Communication requirement analysis

Communication requirements analysis is a tool and technique of Plan Communications Management. It determines the information needs of the project stakeholders by combining the type and format of information needed with an analysis of the value of that information. Project resources are expended only on communicating information that contributes to success or where lack of communication leads to failure.

Sources of information for analysis

• Stakeholder register and stakeholder management strategy.
• Organisational charts and project organisation and responsibility relationships.
• Disciplines, departments and specialties involved.
• Logistics: number of people and locations.
• Internal needs (e.g. communicating within the organisation).
• External needs (media, government, contractors).

Steps

1. List stakeholders and their roles.
2. Identify what each needs to know: scope updates, schedule, cost status, risks, decisions.
3. Decide the level of detail (summary for executives, details for team).
4. Decide the format (report, dashboard, presentation, meeting).
5. Check the value: is the information useful for decisions? Omit unnecessary information to avoid overload.
6. Determine timing and frequency.
7. Consider the number of communication channels: n(n−1)/2.
8. Validate with stakeholders.

Example of analysis output

Stakeholders -> Needs -> Value check -> Requirements list

Importance

• Prevents too little or too much communication.
• Ensures resources are used effectively.
• Forms the basis of the communication management plan.

Example: In a hospital software project, doctors need short training updates and go-live dates, while the IT team needs interface specifications; the analysis gives each group only the relevant information.