10.1.1 Inputs to Communications Planning

.1 Communications requirements. Communications requirements are the sum of the information requirements of the project stakeholders. Requirements are defined by combining the type and format of information required with an analysis of the value of that information. Project resources should be expended only on communicating information that contributes to success or where lack of communication can lead to failure. Information typically required to determine project communications requirements includes:

   Project organization and stakeholder responsibility relationships.

   Disciplines, departments, and specialties involved in the project.

   Logistics of how many individuals will be involved with the project and at which locations.

   External information needs (e.g., communicating with the media).

.2 Communications technology. The technologies or methods used to transfer information back and forth among project stakeholders can vary significantly: from brief conversations to extended meetings, from simple written documents to immediately accessible online schedules and databases. Communications technology factors which may affect the project include:

   The immediacy of the need for information—is project success dependent upon having frequently updated information available on a moment’s notice, or would regularly issued written reports suffice?

   The availability of technology—are the systems that are already in place appropriate, or do project needs warrant change?

   The expected project staffing—are the proposed communications systems compatible with the experience and expertise of the project participants, or will extensive training and learning be required?

   The length of the project—is the available technology likely to change before the project is over?

.3 Contraints. Constraints are factors that will limit the project management team’s options. For example, if substantial project resources will be procured, more consideration will need to be given to handling contract information.
  When a project is performed under contract, there are often specific contractual provisions that affect communications planning.

.4 Assumptions. See Section 4.1.1.5.

10.1.2 Tools and Techniques for Communications Planning

.1 Stakeholder analysis. The information needs of the various stakeholders should be analyzed to develop a methodical and logical view of their information needs and sources to meet those needs (project stakeholders are discussed in more detail in Sections 2.2). The analysis should consider methods and technologies suited to the project that will provide the information needed. Care should be taken to avoid wasting resources on unnecessary information or inappropriate technology.

10.1.3 Outputs from Communications Planning

.1 Communications management plan. A communications management plan is a document that provides:

   A collection and filing structure that details what methods will be used to gather and store various types of information. Procedures should also cover collecting and disseminating updates and corrections to previously distributed material.

   A distribution structure that details to whom information (status reports, data, schedule, technical documentation, etc.) will flow, and what methods (written reports, meetings, etc.) will be used to distribute various types of information. This structure must be compatible with the responsibilities and reporting relationships described by the project organization chart.

   A description of the information to be distributed, including format, content, level of detail, and conventions/definitions to be used.

   Production schedules showing when each type of communication will be produced.

   Methods for accessing information between scheduled communications.

   A method for updating and refining the communications management plan as the project progresses and develops.

  The communications management plan may be formal or informal, highly detailed or broadly framed, based on the needs of the project. It is a subsidiary component of the overall project plan (described Section 4.1).