Project Communication Plan Templates, Examples & How-To
Use these templates for regular updates regarding important project information, updates, and accomplishments.
Get recommended tips and tricks for creating an effective and concise plan for project communication.
Think about all the projects you’ve worked on over the course of your career. Did a lack of communication make it difficult to hit targeted deadlines? If the answer is “yes”, you wouldn’t be the only one. Poor or unclear communication is the Achilles’ heel of any project’s success.
The good news? Establishing your own project communication plan is a piece of cake. Let’s take a look at our recommended tips and tricks for creating an effective and concise plan for project communication.
How to create a project communication plan
The moment you kick off a project is when you should start thinking about how you’ll communicate throughout the project. A simple way to start outlining your project comm plan is to align it with your project timeline. Think about when and how you plan to communicate with your project stakeholders. Ask yourself the following questions:
- Who needs to receive which kinds of communication?
- What is the main channel for communication?
- How often do you need to communicate?
You’ll also want to define which stakeholders are responsible for communicating which updates. Make sure each stakeholder understands their role, so no messages slip through the cracks.
What is a project communication plan?
A project communication plan is a single source of truth that defines how you’re going to communicate important project information to stakeholders. It helps stakeholders know when and how they should expect project updates. Your project comm plan can include how you’ll communicate both internally and externally.
Keep in mind that a project communication plan is a stated how-to for communicating throughout the project. It does not include project timelines, benchmarks, resources, or any other information that might go with a project.
Great project updates are about more than just sharing information. If your project communications are all stored in one place and there is a clear pathway for distributing information to project stakeholders, you’ll have a streamlined project workflow from day one.
Communication plan vs a project communication plan
A communication plan can mean anything from a PR plan to how you will communicate with employees internally, while a project plan focuses on project communications.
Communication tips in the era remote and hybrid teams
Remote and hybrid work environments are the new reality for many organizations. This creates an added challenge when it comes to communicating. Teams must adjust to accommodate email, DMs, and other forms of asynchronous communication, now being the main form of sharing and spreading knowledge. That said, clear communication is more important than ever.
You want to make sure your project stakeholders are getting the information they need to perform their responsibilities, but not every piece of possible information for the entire project (depending on their role). Too much information is overwhelming, and human brains can only withhold so much before they start shutting out new knowledge. Keep your communication concise and stick to a template that is skimmable.
5 simple steps to create a project communication plan
1) Determine the communication goals
Before you begin structuring your project communication plan, you need to define your project comm goals. These goals could take the form of update frequency, best practices for internal communication, or where all your project information will live. Ask yourself the following questions as you begin building your plan:
- How often will you communicate with project stakeholders?
- What type of information is important to share?
- How will the information be shared?
2) Choose the communication method
Set the communication standards by naming a method of communication and sticking to it. This keeps communication predictable for stakeholders, requiring less mental energy from them. Communicating from a template also ensures that everyone is on the same page and the receiving of information is equitable. The mode of communication you use might look different depending on the project. You can consider:
- Emails
- Presentation
- In-person meetings
- Video call kickoff
- Blog post
- Project brief
- Phone call
Internal comms happen in a variety of places. You’ll save time when you lean into using a single document for communicating important project information.
3) Set the communication frequency
How often you communicate will vary based on your project timelines, needs, and stakeholders. Consider establishing the expectations for communication frequency from the first day of the project, so stakeholders know what is expected of them and to increase productivity. Communication frequency can be date- or action-based.
When communicating about your project, you might:
- Communicate on a timeline basis: daily, weekly, monthly, or quarterly.
- Communicate on an action-based frequency: when a task, action, milestone, etc. is completed
4) Identify the owners, stakeholders, and audience
Who is responsible for communicating project updates? Who will receive these notifications? The fourth step of establishing your project comm plan is to define the communication audience as well as who is responsible for the communication. Consider making a spreadsheet that holds the names of all stakeholders, relevant contact information, and their role in the project. Set an expectation for the communicators and audience for when, how, and what will be communicated. Make sure all the project stakeholders are on the same page.
