and topics that should be documented in the communications management plan.
- Purpose of the communications management plan
- Types of information that will be covered part of the communications plan
- Audience of the plan
- Communications approach and strategy
- Project and program team directory and contact information
- Communication methods (digital and other)
- Handling of secure, private, and confidential information
- Documents and templates that need to be used for communications
- Formal reports and progress reports
- Communication requirements related to specific stakeholders (e.g. requirements when communicating to the C-level staff)
- Roles within the communication management (e.g. Program manager, PMO, Sponsors, and so on)
- etc.
The types of communication in a project should also be specified in the communications management plan along with the types of information. For example, this could include the following:
- Status meetings (frequency: as required)
- Status reports (frequency: weekly or monthly)
- Technical Architecture reviews (frequency: monthly)
- Stage Gate Reviews (frequency: at the conclusion of a project phase)
- Review of various project deliverables (frequency: as required)
- Process improvement reviews (frequency: quarterly)
- etc
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