---
title: "Communication planning"
subject: "ICT Project Management"
chapter: 11
key: "semester_7/ict_project_management:communication-planning"
source: https://www.bctengineer.com/q/semester_7/ict_project_management/communication-planning
site: BCT Engineering
---

# Communication planning

ICT Project Management · Chapter 11: Project Communication Management

- Asked in: year not given
- Video: [Project Management: Creating a Communications Plan](https://www.youtube.com/watch?v=DUE2GqpZbpw) — ProjectManager
- Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14
- Page: https://www.bctengineer.com/q/semester_7/ict_project_management/communication-planning
- Whole chapter: https://www.bctengineer.com/md/semester_7/ict_project_management/chapter-11

## Question

What do you mean by communication planning?

## Short answer

Communication planning determines stakeholder information needs and defines the communication approach. It identifies stakeholders, selects methods and technology, assigns responsibilities, and documents a communication management plan.

## Answer

**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
| Inputs | Tools | Outputs |
|---|---|---|
| Project management plan, stakeholder register, EEF, OPA | Communication requirements analysis, communication technology, models, methods, meetings | Communication management plan, project document updates |

#### 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.

```text
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.

## Check yourself

The answer's key points as multiple-choice questions, with the correct option and why.

1. What does communication planning determine?
   A. Stakeholder information needs and the approach to communication
   B. Only project cost
   C. Only the test strategy
   D. The final project report
   Answer: A. It decides who needs what, when, how and by whom. (Key point: Purpose)

2. Which factors influence selecting communication methods?
   A. Only cost of paper
   B. Urgency, availability, ease of use, project environment and sensitivity
   C. Only the project name
   D. Only the number of tasks
   Answer: B. These factors guide method and technology choice. (Key point: Method selection)

3. Which is an input to Plan Communications Management?
   A. Communication management plan
   B. Performance report
   C. Stakeholder register
   D. Test summary
   Answer: C. The stakeholder register is an input; the communication plan is an output. (Key point: Inputs)

## Related in ICT Project Management

- [Project planning matrix (PPM)](https://www.bctengineer.com/question.md?key=semester_7%2Fict_project_management%3Aproject-planning-matrix) — ICT Project Management, chapter 7
- [Quality planning](https://www.bctengineer.com/question.md?key=semester_7%2Fict_project_management%3Aquality-planning) — ICT Project Management, chapter 10
- [Project communication management](https://www.bctengineer.com/question.md?key=semester_7%2Fict_project_management%3Aproject-communication-management) — ICT Project Management, chapter 11

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