5) Define the communication strategy
A communication strategy establishes communication expectations. You’ll state the goals of your project communication plan, stating what stakeholders should anticipate getting from each piece of communication they receive about the project. The tools you use to communicate are also a key element of your communication strategy.
Consider looping in your stakeholders here. Ask them what methods of communication or tools they prefer to use. Which communication mediums are going to resonate with your team?
6) Use tools to communicate your project plan
The tools you use to communicate will either streamline your project or hinder it. If information is spread across multiple sources, it becomes difficult to know what to trust. Once you’ve gathered all your project information, you can communicate about your project through Slack, email, or any other messaging. Just make sure to keep your single source of truth caught up with any project updates. This establishes one location as the reliable source for all project information. You’ll prevent stakeholders from asking repeat questions and reduce shoulder taps on subject matter experts.
How to format a project communication plan
Use clear and concise language in your project management communication plan. A template will help keep your communication consistent and your project on track.
Your project communication plan template should kick off with the date of the updates being announced. Follow this with general status updates or individualized sections for each team member’s updates. Break out this section into headers and subheadings in a way that makes the most sense for your project and team.
Consider adding a section for team shoutouts below this. You already know you’re working with a team of talented individuals, so why not shine the spotlight on those who’ve done especially well recently? Pinpoint specific accomplishments, places where stakeholders excelled, and creative ideas that elevated the project.
Close out the project communication plan with a section listing what stakeholders can expect to happen next. Document the upcoming stage of the project, including tasks, milestones, and anything else you deem necessary.
Why is a project management communication plan important?
What are the benefits of having a project management communication plan? For starters, clear communication is the crux of every project. Miscommunication leads stakeholders down a path of missed benchmarks and opportunities. When was the last time you smoothly completed a project without regular communication? Chances are a lack of communication creates hurdles that can be prevented with a project communication plan.
A project communication plan:
- Sets expectations for when stakeholders will receive updates
- Provides an opportunity for feedback
- Helps avoid potential risks and issues
- Increases productivity among teams
A project communication plan keeps your entire team in the loop. It gives every stakeholder the same expectations and removes gaps in project knowledge. It invites transparency. Your project communication plan should be outlined to fit your project and team needs. A clear, succinct project comms plan might be a game-changer for your project management.
Think about all the projects you’ve worked on over the course of your career. Did a lack of communication make it difficult to hit targeted deadlines? If the answer is “yes”, you wouldn’t be the only one. Poor or unclear communication is the Achilles’ heel of any project’s success.
The good news? Establishing your own project communication plan is a piece of cake. Let’s take a look at our recommended tips and tricks for creating an effective and concise plan for project communication.
How to create a project communication plan
The moment you kick off a project is when you should start thinking about how you’ll communicate throughout the project. A simple way to start outlining your project comm plan is to align it with your project timeline. Think about when and how you plan to communicate with your project stakeholders. Ask yourself the following questions:
- Who needs to receive which kinds of communication?
- What is the main channel for communication?
- How often do you need to communicate?
You’ll also want to define which stakeholders are responsible for communicating which updates. Make sure each stakeholder understands their role, so no messages slip through the cracks.
What is a project communication plan?
A project communication plan is a single source of truth that defines how you’re going to communicate important project information to stakeholders. It helps stakeholders know when and how they should expect project updates. Your project comm plan can include how you’ll communicate both internally and externally.
Keep in mind that a project communication plan is a stated how-to for communicating throughout the project. It does not include project timelines, benchmarks, resources, or any other information that might go with a project.
Great project updates are about more than just sharing information. If your project communications are all stored in one place and there is a clear pathway for distributing information to project stakeholders, you’ll have a streamlined project workflow from day one.
Communication plan vs a project communication plan
A communication plan can mean anything from a PR plan to how you will communicate with employees internally, while a project plan focuses on project communications.
Communication tips in the era remote and hybrid teams
Remote and hybrid work environments are the new reality for many organizations. This creates an added challenge when it comes to communicating. Teams must adjust to accommodate email, DMs, and other forms of asynchronous communication, now being the main form of sharing and spreading knowledge. That said, clear communication is more important than ever.
