[Project Name]
The Persimmon Group LLC
918.592.4121 (office) 918.592.1655 (fax)
11 East 5th Street, Suite 300, Tulsa, Oklahoma 74103
www.ThePersimmonGroup.com
Communication Plan
Template
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Page 1
[Project Name]
Revision History
Date
Comments
MM/DD/YY Proposal
Version
1
Owner
Name
Table of Contents
1. Introduction .................................................... 3
2. Communication Management Process .................... 3
2.1
2.2
2.3
2.4
Communications planning ......................................... 4
Project Organization ............................................... 4
Project Escalation Paths ........................................... 4
Reporting Deliverables, recipients and frequencies ........... 4
3. Meetings with [VENDOR] .................................... 5
3.1 Weekly Project Status Meeting ................................... 5
3.2 Weekly Planning Update Meeting ................................. 6
4. Communication Guidelines.................................. 6
4.1 Meeting Guidelines ................................................. 6
5. General Messaging ............................................ 7
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Page 2
[Project Name]
1 Introduction
Provide a high-level summary of the project and the purpose of the document.
SAMPLE:
The purpose of this document is to define the communication mechanisms and methods that will be
required during the life of this requirements gathering exercise currently targeted to complete on
05/12/13.
This document covers the project communication between TPG and [VENDOR] only.
Other areas like resource management, scope management, risk & issues management, planning &
dependency management will not be discussed in this document.
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2 Communication Management Process
A concise, clear description of “what” the project will provide. Think in terms of an elevator conversation.
SAMPLE:
Processes required ensuring timely generation, collection, dissemination, storage, retrieval and ultimate
disposition of project information to relevant stakeholders. These processes provide critical links among
people and data necessary for the successful communication. The communication management covers
the processes listed below:

Communication planning – Identify the stakeholders, determine the information and communication
needs, expectations and resolve the issues.

Project structure – Project organization structure, escalation paths.

Status Reporting - Collecting and distributing status reporting information available to project
stakeholders in a timely manner.

Meeting schedule – Project meeting schedule with [VENDOR] and TPG meeting schedules.
[Client Name] |
Project Communication Plan
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[Project Name]
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2.1 Communications planning
SAMPLE:
Communications planning involves proactively determining the information needs of TZM Services stake
holders, what information needs to be collected and when, who needs the information, when and in what
form. This process also covers methods used to gather and store information, Limits, if any, on who may
give direction and to whom, reporting relationships, list of contact information of all stakeholders,
schedule for distribution of information, provides a method to update the communications management
plan as the project progresses.
Responsibilities of the onsite TPG Project Manager:

Ownership of the project status reporting.

Setting up and managing the processes required for the Communication Management aspect of
this project.

Communication owner and as such will be responsible for updating status reports, setting up
meeting schedule details, communication plan, actions register and meeting notes.

Ensure that meeting invites are sent in advance to relevant stakeholders and acceptance of
attendees.

Set-up recurring meeting invites for scheduled meetings with a look ahead up to 3 weeks with
Meeting agenda, attendance, minutes and action items.
2.2 Project Organization
Provide an org chart of the project roles and relationships
2.3 Project Escalation Paths
Provide a process flow diagram for the escalation paths and the supporting procedures within the project.
2.4 Reporting Deliverables, recipients and frequencies
A list of the reports, the audience/recipients, and frequency of each report required for the project.
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Page 4
[Project Name]
3 Meetings with [VENDOR]
3.1 Weekly Project Status Meeting
Meeting
Objectives
Attendees

To exercise management and control of the implementation timeline for the XYZ
Project

To review project status

To be an escalation point for project issue resolution

To be an opportunity for the XYZ Project management team members to get
together to plan, communicate essential information, discuss issues, and make
decisions

Chair: [NAME] TPG Project Manager

TPG:
o

[NAME] [ROLE]
[VENDOR:
o
[NAME] [ROLE]
o
[NAME] [ROLE]
Frequency
Weekly on Thursday with daily checkpoint meetings
Location
TPG Office
Duration
45 minutes
Inputs
Weekly Project Status report, including status, risks & issues, dependencies and leadership
actions
Agenda




[Client Name] |
Project Communication Plan
MM.DD.YYYY |
General Announcements
Critical/High Issues
Critical/High Risks
Project Health
Page 5
[Project Name]
3.2 Weekly Planning Update Meeting
Meeting Objectives

