Communication planning

Communication planning (Plan Communications Management) is the process of determining the information needs of project stakeholders and defining an approach to communication. It decides who needs what information, when they need it, how it will be given and who will give it. It is closely linked to stakeholder analysis and the project's organisational structure.

Steps

1. Identify stakeholders and analyse their communication requirements (stakeholder register).
2. Determine information needs: type, format, detail and value of the information.
3. Select methods and technology: meetings, email, reports, intranet, video calls; consider urgency, availability, ease of use, project environment and sensitivity.
4. Decide frequency and timing: e.g. weekly reports, milestone reviews.
5. Assign responsibility for preparing and distributing.
6. Decide on feedback and escalation methods.
7. Document in the communication management plan and obtain approval.
8. Review and update as the project changes.

Inputs, tools and outputs

Factors affecting planning

• Number of stakeholders and channels (n(n−1)/2).
• Urgency of information, project size and complexity.
• Team location (co-located or virtual).
• Culture, language and time zones.
• Confidentiality and security needs.

Stakeholders -> Needs -> Methods -> Schedule
   -> Responsibilities -> Plan

Importance

Avoids communication overload and gaps, saves time, and allocates resources for communication early.

Example: For a government e-portal project, the plan sets weekly progress emails to the ministry, daily online stand-ups with developers across two cities, and a monthly steering committee meeting.