How to Create a Project Communication Plan
Creating a clear communication plan can help you effectively collaborate with your team, client, and stakeholders. Like other tools that you’ll use for the duration of a project, this plan will set straightforward guidelines that everyone will follow to stay on the same page as they work on meeting goals.
What’s a Project Communication Plan?
This plan outlines the methods that will be used to share information (think: meetings, emails, phone calls, status reports, discussion boards, etc.). And it also covers when information will be shared, who will be sharing it, and who will be receiving it. Plus, it gives everyone the opportunity to provide critical feedback that can help ensure a project’s success.
Communications Management Plan in Project Management Communication in business and in project management can be difficult, especially when you’re collaborating with virtual teams or working on global projects. But clear communication is a critical component to a project’s success. In our previous post, we covered the essential element, Identify and Analyze Risk. By using risk identification and analysis throughout a project, you can increase the odds that it will go smoothly, that you’ll stick to your budget and anticipated resource requirements, and that you’ll finish on schedule to impress and satisfy your stakeholders. Now, it’s time to cover the importance of a communications management plan, which is yet another essential aspect of successful project execution. Did you know that a project manager spends 90% of his or her time communicating? Yet, our studies show that communication issues are the most preventable problems on projects. What’s the secret to good communication?…
Project managers spend 90 percent of their time on communication related activities; yet communication is reported to be the No. 1 problem on projects.
Consider the following example: While planning one of my projects, my core project team assessed our sponsor, “William”, to have high influence but low interest in our project. William would routinely arrive late to meetings, be distracted by his phone, and leave early saying he had more important meetings to attend. When he was present, his gloomy attitude affected the rest of the team. They did not want to speak up in front of him fearing that they may have to face his disdain.
“For English, please say or press 1,” so you press 1. The friendly automated voice says, “I am sorry. I did not get that. What would you like to do?” So you say “1.” The friendly voice then asks, “Did you say ‘1’? Press or say 1 for yes, and 2 for no.” So you say, “Customer service.” The voice replies right back with, “Okay, I will transfer you to a representative, BUT first, please tell me the reason for your call,” followed by a list of options that are not relevant to your call. Here, are your options, and not one of them is what you need, so you repeat “customer service” and she repeats the same list. By this point, five minutes have passed and you don’t even have a spot in the customer service center queue.