PRINCETON PROJECT METHODOLOGY -- PROJECT COMMUNICATION PLAN (rev.

10/03/03)
A well planned project has a well planned Communication strategy. The following are guidelines and options when creating a Project
Communication Plan.
Wh! Wh"/Tr#e! P$r%"&e Whe'/(re)$e'*+ T+%e/Me!h",(&)
Initiation Meeting All stakeholders* Gather information for Initiation Plan I!"T
#efore Project "tart $ate
Meeting
$istri%ute Project
Initiation Plan
All stakeholders* $istri%ute Plan to alert stakeholders
of project scope and to gain %uy in.
#efore &ick 'ff Meeting
#efore Project "tart $ate
$ocument distri%uted (ia
hardcopy or electronically.
May %e posted on project
we%site or 'IT #lack%oard
site.
PPM Templates) Project
"napshot or *+ite, Initiation
Plan
Project &ick 'ff All stakeholders* Communicate plans and stakeholder
roles-responsi%ilities.
.ncourage communication among
stakeholders.
At or near Project "tart $ate Meeting
"tatus !eports All stakeholders and
Project 'ffice
/pdate stakeholders on progress of
the project.
!egularly "cheduled.
Monthly is recommended for
large-midsi0e projects.
$istri%ute electronically and
post (ia we%-'IT #lack%oard
site.
PPM Template) "tatus
!eport
Team Meetings .ntire Project Team.
Indi(idual meetings
for su%1teams2
technical team2 and
unctional teams as
appropriate.
To re(iew detailed plans 3tasks2
assignments2 and action items4.
!egularly "cheduled.
5eekly is recommended for entire
team. 5eekly or %i1weekly for su%1
teams as appropriate.
Meeting
PPM Template) $etailed
Plan
Project Ad(isory
Group Meetings
3this may apply only
to larger projects4
Project Ad(isory
Group and Project
Manager
/pdate Project Ad(isory Group on
status and discuss critical issues.
5ork through issues and change
re6uests here %efore escalating to
the "ponsor3s4.
!egularly "cheduled.
Monthly is recommended.
Meeting
"ponsor Meetings "ponsor3s4 and
Project Manager
/pdate "ponsor3s4 on status and
discuss critical issues. "eek
appro(al for changes to Project Plan.
!egularly scheduled
!ecommended %iweekly or monthly
and also as needed when issues
cannot %e resol(ed or changes need
to %e made to Project Plan.
Meeting
.7ecuti(e "ponsor
Meetings
3this may apply only
to larger projects4
.7ecuti(e
"ponsor3s4 and
Project Manager
/pdate "ponsor3s4 on status and
discuss critical issues. "eek
appro(al for changes to Project Plan.
8ot regularly scheduled.
As needed when issues cannot %e
resol(ed or changes need to %e
made to Project Plan.
Meeting
Wh! Wh"/Tr#e! P$r%"&e Whe'/(re)$e'*+ T+%e/Me!h",(&)
PP' Audit-!e(iew Project 'ffice2
Project Manager2
select stakeholders2
and possi%ly
"ponsor3s4 if
necessary.
!e(iew status reports2 issues2 and
risks. To identify and communicate
potential risks and issues that may
effect the schedule2 %udget2 or
deli(era%les.
Monthly
"cheduled %y the Project 'ffice
Meeting-!eport
Project 'ffice will produce
report using their template.
Post Project !e(iew Project 'ffice2
Project Manager2 key
stakeholders2 and
sponsor3s4.
Identify impro(ement plans2 lessons
learned2 what worked and what could
ha(e gone %etter. !e(iew
accomplishments.
.nd of Project or end of major phase Meeting-!eport
Project 'ffice will produce
report.
9uarterly Project
!e(iew
Project 'ffice2
Project Manager2
and key
stakeholders.
!e(iew o(erall health of the project
and highlight areas that need action.
9uarterly depending on si0e and
criticality of the project.
"cheduled %y the Project 'ffice.
Meeting-!eport
Project 'ffice will produce
report using internal
template.
Presentations to
"pecial Interest
Groups
.7amples)
PMT 3Project
Managers Team42
'IT +eadership
Group2 AI" 9uarterly
!e(iew2 AMG
3Academic Managers
Group42 etc.
To update e7ternal groups to
promote communication a create
awareness of project
interdependencies.
At project milestones so as to
communicate with other interested
parties of changes that will %e
introduced outside of the Project
Team.
Presentation-$emonstration
'IT #lack%oard "ite A++ 'IT and 'IT
Project Team
Mem%ers.
Central location to house "tatus
!eports2 meeting minutes2 Project
description2 and Project Plan. or
any communications that can %e
shared with all 'IT staff.
/pdate monthly with "tatus !eports:
otherwise2 as necessary.
.lectronic Communications
;enue
Periodic $emos and
Target Presentations
"pecific ocus
Groups or .nd
/sers.
.7amples)
AMG 3Academic
Managers Group42
"tudents2 Power
/sers2 <elp $esk2
$ept Mgrs.2 etc.
To gain input from special groups
and keep them a%reast of the
Project=s status.
'nce product has enough to *show,.
As you complete critical phases or
make major enhancements.
Presentation-$iscussion
'ther> To %e determined %y
the Project Team
General communications As needed PA52 P5#2 +unch n +earns2
email lists2 P/ home page
announcements2 etc.
*Princeton Project Methodology 3PPM4 descri%es stakeholders as) *>any person or group who has a (ested interest in the success of the project2 i.e. either
pro(ides ser(ices to the project2 or recei(es ser(ices from the project. A key stakeholder is defined as) A person whose support is critical to the project if the
support of a key stakeholder were to be withdrawn, the project would fail.,