Project Management guide · Risk, quality and control
Communication Plan Template for Projects (With Example)
A project communication plan is a document that sets out who needs information about the project, what they need, why, how it will be delivered, how often and who is responsible. It turns good intentions about keeping people informed into a schedule everyone can follow.
Key takeaways
- A communication plan sets out who gets what information, how, when and from whom.
- Build it from your stakeholder analysis and RACI.
- Use a matrix template and keep it short.
- Include feedback and escalation routes and update it regularly.
What a communication plan includes
- Audience: the stakeholder or group receiving the information.
- Purpose: why they need it, such as to approve, inform or prepare.
- Content: the information they will receive.
- Method or channel: meeting, email, report, dashboard or intranet.
- Frequency or timing: daily, weekly, monthly or at specific milestones.
- Owner: who prepares and sends it.
- Feedback route: how recipients ask questions or raise concerns.
- Escalation path: how urgent issues reach the right decision-maker.
The plan is part of project communication management and sits within the wider project management plan.
How to write a communication plan
- List your stakeholders from your stakeholder analysis, grouping people with similar needs.
- Define what each group needs and what you need from them, such as decisions or resources.
- Choose the method that suits the message: interactive for decisions, push for regular updates, pull for reference material.
- Set frequency and timing so updates arrive before the decisions they support.
- Assign an owner for each item, not just the project manager.
- Agree templates for recurring items such as the status report.
- Review with the sponsor and key stakeholders, then publish.
- Revisit the plan at each phase or whenever stakeholders change.
Communication plan matrix template
Copy this matrix into a spreadsheet or your project management software. Add one row per communication item.
| Communication | Audience | Purpose | Content | Method | Frequency | Owner | Feedback route |
|---|---|---|---|---|---|---|---|
| [Name of item] | [Who receives it] | [Inform / approve / consult] | [Key information] | [Meeting / email / report / dashboard] | [Daily / weekly / monthly / milestone] | [Name or role] | [How to respond] |
Example: office relocation project
A company is moving 250 staff to a new office over 6 months. The project manager prepares this plan.
| Communication | Audience | Purpose | Content | Method | Frequency | Owner | Feedback route |
|---|---|---|---|---|---|---|---|
| Kick-off meeting | Sponsor, team, facilities, IT | Align on goals and roles | Charter, scope, milestones, RACI | Workshop | Once, week 1 | Project manager | Q&A in session |
| Steering committee update | Sponsor and directors | Decide and approve | RAG status, budget, risks, decisions needed | Meeting plus one-page report | Monthly | Project manager | Actions recorded in minutes |
| Team stand-up | Project team | Coordinate daily work | Progress, blockers, next tasks | 15-minute call | Daily | Project coordinator | Raise in call or team chat |
| Supplier progress review | Fit-out contractor | Track deliverables | Progress against schedule, issues, snags | On-site meeting | Weekly | Facilities lead | Issue log |
| Staff newsletter | All staff | Inform and prepare | Move dates, floor plans, what to pack | Email and intranet | Fortnightly, weekly in final month | Internal comms | Shared mailbox |
| Manager briefing pack | Line managers | Equip managers to brief teams | Key messages, FAQs, timeline | Email pack plus call | Before each move wave | Project manager | Briefing call Q&A |
| Post-move survey | All staff | Gather feedback | Satisfaction, issues, suggestions | Online form | Once, 2 weeks after move | Project coordinator | Results shared in newsletter |
Tips for a plan people actually follow
- Keep it to one page or one sheet where possible.
- Match detail to the reader: directors want exceptions and decisions; teams want specifics.
- Put recurring items in calendars as soon as the plan is approved.
- Use one home for project documents so pull communication works.
- Add escalation thresholds, for example: any issue that delays a milestone by more than 5 days goes to the sponsor within 24 hours.
- Plan communication for the closure phase as well, including handover and lessons learned sessions.
Common mistakes
- Writing the plan once and never updating it.
- Listing only the project manager as owner for everything.
- Forgetting end users and people affected by the change.
- Relying solely on email for important or sensitive messages.
- Not including feedback routes, so communication only flows one way.
Free templates for this topic
Frequently asked questions
What is a communication plan in project management?
A document that defines who receives project information, what they receive, why, how, how often and who provides it.
What are the key elements of a communication plan?
Audience, purpose, content, method, frequency, owner, feedback route and escalation path.
Who creates the communication plan?
The project manager usually drafts it, with input from the sponsor, team leads and key stakeholders.
When should the communication plan be created?
During planning, after stakeholders have been identified, and it should be updated throughout the project.
What is a communication matrix in a communication plan?
A table that lists each communication item with its audience, content, method, frequency and owner. It is the core of most communication plans.
How long should a communication plan be?
As short as possible. For most projects a one-page matrix plus a short note on escalation is enough.
Is a communication plan the same as a stakeholder engagement plan?
They overlap. The engagement plan sets out how to involve and influence stakeholders; the communication plan sets out the information flows that support it.
Do Agile projects need a communication plan?
Many Agile events, such as reviews and stand-ups, are built-in communication. A light plan is still useful for stakeholders outside the team.
How often should a communication plan be reviewed?
At each phase or milestone, and whenever stakeholders, risks or priorities change significantly.
What tools can I use to create a communication plan?
A spreadsheet is fine. Many project management tools can also host the matrix and schedule recurring updates.
What should a communication plan include for escalation?
Clear thresholds, the person to escalate to and expected response times, so urgent issues do not wait for the next routine report.