A communication plan does for information what a project schedule does for tasks: it makes implicit expectations explicit. Without one, status updates are inconsistent, stakeholders get information at different times in different formats, and the PM spends time fielding questions that a structured communication cadence would eliminate.
- Map every key stakeholder to a specific communication type, frequency, and format
- Executive status reports and technical team updates require different formats — not different versions of the same document
- Escalation paths are a communication plan element, not an afterthought
- Review the communication plan at every milestone and update when stakeholders change
Communication plan components
For each stakeholder or stakeholder group: what they receive, how often, in what format, delivered by whom, and the purpose of that communication. A table format works well — one row per communication type.
Executive communication
Executives want one-page status reports with RAG status, key decisions required, top three risks, and next milestones. Delivered weekly by the PM. No more than 250 words. Anything beyond that is a technical document mistakenly addressed to a sponsor.
Team communication
The delivery team needs a daily or weekly cadence: sprint reviews, team meetings, or asynchronous check-ins. RAID log shared and maintained collaboratively. Meeting decisions documented within 24 hours.
Escalation communication
Define explicitly: what triggers an escalation, who it goes to, in what timeframe, and in what format. An unwritten escalation path is not an escalation path.
Frequently asked questions
One to two pages for most projects. A communication plan that takes 20 minutes to read will not be used.
The sponsor reviews and approves. This creates shared expectations about what they will receive and when — and gives the PM the ability to hold to the plan.
Stakeholders fill the information vacuum with their own assumptions. By the time the PM hears about a stakeholder concern, it has usually already affected the project.
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