Communication Plan

A communication plan defines who needs what information, when, in what format and through which channel — so project communication is deliberate and consistent rather than ad hoc.

A communication plan (or communication management plan) is the document that sets out how information will flow on a project: the audiences, the messages each needs, the frequency and timing, the channel and format, and who is responsible for producing each communication. It typically maps stakeholders (from the stakeholder analysis) to specific communications — a weekly status report to the sponsor, a daily standup for the team, a monthly steering pack for the board — turning good intentions about "keeping people informed" into a concrete, accountable schedule.

Why it matters

Poor communication is consistently cited as a top cause of project failure. A plan prevents both under-communication (stakeholders surprised by problems) and over-communication (people drowning in irrelevant updates). By deciding in advance who gets what and when, it ensures the right information reaches the right people in a usable form, reduces status-chasing, and creates a predictable rhythm that builds trust.

When to use it

Create the communication plan during planning, after stakeholder analysis, and adjust it as stakeholders or project phases change. It is valuable on any project with more than a handful of stakeholders, distributed teams, or significant reporting obligations. Even small projects benefit from agreeing a basic cadence up front.

How to use it

1. Start from the stakeholder register — each stakeholder or group is an audience.
2. Define what information each audience needs and why.
3. Decide frequency and timing (daily, weekly, at milestones) and the channel/format.
4. Assign an owner responsible for each communication.
5. Document it in a matrix, share it, and review it as the project evolves.

Example

The plan specifies: daily 15-min standup (team, verbal); weekly status report (sponsor + PMO, email, PM owns); fortnightly demo (users, video call); monthly steering pack (board, slides, PM + sponsor); immediate escalation for any red risk (phone/Slack). Everyone knows what to expect and when.

Template

A communication plan template is a matrix of audience, information, frequency, channel, format and owner; derive it from the stakeholder register.

Browse templates →

Tools

Related topics

FAQs

Alternatives

• Stakeholder engagement plan — broader, covering engagement not just information flow
• RACI for communications — a lighter way to assign who informs whom
• Ad hoc communication — workable only on the smallest projects