Creating an Effective Communication Plan, With Examples

Successful projects run on more than deadlines and caffeine. They also require clear, purposeful communication strategies. 

But with so many people and tasks to coordinate, how do project managers keep everyone on the same page? The answer: A communication plan. These documents outline the who, what, when, where, and why of every project, maintaining clarity throughout the lifecycle.

Explore essential components of a successful communication plan, with actionable steps to craft one and practical tips to keep team members informed and on track. 

What’s a communication plan? 

A communication plan maps out how team members will share information and status updates throughout a project. It identifies what details need communicating, when, and with whom. This structured approach to team collaboration informs and synchronizes everyone involved at every stage of a project timeline. 

Typically, managers write communication plans at the beginning of a project. They introduce the document alongside the main objectives, timeline, and key deliverables so that everyone understands how information will flow from the get-go. A successful plan should also specify the tools and channels for different types of messages and who’s responsible for delivering them. 

For example, a communication plan might specify the next person in the chain for each task in a deliverable. When one team member completes their part, the next person in the pipeline receives a notification. This way, team members can jump into action without delay, keeping the project on track. 

Top 5 benefits of a communication plan

When it comes to launching a project, there’s no shortage of action items to prepare. Between organizing a kick-off meeting and double-checking budget ledgers, project managers have a lot on their plate. But communication plans aren’t there to add to the to-do list. They simplify it.

Here are five reasons why crafting a project communication plan should be a priority: 

1. Enhanced collaboration: Teamwork makes the dream work. Strong collaboration doesn’t just happen — project leaders nurture it. A communication plan fosters clear, consistent messaging, aligning everyone on responsibilities. This clarity encourages open internal communication and reduces knowledge silos. Plus, team cohesion has a snowball effect, setting expectations that carry over into subsequent projects. 
2. Clearer goals: What’s the purpose of a communication plan? Supporting team collaboration is actually just one aspect. These documents also state goals, deliverables, and timelines, acting as references that reduce ambiguity and enhance teamwork. 
3. Efficient information flow: Good communication isn’t just about what you say, but how and when you say it. A well-structured plan clearly outlines the frequency of project updates and feedback, streamlining the flow of information. This proactive communication strategy mitigates bottlenecks and keeps team members responsive throughout the project timeline. 
4. Stronger stakeholder management: A well-crafted plan outlines messaging for everyone, including clients, internal team members, and vendors. Include a stakeholder engagement plan to make sure no one is out of the loop. 
5. Simplified progress tracking: Regular, structured status updates allow project managers to assess progress, resolve issues early, and adapt quickly. 

How to write a communication plan in 6 easy steps

Project communication plans require careful attention to detail, but that doesn’t mean the process has to be complicated. Here’s a simple, step-by-step guide to crafting a strategy that keeps everyone on the same page. Whether you’re launching a marketing campaign or tracking status updates on a new product, you can adapt these steps to your project.

1. Define your communication objectives

Start by identifying the main purpose of your communication plan. What exactly do you need to communicate? Who’s your audience? 

A great place to start is writing down every single stakeholder — like team members, customers, and regulatory bodies — and defining the information they need to receive.

2. Set SMART goals

SMART — which stands for specific, measurable, achievable, relevant, and time-bound — is a popular goal-setting framework for designing attainable objectives. This helps you break down big projects into small, achievable milestones, prioritizing objectives that are realistic for your team’s workflow capabilities. 

3. Determine frequency and timing

How often do stakeholders need updates? Decide on daily, weekly, bi-weekly, or monthly milestones for different types of tasks. A clear schedule manages expectations and avoids catching anyone off guard. 

4. Define communication channels

Clarify which tools to use for different types of communication. For example, team members might ask for help in a group Slack channel, track progress reports in ClickUp, and share formal project reports with clients via email. Assigning specific channels for specific messages prioritizes clarity and prevents disruptive communication breakdowns. 

5. Delegate responsibilities

Create a detailed roadmap that clearly assigns who is responsible for delivering each type of communication — like a project manager sending out weekly project status updates, a content writer drafting newsletters for customers, or a team member in charge of taking meeting notes. Clear roles stimulate accountability, keeping everyone committed to effective information exchange.

6. Distribute your plan

Share your project communication plan with everyone. This can happen during an all-in or project kick-off meeting — whatever matches your workflow and needs. Make sure stakeholders and team members have access to the document throughout the project for reference. 

Example of a communication plan

Let’s imagine a communication plan for a new product rollout:

Communication plan goals

• Inform internal teams and stakeholders about the product launch timeline and milestones
• Align marketing, sales, and development teams on messaging, target audiences, and product features
• Keep customers informed about the launch date

Roles and responsibilities

• Project manager: Oversee implementation plan, liaise between team members, vendors, and relevant stakeholders
• Marketing manager: Build and execute product launch campaign
• Sales manager: Train sales team on product features and product messaging
• Development manager: Share status updates with project manager and product details with marketing and sales managers

Stakeholders, communication channels, and frequency

• Developers: Weekly updates via ClickUp about project status and task updates
• Marketing team: Bi-weekly check-ins via Google Meet and Notion about campaign timelines and brand messaging
• Sales team: Monthly briefing via email and Salesforce about launch dates, product features, and purchasing details
• Customers: One-time launch announcement via newsletter blast and social media 
• Vendors: Email or phone as needed about supply timelines and software specs

There’s no one-size-fits-all communication plan template. Feel free to mix and match according to your needs. 

Otter’s the perfect partner for clear and effective communication 

Whether you’re just developing a communication plan with team members or already rolling it out, you’re probably juggling plenty of meetings and updates. Otter’s AI meeting assistant can help.

Otter makes it easier to track all your conversations with real-time transcripts, meeting summaries, and actionable next steps. Capture every step of your communication plan. Then use Otter AI Chat to generate a draft communication plan. Get started today.