Department or Program Name
[SYSTEM/APPLICATION NAME]
Communications
Plan
PROJECT NAME
COMMUNICATIONS PLAN
Communications Plan
Template Guideline
To aid in the completion of a Communications Plan, please adhere to the following guidelines.
For specific information regarding project deliverables, please refer to the University Services
Program Management Office. Remove these guidelines from the completed document.
Purpose
Ownership
When
SDLC Phase:
Define
Template
Completion
Note: Text within
< > brackets
need to be
replaced with
project-specific
information.
Empowerment
& Scalability
Important
Notices
A Communication Plan outlines how communication will be done to stakeholders
and team members throughout the project. A Communication Plan is a proactive
way to communicate effectively. Projects offer multiple opportunities for
communication to key stakeholders. Both regular and on-going communications, as
well as one-time event-driven communications should be defined in your
communication plan.
The project manager works with the project team to create the Communications
Plan.
The Communications Plan is done in the Design Phase of the Solution Development
Life Cycle (SDLC). This plan should be reviewed throughout the project life cycle to
make sure you are taking advantage of all communication opportunities.
1. Do not include the Template Guidelines in your final document. Enter the
project information in the page header and footer, title page, and document
contributors and version control.
2. Complete the document utilizing suggested text where applicable and entering
text/fields where shown within <blue text> brackets. Note that the blue text is
NOT to be included in your final document. Its purpose is to either provide
guidance for completing the document, or to show where text/fields should be
entered.
3. Once changes are made to your document and you’re ready to finalize, ensure
that you update your Table of Contents (TOC) section.
4. If changes are to be made, update the Revision History information
accordingly.
5. The Communications Plan is to be retained with other project-related
documentation and maintained in accordance with the business line’s records
retention policy.
This template is provided as a guideline to follow in producing the minimum basic
information needed to successfully complete a Communications Plan. The amount
of detail included in the template will depend on the size and complexity of the
project.
This template may change without advanced notice. It is highly recommended that
you access a blank template from the U Services PMO website at:
www.uservices.umn.edu/pmo
PROJECT NAME
COMMUNICATIONS PLAN
DOCUMENT INFORMATION AND APPROVALS
VERSION HISTORY
Version #
Date
Revised By
Reason for change
1.0
9/17/09
Aaron Demenge
PMO Review
DOCUMENT APPROVALS
Approver Name
Project Role
Signature/Electronic Approval
Date
PROJECT NAME
COMMUNICATIONS PLAN
TABLE OF CONTENTS
Project Communication Plan Overview ............................................................ 1
Stakeholder Analysis .......................................................................................... 1
Stakeholder Identification ............................................................................................................. 1
Stakeholder Participation Planning Matrix ................................................................................... 1
Regular or Ongoing Communications .............................................................. 2
General Communications Matrix .................................................................................................. 2
Key Messages and Themes ........................................................................................................ 3
One-Time or Event-Driven Project Communication......................................... 3
Appendix ............................................................................................................. 4
Project Kick-Off Meeting Invitation List ........................................................................................ 4
PROJECT NAME
COMMUNICATIONS PLAN
PROJECT COMMUNICATION PLAN OVERVIEW
This Project Communication Plan describes the approach for providing cohesive communication about the
[Project Name] goals and objectives to the key stakeholders and to the project team. This plan addresses
both regular and ongoing project communication as well as one-time and event-driven communication
opportunities.
STAKEHOLDER ANALYSIS
Stakeholders are the people that are likely to be affected by the activities and outcomes of a project. A
stakeholder analysis determines how those stakeholders are likely to be impacted by the project.
Stakeholder Identification
The following identifies the project stakeholders:
Name
Role
Title
Comments
Stakeholder Participation Planning Matrix
Depending on the strategic function or activity to be communicated, there could be different communication
approaches used for different stakeholders. For example, some stakeholders will have more decision
authority than others.
