Communications Management Planning Matrix

Small project team; no significant Medium size project team; some Large project team; diverse Very large project teams,
organizational boundaries or organizational diversity; organizations and cultures; numerous organizations and
Team Characteristics cultural differences; previous unfamiliar working contacts; differing contractual relationships. interfaces; diverse cultures;
working relationships. geographical separations. numerous geographic locations.

Identify and exercise channels for Identify communications Use stakeholder analysis to identify
Document plans for public relations,
internal and external requirements, technologies, communications paths; plan for
change management, working
communications; identify key players constraints and assumptions; draw multiple communications media; plan
Communications Planning papers and deliverables, project
and plan contacts, messages, and communications flow diagram; use to shorten vital information paths by
advocacy, and internal project team
information flow; make PM inclusive team structure to shorten new relationships, attitudes, or
communications.
accessible and communicative. communications paths. techniques.

Identify key players and keep them Communicate availability of work Establish communications lists and Identify information requirements of
informed; encourage and exercise results; prepare methods for interest areas; identify multiple media all parties; ensure communication
Information Distribution information exchange within project communications storage and paths; solicit feedback on information channels in place; track required
team; identify information hand-off distribution; conduct regular adequacy; exploit technology to message delivery; establish
dependencies in advance. meetings to identify critical issues. improve communications. distribution lists by subject area.
Conduct periodic reviews of Schedule periodic cost, schedule,
Conduct management and design Conduct periodic management and
progress with sponsor and and issues reviews (frequently at
reviews with key stakeholders; design reviews; emphasize early
Program Reviews, Design stakeholders; conduct requirements first); plan for periodic reviews of
review plans, progress and changes; definition of requirements, validation
Reviews, and Reporting reviews and walk-thrus early; design and at design milestones;
focus on early identification and of cost/schedule plans, verification of
communicate status and design facilitate reviews and working
management of risks. staffing and technology plans.
throughout project. meetings in special interest areas.
Use documentation to establish
Establish comprehensive definition
Produce and package project baseline and communications in the Define requirements for project
of documentation requirements;
working papers in project notebooks; project team; design tasks with library, deliverables, support
Project Documentation and distribute standard report formats;
plan early to produce complete deliverables in mind; identify design documentation, and historical record;
Records track data production and approvals;
customer support documentation; data needed for support budget and staff a data management
establish project data library
document project lessons learned. documentation; define document set function.
structure.
needed at finish.