COMMUNICATION PLAN

Instructions
Documents the projects communications activities with the client, the project team,
management, and other affected groups
Tailor the standard project communications to include project specific details, such as
roles responsible for the communication and the distribution, media, specific timing and
standards for the communication. Do not change the communication name documented
in the Type column of any of these standard communications. Instead, include the
projects specific name for the communication in the Type column following the
communication name, if applicable. Add any project specific communications that are
not covered by the standard project communications. If a standard project
communication does not apply to the project, move it to the ommunication Activities
that do not Apply on this !roject table.
Purpose
To ensure ade"uate communications among the project team, with leadership, with the
client, and with other affected groups
Description
The ommunication !lan documents the protocol for conducting effective
communication with the client, the programme or project team, management, and other
affected groups in a programme or project. The plan may be formal or informal, highly
detailed or broadly#framed based on programme or project needs.
Content
The ommunication !lan may include the following items$ The ommunication !lan
may include the following items$
# A list of internal and e%ternal communication events and each event&s purpose, ,
fre"uency, timing, audience and media
Guidelines
# 'or internally scheduled communications, consider adding dates, times, and locations of
upcoming meetings and using the form to communicate those meetings to the
participants.
# The ommunication !lan is not meant to be an all#inclusive list of communications,
only a record of those communications that are significant planned events.
# As( the audience for input on the preferred communication media and on the content for
each communication event.
# 'or critical dependencies that need to occur with affected groups, consider adding an
e%ternal communication event with a project team member or the project manager
being responsible to have regular interchanges with affected groups to resolve or
escalate issues and gather status.
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COMMUNICATION PLAN
+%ternal ommunication
Type Description / Purpose Responsibility Distribution Media Timing Standard
External Project
Status Meeting
Regularly scheduled meetings:To discuss
project activities, progress and issues.
Event driven:When ne re!uirements are
added, existing re!uirements are changed,
etc
Project Manager
"leads#
$lient Project
Manager
%elivery &eader,
Team &eader,
$lient Project
Manager
$on'erence
call or in
person
Regularly
scheduled
meetings ( Event
%riven "Speci'y
days and times#
Recurring meetings
are scheduled through
)utloo*. +n agenda is
distri,uted in advance.
Meeting minutes are
captured and stored in
the "named# 'older.
External
&eadership Status
Meeting
This 'ormal meeting addresses the
accomplishments and results o' the project
ith the client "or client representative# at
selected milestones in the project. These
meetings address commitments, plans,
ris*s, status o' activities and signi'icant
issues 'or the project, as ell as ho the
project 'its into the current ,usiness
environment.
Team &eader "leads#
Project Manager
$lient &eadership
$lient Project
Manager
%elivery &eader,
$lient
&eadership,
$lient Project
Manager
$on'erence
call or in
person
+t the end o' one
or multiple
milestones
+n agenda is
distri,uted in
advance.Meeting
minutes are captured
and stored in the
"named# 'older.
Supplier Project
Status Meeting "is
applica,le only i'
ST- engages
suppliers to get
the or* done#
Regularly scheduled meetings: To discuss
project activities, progress and issues
"includes possi,le technical issues#.
Revie o' supplier per'ormance ".+, $M,
( progress#.
Event driven:
When ne re!uirements are added,
existing re!uirements are changed, etc
Project Manager
"leads#
Supplier Project
Manager,
ST- Supplier
Manager
%elivery &eader,
Team &eader,
Supplier Project
Manager
$on'erence
call or in
person
Regularly
scheduled
meetings ( event
driven "Speci'y
days and times#
Recurring meetings
are scheduled through
)utloo*.
