A Project Communication Plan
The purpose of a project communication plan is to set forth a path to follow for how data and information is to be transmitted from one party to another, within and outside of a company. The reason a plan like this has to be formally produced is because there is a great deal of monetary value being placed on what is being communicated at a company, so this transfer of information can happen efficiently.
The creation of a project communication plan has to be accomplished in the correct fashion so it will be efficient when used and effective when implemented. In most instances, this creation is accomplished with the use of a project management tool called a template. This type of document assistance serves two purposes. It is a helpful guide so all the necessary processes are included in the plan. It also places these processes in the correct order that has been shown in the past to be effective.
Items that should be included in the project communication plan are the listing of all communications with the shareholders, so the scope and goals of the project can be documented for a permanent record of the communications. There should also be a list of the needs for how the stakeholders wish to be communicated with. Since they are the financial backers of the project, they are allowed to choose this communication medium.
The project communication plan should have a record of the different events that are involved with the project. This will be a record of the events, along with the method on how they were formed, and the frequency in which they were held. This will include the weekly or monthly update meetings for the stakeholders, along with progress and production meetings with the project’s team members.
The project communication plan not only lays out how data and information is to be transmitted to the appropriate party but records each of these communications, so there is a documentation of who knows what and when they were notified. This can be used to avoid a problem that might occur in the future, under similar circumstances as the current project is operating under.