Update project plan with actuals.
Attendees

Chair: [NAME] TPG Project Manager

TPG:
o

[NAME] [ROLE]
[VENDOR:
Frequency
Daily
Location
TPG Office
Duration
30 minutes
Inputs
Project Plan
Agenda




o
[NAME] [ROLE]
o
[NAME] [ROLE]
Review progress against project plan
Implement plan updates
Elaborate future sections of the plan
Review dependency status
4 Communication Guidelines
4.1 Meeting Guidelines
o
All the participants should arrive on time
o
All inputs should be shared in advance
o
Mobile phones to be kept in silent mode
o
Laptops should be kept closed
o
Only one speaker at a time
o
Minutes and actions must be produced after the meeting
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Page 6
[Project Name]
5 General Messaging
What
Initiation Meeting
Who/Target
All stakeholders*
Purpose
When/Frequency
Gather information for Initiation
Plan
FIRST
Type/Method(s)
Meeting
Before Project Start Date
Distribute Project
Initiation Plan
All stakeholders*
Distribute Plan to alert stakeholders
of project scope and to gain buy in.
Before Kick Off Meeting
Before Project Start Date
Document distributed via
hardcopy or electronically. May
be posted on project website or
departmental site.
PMM Templates: Project
Snapshot or “Lite” Initiation Plan
Project Kick Off
All stakeholders*
Communicate plans and
stakeholder roles/responsibilities.
At or near Project Start Date
Meeting
Regularly Scheduled.
Distribute electronically and
post via web/ departmental site.
Encourage communication among
stakeholders.
Status Reports
All stakeholders and
Project Office
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Update stakeholders on progress of
the project.
Page 7
Monthly is recommended for
large/midsize projects.
PMM Template: Status Report
[Project Name]
What
Team Meetings
Who/Target
(this may apply only
to larger projects)
Sponsor Meetings
Executive Sponsor
Meetings
(this may apply only
to larger projects)
When/Frequency
Type/Method(s)
To review detailed plans (tasks,
assignments, and action items).
Regularly Scheduled.
Meeting
Weekly is recommended for entire
team. Weekly or bi-weekly for subteams as appropriate.
PMM Template: Detailed Plan
Project Advisory
Group and Project
Manager
Update Project Advisory Group on
status and discuss critical issues.
Work through issues and change
requests here before escalating to
the Sponsor(s).
Regularly Scheduled.
Meeting
Sponsor(s) and
Project Manager
Update Sponsor(s) on status and
discuss critical issues. Seek
approval for changes to Project
Plan.
Regularly scheduled
Executive
Sponsor(s) and
Project Manager
Update Sponsor(s) on status and
discuss critical issues. Seek
approval for changes to Project
Plan.
Not regularly scheduled.
Entire Project Team.
Individual meetings
for sub-teams,
technical team, and
functional teams as
appropriate.
Project Advisory
Group Meetings
Purpose
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Page 8
Monthly is recommended.
Meeting
Recommended biweekly or
monthly and also as needed when
issues cannot be resolved or
changes need to be made to Project
Plan.
As needed when issues cannot be
resolved or changes need to be
made to Project Plan.
Meeting
[Project Name]
What
Who/Target
Purpose
Project Office,
Project Manager,
select stakeholders,
and possibly
Sponsor(s) if
necessary.
Review status reports, issues, and
risks. To identify and communicate
potential risks and issues that may
affect the schedule, budget, or
deliverables.
Monthly
Meeting/Report
Scheduled by the Project Office
Project Office will produce
report using their template.
Project Office,
Project Manager,
key stakeholders,
and sponsor(s).
Identify improvement plans, lessons
learned, what worked and what
could have gone better. Review
accomplishments.
End of Project or end of major
phase
Meeting/Report
Project Office,
Project Manager,
and key
stakeholders.
Review overall health of the project
and highlight areas that need
action.
Quarterly depending on size and
criticality of the project.
Meeting/Report
Presentations to
Special Interest
Groups
Examples:
To update external groups to
promote communication a create
awareness of project
interdependencies.
At project milestones so as to
communicate with other interested
parties of changes that will be
introduced outside of the Project
Team.
Presentation/Demonstration
Departmental Site
ALL Department
Project Team
Members.
Central location to house Status
Reports, meeting minutes, Project
description, and Project Plan. For
any communications that can be
shared with all Department staff.
Update monthly with Status
Reports; otherwise, as necessary.
Electronic Communications
Venue
PPO Audit/Review
Post Project Review
Quarterly Project
Review
Project Managers’
Team, Department
Leadership Group,
etc.
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
When/Frequency
Scheduled by the Project Office.
Page 9
Type/Method(s)
Project Office will produce
report.
Project Office will produce
report using internal template.
[Project Name]
What
Who/Target
[Client Name] |
Project Communication Plan
MM.DD.YYYY |
Purpose
When/Frequency
Page 10
Type/Method(s)