6 steps to Project Communications

6 steps to Project Communications

The Communications Management Process is the method by which formal messages are identified, created, reviewed and communicated within a project.
Clear, accurate and timely communication is critical to the success of any project, as miscommunication can result in increased project risk.

If you communicate properly, the right stakeholders will receive the right information at the right time. This enables them to make well-informed decisions about your project.

There are a variety of ways that you can communicate the project status to stakeholders, such as through:

Press releases
Internal newsletters
Project Status Reports
Presentation materials
Website news releases
Internal project memos

Regardless of the type of media used to communicate within your project, these six communications steps will always apply:

Step 1: Identify the Message
Your Communications Plan will identify the communications messages that need to be distributed, to keep your stakeholders informed of the project's progress. Throughout the project, the Project Manager should review this plan to identify which messages need to be distributed, how and when.

Step 2: Target the Audience
Now that you have identified what it is that needs to be communicated, the next step is to identify who it is that the message needs to be communicated to. The audience for each message needs to be confirmed and may include such recipients as the:

Entire project team
Project management team
Project Office team
Project Board


Step 3: Decide the Timing
At this point, the type of message and the audience have been clearly specified. The next step is to identify the timing and frequency of the communications message.

In some cases, regular communications, such as weekly Project Status Reports or monthly newsletters, may be necessary. In other cases, a one-off communication event, such as a project change notification, may be more appropriate.

For each communications event, you need to be satisfied that the regularity and timing for each communications event is suitable.

Step 4: Confirm the Format
With content, audience and timing decided, the format of the communication message can be effectively chosen. There are a number of different types of formats to choose from, including verbal presentations, written reports, memos, letters and emails.

Step 5: Create the Message
You should then document a first draft of the message content. The Project Manager will then review it and they may suggest changes. When a final draft is completed it is submitted for approval and release.

Step 6: Communicate the Message
Once approved, the message is communicated to the target audience. The Project Manager may need to seek the Project Sponsor's approval before releasing certain high risk communications messages, such as:

Critical project risks or issues
Changes to the scope, objectives or timeline
A change in project budget or spending policy


That's it. If you take these 6 steps each time you send out a communications message within your project, you will ensure that the right people receive the right message at the right time!

Click here to download a Communications Management Process now.


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Further Information

Visit Method123.com for the complete set of templates, forms and checklists helping you to complete project documents effortlessly.

See MPMM.com for an entire Project Management Methodology for project managers, consultants, trainers and students.