List and describe five components of a project communications plan
1) Target for the communication
2) What communication will be undertaken
3) How will it be communicated
4) Cost of the communication
1) At the start of a project a stakeholder analysis should be carried out in order for the project manager to write the communication plan. This plan will list the target of the communication which is the stakeholders. This is basically everyone that needs to be kept informed about the project and potentially be influenced by the communication.
2) The communication plan will describe the information that needs to be communicated e.g is it a report that will be issued, minutes from a meeting, a newsletter etc. and the frequency of this i.e a report every month, newsletter every two weeks etc.
3) The communication plan will describe how communication will take place and who the stakeholders / target audience will be. This can range from informal verbal methods such as a conversation around the water cooler to formal methods such as a meeting or stage gate review. There are also formal (i.e. reports, minutes, presentations) and informal (post it notes, blogs etc.) written methods and this will vary depending on the target audience and message you want to communicate.
4) Cost of communication should be included in the project budget. All communications has cost implications such as transport to meetings, production of newsletter. These costs should be budgeted for to ensure they are carried out as planned.
5) Feedback is an important mechanism for a communication plan. You are communicating with stakeholders to ensure a continued positive impression of your project and a suitable level of engagement. Collecting regular feedback ensure you are having the desired effect on the target audience.