How to Build a Great Project Communications Plan

Summary

This video emphasizes that effective project management is largely driven by communication, highlighting that up to 80% of project success depends on it. It provides a detailed guide on creating a robust project communication plan, outlining nine key components: Theme, Topic, Target, Tool, Tone, Timing, Test, Tell (responsible creator), and Tick (approver). The video also covers strategies for managing key stakeholders individually, including understanding their roles, influence, and communication preferences, while scheduling tailored messages. By applying these structured communication plans, project managers can prevent rumors, maintain trust, and ensure stakeholder engagement, ultimately enhancing project success.

Takeaways

• 📢 Effective project management is largely about communication, with around 80% of success depending on it.
• 🗣️ Poor communication creates information vacuums that lead to rumors, gossip, and loss of stakeholder confidence.
• 🔍 Accurate, timely communication helps prevent misinformation and maintains trust in the project.
• 📊 A robust project communication plan is best organized in a table or spreadsheet, with each row representing a communication line and columns detailing key aspects.
• 📝 The nine essential columns in a communication plan are: Theme, Topic, Target, Tool (medium), Tone, Timing, Test, Tell (responsible person), and Tick (approver).
• 🎯 Understanding the target audience for each communication is critical, including their needs, influence, and stance toward the project.
• ⏰ Timing and frequency of communication should consider stakeholder priorities and project cycles to ensure messages are noticed and effective.
• 🧪 Testing communications is necessary to measure effectiveness and adjust strategies if the desired outcome isn't achieved.
• 👤 Assigning responsibility for creating and approving each communication ensures accountability and proper governance.
• 🌟 Key stakeholders may require individualized communication plans detailing their preferences, strategic engagement goals, responsible communicators, and scheduled messages.
• 💬 Tone of communication—whether informative, consultative, or commanding—must align with the intended outcome to avoid misunderstandings.
• 📈 Maintaining structured and proactive communication improves project management effectiveness and fosters stronger stakeholder relationships.

Q & A

Why is communication considered a critical part of project management?

Communication is critical because it prevents rumors, misinformation, and loss of confidence among stakeholders. Effective communication keeps everyone informed and builds trust in the project.

What happens when stakeholders do not receive sufficient information about a project?

When stakeholders lack information, they fill the vacuum with gossip or rumors, which can exaggerate issues, create unnecessary alarm, and lead to a perception that the project is out of control.

What is the recommended format for a project communication plan?

The recommended format is a table or spreadsheet where each row represents a communication line, and columns capture key information such as theme, topic, target, medium, tone, timing, test, responsible person, and sign-off authority.

What are the nine 'T' columns in a communication plan?

The nine 'T' columns are: Theme (subject), Topic/Tail (message), Target (stakeholders), Tool/Medium (communication method), Tone (style of delivery), Timing (schedule/frequency), Test (feedback measurement), Tell (message creator), and Tick (sign-off authority).

Why is tone important in project communication?

Tone is important because the same words can be interpreted differently depending on delivery. The right tone ensures clarity, avoids misunderstandings, and encourages the desired response from stakeholders.

How should timing be considered in communication planning?

Timing should consider the project schedule and the stakeholders' business cycles. Regular communications may follow a cycle, while one-off messages should be delivered when they are most likely to be read and understood.

What strategies are recommended for communicating with key stakeholders?

For key stakeholders, create a tailored plan including understanding their role, influence, stance on the project, strategic objectives, key messages, communication medium, assigned point person, and scheduled communications.

How can the effectiveness of a communication be tested?

Effectiveness can be tested through structured methods like questionnaires, requests for replies, or unstructured observations such as reading stakeholder reactions during in-person communications.

Who should be responsible for creating and approving communications?

Each communication should have a responsible person (Tell) who drafts it, and a designated sign-off authority (Tick) who reviews and approves it, which could be a project manager, team lead, or senior stakeholder.

What additional considerations should be made for key stakeholders?

Consider their communication preferences, relationships with team members, level of influence, desired project outcomes, and budget for communication efforts. This ensures engagement is effective and strategic.

Why is it suggested that project management is '80% communication'?

Because the success of a project depends largely on clear, timely, and well-planned communication, managing expectations, preventing misinformation, and ensuring alignment among stakeholders.

What practical benefits come from using structured communication plans in projects?

Structured plans reduce rumors, improve stakeholder confidence, ensure messages are clear and consistent, provide accountability for message creation and approval, and improve overall project management effectiveness.