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Last updated on 2024年4月29日

What are the key elements of a communication plan template and how do you customize it for your project?

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A communication plan is a document that outlines how you will communicate with your stakeholders, team members, and other parties involved in your project. It helps you define the purpose, frequency, format, and channels of your communication, as well as the roles and responsibilities of each communicator. A communication plan can also help you manage expectations, risks, issues, and feedback throughout your project lifecycle. In this article, you will learn what are the key elements of a communication plan template and how do you customize it for your project.

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1 Communication objectives

The first element of a communication plan template is the communication objectives. These are the specific goals that you want to achieve with your communication, such as informing, persuading, motivating, or engaging your audience. You should align your communication objectives with your project objectives and scope, and make them SMART: specific, measurable, achievable, relevant, and time-bound. For example, a communication objective could be to increase the awareness of the project benefits among the end-users by 50% by the end of the first quarter.

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Bhagyashree Deshmukh, CSPO?, CBAP?, SAFe POPM?

Digital Product & IT Program Manager | Agile & SAFe Expert | Data-Driven Decision Maker | Passionate About Optimizing Business Processes & Enhancing User Experience
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The first step in creating a communication plan is drafting the purpose and objectives. This helps in setting the foundation as to why communication is important for the project and what outcomes are we aiming to achieve. We need to tailor the purpose and objectives to align with the project goals.

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2 Communication audience

The second element of a communication plan template is the communication audience. This is the group or groups of people that you need to communicate with or about your project, such as sponsors, customers, stakeholders, team members, suppliers, regulators, or media. You should identify and segment your communication audience based on their needs, interests, expectations, influence, and preferences. You should also consider their communication styles, preferences, and barriers, such as language, culture, or accessibility. For example, you could create a stakeholder matrix that maps out the level of interest and power of each stakeholder group, and tailor your communication accordingly.

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Bhagyashree Deshmukh, CSPO?, CBAP?, SAFe POPM?

Digital Product & IT Program Manager | Agile & SAFe Expert | Data-Driven Decision Maker | Passionate About Optimizing Business Processes & Enhancing User Experience
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Identify all the stakeholders for the project and analyze their communication needs, preferences, and level of influence. This helps ensure that communication efforts are targeted and relevant to each stakeholder group. Create a stakeholder matrix that maps the level of interest and influence of each stakeholder. This helps in determining the frequency and level of details to be shared with each stakeholder and adjusting your communication plan accordingly.

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3 Communication messages

The third element of a communication plan template is the communication messages. These are the key points or information that you want to convey to your communication audience, such as project updates, milestones, achievements, challenges, risks, or changes. You should craft your communication messages based on your communication objectives and audience, and use clear, concise, and consistent language. You should also avoid jargon, acronyms, or technical terms that may confuse or alienate your audience. For example, you could use a message map that summarizes your main message, supporting points, and evidence for each communication objective and audience segment.

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4 Communication methods

The fourth element of a communication plan template is the communication methods. These are the tools or channels that you will use to deliver your communication messages to your communication audience, such as email, phone, video conference, website, newsletter, report, presentation, or social media. You should select your communication methods based on your communication objectives, audience, messages, and budget. You should also consider the advantages and disadvantages of each method, such as reach, speed, cost, feedback, or engagement. For example, you could use a communication matrix that lists the communication methods, frequency, format, and owner for each communication objective and audience segment.

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Bhagyashree Deshmukh, CSPO?, CBAP?, SAFe POPM?

Digital Product & IT Program Manager | Agile & SAFe Expert | Data-Driven Decision Maker | Passionate About Optimizing Business Processes & Enhancing User Experience
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Another important consideration in creating a communication plan is the communication channels. You need to identify the communication channels that will be used to disseminate information to the stakeholders. Stakeholders may have different preferences such as emails, phone calls, and face-to-face meetings You need to customize the communication channels based on the preferences and accessibility of the stakeholders. You also need to refer to the stakeholder matrix to determine the need and level of detail needed by each stakeholder.

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5 Communication roles

The fifth element of a communication plan template is the communication roles. These are the tasks or responsibilities that each communicator or communication team member has to perform or fulfill in relation to the communication plan, such as planning, creating, delivering, monitoring, or evaluating the communication. You should define and assign the communication roles based on the skills, expertise, availability, and authority of each communicator or team member. You should also clarify the expectations, deliverables, and deadlines for each communication role. For example, you could use a RACI chart that shows the responsible, accountable, consulted, and informed parties for each communication activity or output.

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6 Communication evaluation

The sixth element of a communication plan template is the communication evaluation. This is the process or method that you will use to measure and assess the effectiveness and impact of your communication plan, such as surveys, feedback forms, analytics, or reports. You should design and implement your communication evaluation based on your communication objectives and indicators, and collect and analyze the relevant data and information. You should also use the communication evaluation results to identify and address any gaps, issues, or opportunities for improvement in your communication plan. For example, you could use a communication dashboard that tracks and displays the key performance indicators and outcomes of your communication plan.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the key elements of a communication plan template and how do you customize it for your project?

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1 Communication objectives

2 Communication audience

3 Communication messages

4 Communication methods

5 Communication roles

6 Communication evaluation

7 Here’s what else to consider

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