+n agenda is
distri,uted in advance.
Meeting minutes are
captured and stored in
the "named# 'older.
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COMMUNICATION PLAN
Type Description / Purpose Responsibility Distribution Media Timing Standard
Supplier
&eadership Status
Meeting "is
applica,le only i'
ST- engages
suppliers to get
the or* done#
This meeting revies the accomplishments
and results o' the supplier/s or* ith the
supplier at selected milestones in the
project. This provides an opportunity to
discuss the supplier/s per'ormance relative
to the supplier agreement.
Team &eader "leads#,
Project Manager,
Supplier &eadership
Supplier Project
Manager,
ST- Supplier
Manager
%elivery &eader,
Supplier
&eadership,
Supplier Project
Manager
$on'erence
call or in
person
+t the end o' one
or multiple
milestones
+n agenda is
distri,uted in
advance.Meeting
minutes are captured
and stored in the
"named# 'older.
0ssue Trac*ing
and Escalation
To provide a 'rameor* 'or documenting
and trac*ing issues to closure and
escalating long1standing or critical issues
'or senior leadership attention.
+ny mem,er o' the
project or client
leadership
Project
Manager, Team
&eader
P$%2, E1
mail,
con'erence
call or in
person
Whenever an
issue arises or
needs
management
involvement 'or
resolution.
+s per the escalation
path mentioned in the
Sta*eholder
0nvolvement Plan
$lient Satis'action
Survey
To receive 'eed,ac* 'rom the client on the
per'ormance o' the project team in
providing project support.
Project Manager %elivery
&eader 3 Team
&eader
Electronic +t least once in
six months
4sing the $lient
Satis'action Survey
.uestionnaire
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COMMUNICATION PLAN
Internal Communication
Type Description / Purpose Responsibility Distribution Media Timing Standard
Project -ic* o'' To announce the start o' the
project
Team &eader 3
%elivery &eader
Project Manager,
Project Team, +ll
Support 5unctions
$on'erence
call or in
person
Project Start1up
Team Status
Report
4pdate the Project Manager
ith explanations 'or tas*
variances, accomplishments
'or the reporting period,
issues, planned time out o'
the o''ice, and remar*s.
Provide peer 'eed,ac*
in'ormation to responsi,le
team manager.
Event %riven:
$ommunicate
issues3concerns regarding
project team mem,ers.
Team mem,ers Store in the
"named# 'older
under a 'older
la,eled ith your
name or initials.
Project manager
ill revie 'rom
there.
MS Word
document
"Speci'y
media#
2y $)2 on the last
or*ing day o' the
reporting period
"usually every other
5riday6 or last
,usiness day o' the
reporting period i'
5riday is a holiday#.
ST- PR)7E$T
M+8+9EME8T status
reporting template
Management
Status Report
Provide management ith
current team status,
accomplishments, and issues.
Project Manager Team &eader MS Word
document
2y $)2 on the 'irst
or*ing day
'olloing the end o'
the reporting period
"usually 'ortnightly#.
ST- PR)7E$T
M+8+9EME8T status
reporting template
$lient "optional# "Speci'y
media#
"Speci'y 're!uency#
Store in the
"named# 'older.

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COMMUNICATION PLAN
Type Description / Purpose Responsibility Distribution Media Timing Standard
0ssue Trac*ing
and Escalation
To provide a 'rameor* 'or
documenting and trac*ing
issues to closure and
escalating long1standing or
critical issues 'or senior
leadership attention.
+ny mem,er o' the
project team
+s per the
escalation path
mentioned in the
Sta*eholder
involvement plan
ith a copy to the
loer level
management
P$%2, E1
mail,
con'erence
call or in
person
Whenever an issue
arises or needs
management
involvement 'or
resolution.
+s per the escalation
path mentioned in the
Sta*eholder
0nvolvement Plan
Project
Reporting
"Project Pro'ile
and Metrics 1
applica,le to
only those
projects hose
are registered in
Presage#
Periodic:$ommunicate high1
level project status,
milestones ( corresponding
dates, variance explanation,
accomplishments, and any
issues needing management
attention, assistance, or
decisions.
Project Manager +s per Presage
standards
We,1,ased
repository
+s per Presage
standards

Project $lose
%on
To announce the Project
$lose %on
%elivery &eader 3 Team
&eader
Project Manager,
Project Team, +ll
Support 5unctions
Electronic Project $lose %on
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