Knowing the benefits of creating a project communication plan is essential for project managers to increase the chances of the project’s success. So, in this article, we’ll explain 6 benefits of creating a project communication plan.
Table of Contents
What Is a Project Communication Plan?
The project communication plan is the output of the project communication planning process. This plan describes how project communications will be planned, structured, implemented, and monitored for effectiveness and also this plan is a component of the project management plan. So, the project communication plan contains the following information:
- Stakeholder communication requirements;
- Information to be communicated, including language, format, level of detail, and content;
- Escalation process;
- Reason for the distribution of that information
- Timeframe and frequency for the distribution of required information;
- Person responsible for communicating the information and authorizing the release of confidential information;
- Person or group who will receive the information, including information regarding their needs expectations, and requirements;
- Technologies or methods used to convey the information, such as social media or email;
- Resource allocated for communication activities, including budget and time;
- Method for refining and updating the communication management plan;
- Glossary of common terminology, etc.
The project communication plan can also include guidelines and templates for project status meetings, e-meetings, email messages, and project team meetings. Furthermore, a project website or project management software, such as Trello or MS Teams can be included if these are to be used in the project. So, let’s explore some benefits of creating a project communication plan.
Read More: 7 tips for creating a communication plan in project management
Benefits of Creating a Project Communication Plan
Effective communication is crucial to any successful project because it helps avoid miscommunication between project stakeholders. Miscommunication can negatively impact the project’s time and budget. However, the project communication plan helps keep all stakeholders informed and on track, especially the client. So, there are many benefits to creating a communication plan. So, let’s discuss some benefits of creating a project communication plan.
Improving Communication among Stakeholders
This is the first benefit of creating a project communication plan. Determining which channels you will use makes communication more efficient. Select a method or tool, and ensure your stakeholders are aware that you will be using this mode of communication. Methods may include emails, phone calls, group chats, faxes, etc. When project stakeholders are using the same mode of communication, project processes will be streamlined and communication will be more efficient among key players.
Read More: 9 types of communication in project management
Keeping Project Meetings Organized
This is the second benefit of creating a project communication plan. A good communication plan helps project managers establish clear meeting guidelines among stakeholders because it outlines who will meet, when they will meet, and why they will meet. This allows stakeholders to work on the project without wasting time and enhances the project’s efficiency.
Read More: 6 types of project meetings in project management
Minimizing Potential Risks
This is the third benefit of creating a project communication plan. For every project, it’s essential to recognize that things will occasionally go awry. However, an effective communication plan allows project managers to develop a contingency plan if a significant issue does arise.
Read More: Risk management in project management
Keeping Stakeholders Informed
This is the fourth benefit of creating a project communication plan. Creating an effective communication plan can provide the client with schedule updates and ask for feedback. Then, it can help improve the project’s progress. Furthermore, establishing who the primary point of contact is will help project managers avoid any miscommunication between the client and the business.
Setting Clear Expectations and Attaining Goals
Setting clear expectations and attaining goals is the fifth benefit of creating a project communication plan. This is important for the project manager, team members, and client to all have clarity from the beginning of a project. Furthermore, establishing and maintaining clear expectations will promote more successful deliverables or outcomes.
Encouraging Collaboration
This is the sixth benefit of creating a project communication plan. An effective communication plan can help project managers encourage collaboration and camaraderie with stakeholders. Furthermore, it allows building strong working relationships to achieve acceptable project outcomes.
Read More: Why important project communication management when managing a project
Conclusion
Knowing the benefits of creating a project communication plan is essential for project managers because it helps them improve communication among stakeholders, keep project meetings organized, minimize potential risks, keep stakeholders informed, set clear expectations and attain goals, and encourage collaboration.