Strategic
Management
Function or
Activity
Organizing
participation
Building
support around
proposal
Stakeholders to Approach by Which Means
Inform
Promise:
We will
keep you
informed
Consult
Promise: We
will keep you
informed,
listen to you,
and provide
feedback on
how your
input
influenced
the decision
Involve
Promise: We
will work with
you to ensure
your concerns
are considered
and reflected in
the alternatives
considered, and
provide
feedback on
how your input
influenced the
decision
Collaborate
Promise: We will
incorporate your
advice and
recommendations
to the maximum
extent possible
Empower
Promise: We
will implement
what you decide
Name
and/or role
Name
and/or role
Name and/or
role
Name and/or
role
Name and/or
role
Name and/or
role
Name and/or role
Name and/or
role
Name and/or
role
Name and/or role
© 2012 Regents of the University of Minnesota. All rights reserved. Revised February 17, 2016
Page 1
PROJECT NAME
Strategic
Management
Function or
Activity
Monitoring and
Evaluating
Progress
Provide
strategic
interventions
Promoting and
enabling
organization
change with
new solution
Purchasing
decisions
COMMUNICATIONS PLAN
Stakeholders to Approach by Which Means
Name
and/or role
Name and/or
role
Name and/or
role
Name and/or role
Name and/or
role
Name
and/or role
Name and/or
role
Name and/or
role
Name and/or role
Name and/or
role
Name
and/or role
Name and/or
role
Name and/or
role
Name and/or role
Name and/or
role
Name
and/or role
Name and/or
role
Name and/or
role
Name and/or role
Name and/or
role
REGULAR OR ONGOING COMMUNICATIONS
Regular or ongoing communications include those opportunities that you have to communicate to your
project team members, sponsors, steering committee members, and other key stakeholders on a regular
basis. These types of communications could include your regular status reports, scheduled project team
meetings, monthly updates with the steering committee, or regularly scheduled updates on a project.
This chart lists the type of communications to consider for your regular and ongoing communications.
General Communications Matrix
Communication
Purpose
Audience
Author
Web Site
Location for
key project
documents
and
information
Stakeholders
Sponsors
Project Steering
Committee
Project Team
Members
Project
Manager
Monthly Project
Status Reports
To keep
project
leadership
informed of
the project’s
progress.
Sponsors
Project Steering
Committee
Project Team
Members
Project Team
Calendar
Keep project
team
participants
aware of key
project
dates.
Provide
project
direction and
feedback
Steering
Committee
Meeting
Steering
Committee
Communication
Location
Web Site Address
Frequency
Project
Manager
Posted on project
web site
Monthly
Project
Manager
Posted on project
web site.
Updated
as needed
Executive
Sponsorship
Meeting Minutes
posted on project
web site
Monthly
© 2012 Regents of the University of Minnesota. All rights reserved. Revised February 17, 2016
As needed
Page 2
PROJECT NAME
Communication
COMMUNICATIONS PLAN
Purpose
Project Team
Meeting
Audience
Author
Project Team
Members
Project
Manager
Communication
Location
Frequency
Key Messages and Themes
This section lists any key messages or themes to be used in current and future communication based on the
stakeholder analysis. Following is a list of possible communication themes for regular and ongoing
communication:
 What the project is and is not
 How the project benefits the organization
ONE-TIME OR EVENT-DRIVEN PROJECT COMMUNICATION
During the life of any project, opportunities arise for one-time or event driven communications. Review this
portion of your communication plan every month with your project team. Review the past month, and then
look forward at least 6 months to ensure that as your project plan changes, you can capitalize on every
communication opportunity.
This chart lists the type of communications to consider for your one-time and event driven communications.
Opportunity
Date
Vehicles(s)
Audience
Method(s) of
Communication
Message
Responsible
Party
Kickoff Meeting(s)
RFI Release
RFI Response
Recommendations
RFP Release
RFP Response
Recommendations
Contract Award(s)
Training Dates
Milestone
completion dates
Go live dates
© 2012 Regents of the University of Minnesota. All rights reserved. Revised February 17, 2016
Page 3
PROJECT NAME
COMMUNICATIONS PLAN
APPENDIX
Project Kick-Off Meeting Invitation List
Kick-Off Meeting Email List
Name
Department
General Distribution Lists
DDD List (Deans, Directors, Department Heads)
Geospatial listserv
All
geospatial@lists.umn.edu
Steering Committee
Stakeholders
© 2012 Regents of the University of Minnesota. All rights reserved. Revised February 17, 2016
Page 4