Comm Plan

Some reports indicate that project managers spend 70 percent of their time communicating. Perhaps that is why they plan recurring communication events. This translates to meeting and reports. Review the PowerPoint on Communications Planning and then complete the Communications Plan template.
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The Communications Plan Worksheet
Who Initiates
Who Receives
Use a name, not an office
Use a name, not an office
What Should Be
Communicated
Be descriptive
How Often Should It Be
Communicated
Use separate lines if necessary
What Medium Should Be Used
Match the medium to the receiver
Conf room
Conf room
Phone in
Conf room
Conf room
Proj4ect Manager
Tom
Bill
John
Mary
Sue
Weekly Status
Weekly Status
Weekly Status
Weekly Status
Weekly Status
Every Tuesday Morning
Every Tuesday Morning
Every Tuesday Morning
Every Tuesday Morning
Every Tuesday Morning
Project manager
CIO
COO
CEO
Status Report
Status Report
Status Report
First Monday of every month on server (Project folder)
First Monday of every month email attachment
First Monday of every month in person with hardcopy
Title
Last
First
MI Street
City
StateZip
Phone
Email
Other
The Communications Plan Worksheet
Who Initiates
Who Receives
Use a name, not an office
Use a name, not an office
What Should Be
Communicated
Be descriptive
How Often Should It Be
Communicated
Use separate lines if necessary
What Medium Should Be Used
Match the medium to the receiver
Title
Last
First
MI Street
City
StateZip
Phone
Email
Other
Completing the Project
Communication Plan
Getting Started
• Open the Communication
Plan template
• Notice there are two tabs
• Worksheet
• This must be completed
• Contact Information
• Do not complete this sheet
• It is there because this is a true
template that can be used on the
job
• You would place contact
information for all stakeholders
Enter Meetings and
Reports
• Start with the Who Initiates
column
• For meetings, this is the name
of the person who calls the
meeting
• For reports, this is the name of
the person who issues the
report
• If you don’t have a name, use
the position
Enter Meetings and
Reports
• Move to the Who Receives
column
• Place the name (or position)
of each person who attends
the meeting or gets the report
• Use a separate line for each
person
• Do not place multiple people
on one line
• Some of the later information
may change for each person
Enter Meetings and
Reports
• Move to the What Should be
Communicated column
• Place the reason for the
meeting (kick-off, status
check, etc.) here; for reports,
place the type or contents of
the report (status report,
phase report, etc.)
Enter Meetings and
Reports
• Move to the How Often
Should it be Communicated
column
• Place the frequency here
• If it is a one-time event, state
clearly when in relation to the
project
• Day one
• After task number …
• Make sure you do this for
each name
• It may be different for each
Enter Meetings and
Reports
• Move to the What Medium
Should be Used column
• Place the medium name here
• Remember it may differ from
person to person
• Some people will attend meeting
in person (place location) others
may attend by phone or by video
• Some reports may be placed in
SharePoint, some by email
attachment, some on paper, some
by presentation
You’re finished!
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