Process: Plan Communications Management
Process Group: Planning
Knowledge Area: Project Communications Management
Purpose
The Plan Communications Management process involves developing an appropriate approach and plan for project communications based on stakeholder needs, project requirements, and available resources. It ensures the right information reaches the right people at the right time in the right format.
Inputs
- Project Charter – Provides high-level stakeholder information and key communication needs.
- Project Management Plan – Includes resource, stakeholder, and risk management plans that influence communication strategies.
- Project Documents – Assumption log, stakeholder register, and requirements documentation.
- Enterprise Environmental Factors (EEFs) – Organizational culture, communication technologies, and legal/regulatory requirements.
- Organizational Process Assets (OPAs) – Policies, procedures, communication templates, and historical project records.
Tools and Techniques
-
Expert Judgment – Sourced from experienced communicators, industry experts, or stakeholders.
-
Communication Requirements Analysis – Determines information needs, frequency, format, and delivery methods.
-
Communication Technology – Evaluates tools such as email, collaboration platforms, intranets, and dashboards.
-
Communication Models – Describes sender–receiver dynamics and feedback loops.
-
Communication Methods –
- Interactive: e.g., meetings, calls
- Push: e.g., emails, reports
- Pull: e.g., intranet, knowledge base
-
Interpersonal and Team Skills – Facilitation and relationship-building to align on communication expectations.
-
Data Representation – Stakeholder engagement assessments and communication mapping.
Outputs
-
Communications Management Plan – Outlines:
- Stakeholder communication needs and preferences
- Methods, frequency, and technologies for communication
- Roles and responsibilities
- Escalation processes
- Glossary of communication terms
- Flow of project information
-
Project Management Plan Updates – Especially stakeholder and resource management plans.
-
Project Document Updates – Updates to stakeholder register, project team directory, and lessons learned register.
Role in the Process Group and Knowledge Area
- In the Planning Process Group, this process ensures proactive planning of communication pathways and expectations.
- As part of Project Communications Management, it supports clarity, alignment, and stakeholder satisfaction through structured and intentional communication.
Why It Matters
- Enhances Stakeholder Engagement – Builds trust and transparency through timely, relevant communication.
- Reduces Miscommunication – Establishes clear expectations around what will be shared and how.
- Supports Decision Making – Ensures stakeholders receive the information they need when they need it.
- Improves Team Collaboration – Keeps team members informed, aligned, and accountable.