COMMUNICATION MANAGEMENT PLAN

(PROJECT NAME)

(COMPANY NAME)
(STREET ADDRESS)
(CITY, STATE ZIP CODE)

(DATE)

Here's Your FAST Project Communications Management Plan Template

This Project Communications Management Plan template has been written to include instruction
for creating the final document along with actual verbiage for each section. You are free to edit
and use this template and its contents; however, we do ask that you don't distribute this template
as a template on the web without explicit permission from us.
Revision History

Name Date Reason For Changes Version

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 TABLE OF CONTENTS
1.0 Purpose .................................................................................................................................... 2
2.0 Roles and Responsibilities....................................................................................................... 2
2.1 Project Sponsor ....................................................................................................................................................2
2.2 Project Team ........................................................................................................................................................2
2.3 Project Stakeholders ............................................................................................................................................3
3.0 Communication Matrix ........................................................................................................... 3
4.0 Project Team and Stakeholder Identification .......................................................................... 4
5.0 Communication Conduct ......................................................................................................... 5
5.1 Meetings ..............................................................................................................................................................5
5.2 Electronic Mail (Email) .......................................................................................................................................5
5.3 Informal Communication .....................................................................................................................................5
6.0 Approvals ................................................................................................................................ 6

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1.0 Purpose
This section should provide a high-level explanation of purpose of the Communication
Management Plan. Generally, the purpose of the Communication Management Plan is to
outline and define the requirements for all communication associated with the project in order
to ensure project success. This section may also include a general description of what is
contained in the plan.
Effective communication is a key to successful project management and project completion.
The purpose of this Communication Management Plan is to define the communication
requirements for the Building Expansion Project throughout the project’s lifecycle. This
Communication Management Plan defines the communication requirements, media,
frequency, and distribution in order to ensure that information is conveyed through proper
channels in a timely and consistent fashion. This plan will serve as a catalyst for successful
project completion by facilitating the information flow required for timely decision-making,
action item tracking, status updates, and overall understanding of the project goals and
deliverables.

2.0 Roles and Responsibilities

This section describes the roles and responsibilities of all key project personnel. In order to
facilitate effective communication it is imperative that these roles and responsibilities are
clearly defined. If they are not, the project runs the risk of multiple team members
overlapping and performing the same functions or, worse, some tasks going unassigned
resulting in communication gaps. The resulting miscommunication can result in significant
schedule delays, cost overruns, or project failure. This section should include a list of all key
personnel (with names where appropriate), titles, and what their roles and responsibilities are.
In order to ensure the successful completion of the Building Expansion Project, the roles and
responsibilities of all key project personnel must be clearly defined with regards to project
communication. In order to prevent overlap or gaps in project communication, the following
roles and responsibilities have been identified:

2.1 Project Sponsor

Mr. John Doe: The Project Sponsor serves as the Building Expansion Project’s
oversight authority. He is responsible for approving all budget and funding requests as
well as authorizing any change control requests. As a sitting member of the executive
committee, the Project Sponsor is also responsible for providing project status updates
in the monthly executive committee meetings as required.

2.2 Project Team

Project Manager, Mr. Joe Smith: The Project Manager is responsible for day to day
management of the Building Expansion Project. The Project Manager is responsible
for establishing communication requirements for the project, chairing all project

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 meetings, and submission of all written reports. The Project Manager may delegate
communication tasks to appropriate technical representatives or subject matter experts
(SMEs) but is responsible for the timely completion of such tasks. The Project
Manager is responsible for all information dissemination.
Facilities Manager, Ms. Sally Jones: The facilities manager is the SME for all
communications relating to facility management. As such, the facilities manager is
responsible for providing the Project Manager with all facility-related feedback for use
in project communications. The facilities manager will participate in all project team
meetings, monthly status meetings, and will be included on the project’s distribution
list. For project meetings the facilities manager will act as the recorder and take all
notes to be distributed after the meetings.
Technical Representative, Mr. Robert White: The technical representative is the
SME on all information technology (IT) matters as well as capital equipment and
procurement. As such, the technical representative is responsible for providing the
Project Manager with all related feedback for use in project communications. The
technical representative will participate in all project team meetings, monthly status
meetings, and will be included on the project’s distribution list. For project meetings
the technical representative will act as the timekeeper ensuring that the meeting
proceeds in accordance with the agenda.
Contractor Team Lead, Ms. Jane Black: While not a member of our organization,
the contractor team lead is an integral part of the Building Expansion Project. The
contractor team lead is responsible for providing status updates for construction and
any other construction-related details to the Project Manager for use in project
communications. The contractor team lead will participate in all project team
meetings, monthly status meetings, and will be included on the project’s distribution
list.

