Step-by-Step Guide to Creating a Project Communication Plan

for College Students

Importance of a Project Communication Plan: A project communication plan is a critical tool in project management
that outlines how information will be exchanged among project stakeholders. It ensures that everyone involved in the
project—from team members to external stakeholders—is informed, engaged, and able to contribute effectively. Effective
communication is vital for the success of any project, as it helps manage expectations, fosters collaboration, and facilitates
decision-making.
When It Is Needed: A communication plan is needed from the very beginning of the project and throughout its lifecycle.
It is especially crucial in projects involving multiple team members or departments, where the risk of miscommunication
can lead to delays, conflicts, or failure to meet project objectives.
Step-by-Step Guide to Creating a Communication Plan
Step 1: Define the Purpose and Scope of the Communication Plan
 Start by clarifying why the communication plan is needed for your project and what it aims to achieve.
 Determine the scope of communications—what will be covered and what will not.
Step 2: Identify All Stakeholders
 List everyone involved in the project, including team members, project sponsors, external partners, and other key
players.
 Understand the communication needs and expectations of each stakeholder.
Step 3: Assign Roles and Responsibilities
 Specify who will be responsible for managing and implementing the communication plan.
 Assign roles for who will generate, approve, and distribute various communications.
Step 4: Determine Communication Methods and Tools
 Decide on the channels and tools that will be used for communication (e.g., emails, meetings, project management
software).
 Consider the appropriateness of different methods for various types of information.
Step 5: Establish the Information to be Communicated
 Define key pieces of information that need to be shared, such as project updates, changes, milestones, and
decisions.
 Ensure that the type, format, and detail of information are suited to each stakeholder group.
Step 6: Create a Communication Schedule
 Develop a timeline for when and how often communications will occur.
 Schedule regular updates and identify key points in the project when critical information must be shared.
Step 7: Set Communication Standards and Protocols
 Define standards for how information should be presented and shared to maintain consistency.
  Establish protocols for confidentiality, data protection, and information sensitivity.
Step 8: Implement the Communication Plan
 Start executing the communication plan according to the defined roles, methods, and schedule.
 Ensure that everyone involved is aware of the plan and understands their responsibilities.
Step 9: Monitor and Adjust the Communication Plan
 Regularly check the effectiveness of your communication strategies and make adjustments as needed.
 Gather feedback from stakeholders to improve the process.
Step 10: Review and Document
 At the end of the project, review the overall effectiveness of the communication plan.
 Document what worked well and what could be improved for future projects.
Conclusion
Creating a comprehensive communication plan helps in managing and steering projects towards success. For college
students, understanding how to effectively communicate within a project setting is an invaluable skill that will aid in both
academic and professional endeavors. This plan will not only ensure that information flows smoothly but also enhance
collaboration and project outcomes.

Project Communication Plan: New Student App Development

Project Overview
 Project Name: New Student App Development
 Project Goal: Develop an app to improve student access to college resources.
 Project Duration: September 1 - December 15
Communication Objectives
 Ensure all team members are consistently informed about project updates.
 Facilitate immediate resolution of issues through open channels.
 Maintain stakeholder engagement and support.
Stakeholders
 Project Team Members: Developers, Designers, Testers
 Project Manager: Oversees project operations.
 College IT Department: Provides technical support and resources.
 Student Body: End users of the app.
 College Administration: Sponsors and decision-makers.
Communication Roles
 Project Manager: Primary communicator, responsible for major updates and decision communications.
 Team Leads (Development, Design, Testing): Communicate specific updates related to their streams.
 IT Department Liaison: Facilitates communication between the project team and the IT department.
Communication Methods and Tools
 Emails: For formal communications, updates, and documentation.
 Meetings:
o Weekly Team Meetings: Updates, progress reports, and issue resolution.

o Monthly Stakeholder Meetings: Project status presentations and feedback sessions with the
administration.
 Instant Messaging (Slack or Microsoft Teams): For day-to-day communication and quick updates.
 Project Management Software (Trello or Asana): To track tasks, deadlines, and progress.
Information Distribution Matrix

Information Type Audience Method Frequency Responsible

Team, IT Department,
Project Updates Email, Meetings Weekly Project Manager
Admin

IT Department
Technical Issues IT Department, Team Instant Messaging, Email As needed
Liaison

Meetings, Instant
Design Updates Team, Project Manager Bi-weekly Design Team Lead
Messaging

After each testing

Testing Reports Team, Project Manager Email Testing Team Lead
phase

Final App
All Stakeholders In-Person Presentation End of Project Project Manager
Presentation

Communication Standards
  Confidentiality: All communications regarding user data and internal processes must remain confidential.
 Response Time: All queries or communications should be acknowledged within 24 hours.
 Document Format: Official documents must follow the college’s template and include project title, date, and
author.
Monitoring and Adjustments
 Feedback Forms: Distributed after major milestones to gather feedback on communication effectiveness.
 Adjustment Meetings: Held with team leads to discuss potential changes to the communication plan based on
feedback.
Documentation and Archiving
 All communications and project documents will be stored in a shared drive accessible to team members and
archived at the project's completion for future reference.