Plan Communications Management 

 Purpose

• Ensure timely, relevant, and clear information flow

• Support effective stakeholder engagement

• Reduce misunderstandings, conflicts, and delays
  
  

Step#1 - Communications requirements analysis 

• Who needs information?

• What information is needed?

• Frequency and level of detail?

Step#2  - Understand the communication channels 

If 'N' is the number of stakeholders, then there will be N(N-1)/2 communication channels 

If there are 10 stakeholders, then the total number of communication channels would be 10*9/2 = 90/2 = 45

When the number of stakeholders increases, the number of communication channels also increases, resulting in higher probability of communication errors. 

According to the PMBOK, it is the responsibility of the sender of information to ensure that the recepient got the message and understood the intended meaning of it. 

Step#3 - Communication technology selection 

• Push

• Pull

• PMIS

• Emails

• Dashboards 

• Meetings 

• Collaboration Platforms 

Srep#4 - Finetuning communications based on...

• Communication styles assessment

• Political awareness

• Cultural awareness

Step#5 - Document the communications management plan containing;

• What information will be communicated

• Format (reports, dashboards, meetings)

• Frequency (daily, weekly, monthly)

• Responsible person

• Communication channels/tools

• Escalation procedures

• Information security 

Identify stakeholders → Analyze communication needs → Select methods & tools → Define plan → Update documents