Why you should create a communication plan
Even with the best people, equipment, and project management software money can buy, a project can go downhill in disarray due to a communication glitch.
An important message is not communicated clearly and sent to the wrong recipients, the follow-up message is not sent out in time (or through the wrong communication channels), and suddenly millions of people think Hawaii is under missile attack.
Even if this is an extreme disaster, a good communication plan is of utmost importance for any project. Good decisions are based on good communication - and the following plan will help ensure this within your own team.
After all, you never know what unexpected changes may arise in a project and if the information strategy is already defined in advance, you will save a lot of time and confusion.
Communication Plan: Template for a Checklist
This checklist contains all the important points that need to be checked off before delivering a message. It can be used in virtually any situation if, as a project manager, you are able to think outside the box and fill in gaps with individual information.
To help you, each step is based on a question that should be answered before you proceed.
QUESTION: What result or action do I expect from the recipients of my message?
Before writing a message, you should first be clear about what you want it to do. Is it to get canada telegram data an immediate response from one of the recipients after an unexpected setback in the project, or is it a weekly status update informing stakeholders that the project is progressing according to plan?
In the first scenario, there should be clear instructions for the recipient so they know what to do and a time for a follow-up meeting. In the second scenario, a response is probably not necessary.
2. Determine the appropriate communication channels
QUESTION: Which communication channels can I use to reach my target audience most quickly and effectively?
This depends on whether you are sending an internal memo to your development team or a status update to a customer, for example, because each scenario requires a different channel.
The development team may be used to receiving messages through a collaboration tool , while the project management software may have a secure channel built into it that enables communication with external stakeholders.
These expectations and channels should be recorded in the kick-off meeting of a project and followed throughout.
If you send a status update by email one week, by collaboration tool the next week, and by SMS the week after that, you will confuse your recipients and risk losing them.