If you have ever had a project where people missed updates, assumed someone else would share news, or worked from different versions of the same plan, this template by WordLayouts is a project communication plan that brings everyone back to one shared system.
It will help you set the “who, what, when, and how” of communication. Who needs the update? What the update should cover. When should it go out? How it should be delivered.
Project Communication Plan Template
This template is grouped by communication channels — Email, Newsletter, Workshops, and Video Conferencing. Each of these channels has a defined purpose, owner, frequency, and feedback method to keep everyone on the same page, informed, and aligned. If your organization prefers different channels, like sit-down huddles, site briefings, etc., you can replace the existing text and add your own information.
Now, let’s discuss the project communication template in detail.
Project Basics
The template begins with all the simple essentials every project communication plan should have. You have to name your project and assign a manager. Mention start and end dates. Fill in all the details so anyone viewing your project communication plan should quickly know what the project is, who owns it, and what its timeline is.
The Main Table & Predefined Columns
The main table is actually where the plan lives. Each row represents a communication type governed by the target audience, purpose, timing, ownership, and success criteria for each message. And for each type, we have created columns to add more details.
Let’s fragment them one by one for a better understanding:
Communication Channel
A medium or a method used to convey information from the sender to the recipient. Meetings, video conferencing, or phone calls are one of the communication channels that can be used by your teams.
Communication type
It specifies the way information is exchanged between people or groups. It can be in any form, like bug bash sessions, risk alerts, or sprint review calls, etc. Each communication type is captured in a dedicated row and supported by practical columns that guide planning and execution.
Communication to
This column defines who the message is meant for. For example, if you want the QA lead to be responsible for the bug bash session, then add in the plan that he needs to communicate with the Dev & QA teams about it.
Goal
It is like, why does the communication type exist? The goal for the above-stated example can be the “identification and fixation of as many bugs as possible.”
Frequency
It means how often the communication should be made, like daily, weekly, biweekly, monthly, quarterly, or as needed. In the above case example, the frequency you set can be “once per sprint”, which must be communicated to the owner of communication.
Responsible
Defines who owns and manages communication through the communication type selected in the row. Here, the responsible would be the “QA Lead” for communicating and conducting the bug bash session.
KPIs
Measure the results of communication. It could be “ no of detects closed”, response rate, open rate, engagement, level, attendance %, or turnaround time.
Feedback mechanism
Talks about how the feedback was collected from the audience via analysis, surveys, follow-ups, Q&A sessions, or replies.
How to Use It?
Once the project details are filled in, the next step is to set up the communication rows. Let’s say you want an email for weekly progress updates. Add a row under Email, name the communication type “Weekly Progress Update,” and list who should receive it.
After that in the very next column, write a short goal, so people know what to expect in that message. Set the frequency of communication, assign who will send it, and decide what “done well” looks like using a KPI.
At the end of the row in the last column, choose how you will collect feedback, such as replies or a quick follow-up.
Now, if you want to avoid pulling recipients into unnecessary meetings, you can use newsletters to share project updates all at once, either weekly or monthly. If your firm is more focused on workshops or video conferencing as a communication mode, you can plan those communications in the same way.
Other available communication channels you can include
- Team chat and messaging apps
- In-person meetings and huddles
- Voice-only calls
- Project and task management tools
- Intranets and employee portals
- Internal social communities and forums
- Help desk tickets and service request portals
- Digital signage and notice boards
- Printed memos, posters, and handouts
- Dashboards and reporting tools
- Training and LMS platforms
- Town halls and leadership roadshows
- Collaboration, whiteboards, and brainstorming tools
- Company-wide announcements tools inside HR systems
Who Can Benefit From It
Project managers, delivery leads, team leaders, and project coordinators are among the most frequent users. They can use this template to define how information flows across a project regardless of team size, complexity, and project duration. However, because the planned communication is intended for all stakeholders (team members, clients, and sponsors), it benefits everyone.
Using this template will help both internal and external stakeholders know where to ask questions and who owns which type of communication.
This communication plan template works for small and big projects because you plan communication once, and the team follows it.
Available Formats
Our project communication plan template is available in three formats — Google Sheets, Excel, and PDF. Choose the format that matches how your team works. Fill it once and use it as a shared reference point throughout the project.
Download the free Project Communication Plan template and start using it right away!
