Communication Plan Research Guide

Confidentiality Statement
This <document title> along with all attachments hereto shall be considered <company>’s
Proprietary/Confidential Information
projectmanagement.com Communication Plan Research Guide

Note: This template complements the Generic Communication Plan that already
appears on gantthead. This template should be filled out before the existing gantthead
template.

Purpose

 To improve the project manager's research conducted to complete a communication

plan.

 To assist the project manager to communicate project information in an effective,

targeted way.

Instructions

Complete the blank Research Guide on page 4 through personal knowledge and
interviews. Use the Column Descriptions on Page 2 and the Example on Page 3 to
assist in completing each cell.

Once the table is completed, use the information to complete any existing project plan
template or documentation.

Column Descriptions

Stakeholder Group

In this column, combine individuals or roles which require the same type of
information. Include all stakeholders.

Example entries for Stakeholder Groups:

 Executive Sponsor
 Project Team
 Business Area
 Technical Specialists
 Steering Committee/Project Board
Objectives & Approach

Define the purpose of the communication to each group. This is the foundation
of customizing the communication to the stakeholders. If the a stakeholder
group does not have a single, consistent objective and approach, then split up
the group into two groups in the table.

Examples entries for Objectives & Approach:

 Deliverable evaluation
 Continued collaboration/idea-generation
 Issue resolution
 Assessment of project value

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projectmanagement.com Communication Plan Research Guide

Output Method & Format

Define the specific method which will be used to communicate to this group.

Example entries for Output Method & Format:

 Project team meetings

 Status reports
 Focus group sessions
 Individual Face to Face/Interview
 Individual conversation
 Surveys (written, online)
 Change control log
 Issues log
 Special written reports
Input Method

Specify how information will be gathered from the stakeholder group.

Example entries for Input Method :

 Change control log updates

 Issue log updates
 Status report updates
 Meeting notes
 Action plans
 Survey results
 Interview notes
Frequency

Describe how often the communication is made: weekly, bi-weekly, monthly, end
of a particular phase, etc.

Responsible

Enter the role (job title) of the individual who is responsible for getting the
communication done.

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gantthead.com Communication Plan Research Guide

Example Communication Plan Research Guide

This example shows several differing stakeholder categories and how they might play out in a plan.

Stakeholder  Objectives &  Output Method &  Input Method Frequency Responsible

Category Approach Format
Team Leads Resolve issues and  Status  meetings  Updated status  Weekly Project Manager
clarify next steps Standard project  reports, issue logs 
status reports, issue  and change control 
& control logs logs
Project Team Resolve issues and  Standard format   Updated status  Bi­Weekly Project Manager
clarify next steps project  meetings reports, issue logs 
Standard project  and change control 
status reports, issue  logs
& control logs
Key Stakeholders Evaluate deliverable  Individual contact  byStandard Action Plan Monthly Project Manager
quality questionnaire or  to address 
survey stakeholder concerns
User Community Continued  Written updates Sample members   Monthly Project Manager
collaboration, idea­ with appropriate 
generation , user  inquiry, document in 
testing  and issue  standard  user 
resolution feedback file
Steering  Re­assessment  of  Informal or formal  Meeting notes,  Prior to beginning  Project Manager
Committee/Project  project value based  presentation including action  each stage
Board on status and  items, issues 
significant  identified
accomplisments Responses to meeting
output

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gantthead.com Communication Plan Research Guide

Recommendations

 Create a permanent extended list of potential stakeholders for this table, so that completion is accurate, complete and quick.

 The resulting Project Communication Plan should balance needs for customized communication with convenience of the
project manager.

Communication Plan Research Guide

Stakeholder  Objectives &  Output Method &  Input Method Frequency Responsible

Category Approach Format

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