2.3 Project Stakeholders

There are numerous stakeholders for the Building Expansion Project. When necessary,
the project stakeholders are responsible for providing requested information to the
Project Manager for use in project communications. The project stakeholders listed
below are required to attend the monthly status meetings and will be courtesy-copied,
when appropriate, on all project communications.
Director of Production, Mr. Bill Johnson
Vice President of Technology, Mr. John Green
Director of Human Resources, Ms. Joan Blue

3.0 Communication Matrix

There are many forms of communication which take place during a project. Meetings, reports,
and gate reviews are some of the means by which information is shared and distributed during

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the life of a project. These are formal events which must be conducted effectively and
efficiently in order to ensure the right people receive the right information and that the project
continues to move forward smoothly.

The communication requirements for the Building Expansion Project are listed in the following
matrix. As the project proceeds, it may be necessary to modify the communication requirements.
Any modifications to the communication matrix must be approved by the Project Sponsor.

Communication Description Frequency Format Participants/ Deliverable Owner

Type Distribution
E mail Project Sponsor,
Weekly Status Project
summary of Weekly E mail Team and Status Report
Report Manager
project status Stakeholders
Meeting to
Updated
Weekly Project review action Project
Weekly In Person Project Team Action
Team Meeting register and Manager
Register
status
Present
Project Sponsor, Status and
Monthly Project metrics and Project
Monthly In Person Team, and Metric
Review status to team Manager
Stakeholders Presentation
and sponsor
Report
Weekly outlining Construction
Contractor
Construction weekly Weekly E Mail Project Team Status
Team Lead
Status progress and Update
issues
Present
Phase
closeout of Project Sponsor,
Project Gate completion Project
project phases As Needed In Person Team and
Reviews report and Manager
and kickoff Stakeholders
phase kickoff
next phase
Review of any
technical
Technical
Technical Design designs or Project
As Needed In Person Project Team Design
Review work Manager
Package
associated
with the project

4.0 Project Team and Stakeholder Identification

This section should provide a list of everyone involved with the project as well as their contact
information. It is key to have all contact information conveniently located and available to the
group so anyone may be reached at any time in case some type of informal communication is
required for various project tasks.

The following matrix has been created to provide the contact information for all personnel
involved with the Building Expansion Project. Any requests to add to or change this
identification matrix must be submitted to the Project Manager for review and approved by the
Project Sponsor.

Name Title E mail Office Phone Cell Phone

John Doe Project Sponsor j.doe@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx

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 Joe Smith Project Manager j.smith@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx
Sally Jones Facilities Mgr s.jones@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx
Robert White Technical Rep r.white@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx
Jane Black Contract Lead j.white@abc.com xxx-xxx-xxxx xxx-xxx-xxxx
Bill Johnson Dir. Of Prod. b.johnson@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx
John Green VP of Tech. j.green@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx
Joan Blue Director of HR j.blue@xxx.com xxx-xxx-xxxx xxx-xxx-xxxx

5.0 Communication Conduct

This section should discuss the conduct expected of all team members when participating in
meetings or other project communication. It is vital to establish guidelines so that
communication flow is understood and remains consistent throughout the project. Additionally,
if no rules are established to control communication, then meetings and other forms of
communication may become inefficient and obstruct progress.

This section provides guidance to all project participants for conduct expected in meetings and
other forms of communication. All participants are expected to adhere to these guidelines at all
times to prevent unnecessary or ineffective communication.

5.1 Meetings
This section discusses expected meeting conduct

The Project Manager will distribute a meeting agenda at least 2 days prior to any scheduled
meeting. All participants are expected to review the agenda prior to the meeting. During
project meetings the timekeeper will ensure that the group adheres to the time allotted for a
given topic and the recorder will take all notes to be distributed to the team upon completion of
the meeting. It is imperative that all participants arrive to each meeting on time and all cell
phones and blackberries should be turned off or set to vibrate mode to minimize distractions.
Meeting minutes will be distributed no later than 24 hours after each meeting is completed.

5.2 Electronic Mail (Email)

This section discusses expected email conduct

All email pertaining to the Building Expansion Project should be professional, free of errors,
and provide brief communication. If the email is to provide a status report, it should be
distributed to the correct project participants in accordance with the communication matrix
above. All attachments should be in one of the organization’s standard software suite
programs and adhere to established company formats. If the email is to bring an issue forward
then it should discuss what the issue is, provide a brief background on the issue, and provide a
recommendation to correct the issue. The Project Manager should be included on any email
pertaining to the Building Expansion Project.

5.3 Informal Communication

This section discusses the conduct expected when communicating informally

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 Informal communication is a part of every project and is necessary for successful project
completion. However, any issues, concerns, or updates that arise from informal discussion
between team members must be communicated to the Project Manager so the appropriate
action may be taken.

6.0 Approvals
All project and management plans must have the approval of the Project Sponsor and Project
Manager. The signatures of these individuals indicate their acknowledgement and
understanding of the Communication Management Plan.
The signatures of the people below indicate an understanding in the purpose and content of
this document by those signing it. By signing this document you agree to this as the formal
Communication Management Plan for the Building Expansion Project.
Approver Name Title Signature Date

Doe, J. Project Sponsor

Smith, J. Project Manager

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