A communication plan acts as proactive measure to ensure that everyone has the right information in a timely manner.
The plan describes who produces each type of communication and how frequently it gets updated or distributed.
Tara Duggan is a Project Management Professional (PMP) specializing in knowledge management and instructional design.
For over 25 years she has developed quality training materials for a variety of products and services supporting such companies as Digital Equipment Corporation, Compaq and HP.
Prioritizing the communication needs helps the organization identify how much time needs to be allotted to these tasks in overall organizational planning.
The communication plan specifies the types of messages and who should receive them.
The addition of a revision history to a communication plan ensures that changes to communication strategy get documented.
If you use this tool regularly, I promise your stakeholders will be much more engaged with you and your chances of project success will improve.
Multimedia presentations, recorded training events, podcasts and social media technology tools such as wikis, blogs and forums ensure that participants get all the information they need, when they need it.
For time-sensitive situations, sending information via voice, text and email alerts everyone quickly, ensures the best decisions can be made, and that all people are informed and involved.
The communication plan usually includes a calendar to indicate when the communication materials will be available.
In addition, the plan defines a method to measure how well the communication worked.