You want to make sure your project stakeholders are getting the information they need to perform their responsibilities, but not every piece of possible information for the entire project (depending on their role). Too much information is overwhelming, and human brains can only withhold so much before they start shutting out new knowledge. Keep your communication concise and stick to a template that is skimmable.
5 simple steps to create a project communication plan
1) Determine the communication goals
Before you begin structuring your project communication plan, you need to define your project comm goals. These goals could take the form of update frequency, best practices for internal communication, or where all your project information will live. Ask yourself the following questions as you begin building your plan:
- How often will you communicate with project stakeholders?
- What type of information is important to share?
- How will the information be shared?
2) Choose the communication method
Set the communication standards by naming a method of communication and sticking to it. This keeps communication predictable for stakeholders, requiring less mental energy from them. Communicating from a template also ensures that everyone is on the same page and the receiving of information is equitable. The mode of communication you use might look different depending on the project. You can consider:
- Emails
- Presentation
- In-person meetings
- Video call kickoff
- Blog post
- Project brief
- Phone call
Internal comms happen in a variety of places. You’ll save time when you lean into using a single document for communicating important project information.
3) Set the communication frequency
How often you communicate will vary based on your project timelines, needs, and stakeholders. Consider establishing the expectations for communication frequency from the first day of the project, so stakeholders know what is expected of them and to increase productivity. Communication frequency can be date- or action-based.
When communicating about your project, you might:
- Communicate on a timeline basis: daily, weekly, monthly, or quarterly.
- Communicate on an action-based frequency: when a task, action, milestone, etc. is completed
4) Identify the owners, stakeholders, and audience
Who is responsible for communicating project updates? Who will receive these notifications? The fourth step of establishing your project comm plan is to define the communication audience as well as who is responsible for the communication. Consider making a spreadsheet that holds the names of all stakeholders, relevant contact information, and their role in the project. Set an expectation for the communicators and audience for when, how, and what will be communicated. Make sure all the project stakeholders are on the same page.
5) Define the communication strategy
A communication strategy establishes communication expectations. You’ll state the goals of your project communication plan, stating what stakeholders should anticipate getting from each piece of communication they receive about the project. The tools you use to communicate are also a key element of your communication strategy.
Consider looping in your stakeholders here. Ask them what methods of communication or tools they prefer to use. Which communication mediums are going to resonate with your team?
6) Use tools to communicate your project plan
The tools you use to communicate will either streamline your project or hinder it. If information is spread across multiple sources, it becomes difficult to know what to trust. Once you’ve gathered all your project information, you can communicate about your project through Slack, email, or any other messaging. Just make sure to keep your single source of truth caught up with any project updates. This establishes one location as the reliable source for all project information. You’ll prevent stakeholders from asking repeat questions and reduce shoulder taps on subject matter experts.
How to format a project communication plan
Use clear and concise language in your project management communication plan. A template will help keep your communication consistent and your project on track.
Your project communication plan template should kick off with the date of the updates being announced. Follow this with general status updates or individualized sections for each team member’s updates. Break out this section into headers and subheadings in a way that makes the most sense for your project and team.
Consider adding a section for team shoutouts below this. You already know you’re working with a team of talented individuals, so why not shine the spotlight on those who’ve done especially well recently? Pinpoint specific accomplishments, places where stakeholders excelled, and creative ideas that elevated the project.
Close out the project communication plan with a section listing what stakeholders can expect to happen next. Document the upcoming stage of the project, including tasks, milestones, and anything else you deem necessary.
Why is a project management communication plan important?
What are the benefits of having a project management communication plan? For starters, clear communication is the crux of every project. Miscommunication leads stakeholders down a path of missed benchmarks and opportunities. When was the last time you smoothly completed a project without regular communication? Chances are a lack of communication creates hurdles that can be prevented with a project communication plan.
A project communication plan:
- Sets expectations for when stakeholders will receive updates
- Provides an opportunity for feedback
- Helps avoid potential risks and issues
- Increases productivity among teams
A project communication plan keeps your entire team in the loop. It gives every stakeholder the same expectations and removes gaps in project knowledge. It invites transparency. Your project communication plan should be outlined to fit your project and team needs. A clear, succinct project comms plan might be a game-changer for your project management.
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