Why should a project manager use a communication plan?
“Communication is the means by which information or instructions are exchanged. Successful communication occurs when the received meaning is the same as the transmitted meaning”
A communication plan forms part of the project management plan. The communication plan identifies areas of how communication should be processed and managed. The project manager should use a communication plan because:
- It defines the frequency of communication so as not to overload the team, and informs them of the expectations of them.
- It identifies the communication flow throughout the hierarchy and what types of communication that will be used.
- The plan allows the PM to deliver the project and achieve the outcome and benefits.
- The plan identifies the timescales such as meeting dates, when actions are needed and the timescales in which they need to be completed.
- For the purpose of security, confidentiality and governance, the plan informs who had access to what information.
- The plan ensures that the relevant people are informed and consulted with, ensuring that no one is forgotten. Such people would be the project team, internal and external stakeholders, suppliers etc.