Communication management approach

The communication management approach is one of many approach documents created by the project manager at the project’s start. It is a guideline for effective communication with internal and external stakeholders throughout the project.

This document contains information such as

• Identify stakeholders and their interest in or opposition to the project.
• Types and formats of information to be communicated.
• Frequency and timing of communication activities.
• Methods and channels for delivering communications.

Source data

The communication management approach is derived from the following sources:

• Corporate communication policies: Many organizations have specific rules regarding external stakeholder communication.
• Programme information management strategy: If such a strategy exists.
• Project organization: Clearly identifying roles at the project management and board levels.
• Other approach documents: Include risk, quality, and change control approaches.
• Facilitated workshops: These are used to perform stakeholder analysis and create a stakeholder matrix.

Typically, the communication management approach is created as a stand-alone document and is included within the project initiation documentation. Alternative formats may also be used based on project needs.

Quality criteria

The following criteria determine the quality of the communication management approach:

• Stakeholder identification: All stakeholder types have been clearly identified, typically through facilitated workshops.
• Stakeholder communication requirements: Stakeholders have been consulted regarding their specific communication preferences (e.g., content, format, frequency).
• Communication agreements: There is consensus with stakeholders on the content, frequency, and methods of communication.
• Standardization: The project manager can propose a common communication standard to ensure consistency.
• Planned communications: The project manager has scheduled sufficient time within each stage plan to execute the identified communication activities.
• Tailored communication: Communication formality and frequency align with the project’s level of importance and complexity.
• Programme alignment: If part of a programme, communication channels between the project and programme levels are clearly defined.

Sources

If applicable, the communication management approach defines how and when communication occurs with internal and external stakeholders, including programme management. The project manager prepares this document during the initiation phase and regularly reviews it at each stage boundary to ensure stakeholders receive timely and relevant communication.

The following are the main sources for the communication management approach:

• Corporate communication policies: Many organizations have specific rules regarding external stakeholder communication.
• Programme information management strategy: If such a strategy exists.
• Project organization: Clearly identifying roles at the project management and board levels.
• Other approach documents: Include risk, quality, and change control approaches.
• Facilitated workshops: These are used to perform stakeholder analysis and create a stakeholder matrix.

Contents

This document typically includes:

• Introduction: Brief overview of the document’s purpose specific to the project.
• Communication procedures: Methods to be used, such as meetings, emails, presentations, etc.
• Tools & techniques: Specific tools like email, project portals, newsletters, etc.
• Reporting: Types of reports to be produced, including their content.
• Timing: Schedule detailing when communications will occur.
• Roles & responsibilities: Identification of individuals responsible for communication tasks.
• Stakeholder analysis: Identifies stakeholder types and outlines desired relationships.
• Information requirements: Details of required information, frequency, and format.

To simplify preparation, leverage templates from previous projects or programme environments, customizing them for your specific project.

Typically, the communication management approach is created as a stand-alone document and is included within the project initiation documentation. Alternative formats may also be used based on project needs.

Quality criteria

• Stakeholder identification: All stakeholder types have been clearly identified, typically through facilitated workshops.
• Stakeholder communication requirements: Stakeholders have been consulted regarding their specific communication preferences (e.g., content, format, frequency).
• Communication agreements: There is consensus with stakeholders on the content, frequency, and methods of communication.
• Standardization: The project manager can propose a common communication standard to ensure consistency.
• Planned communications: The project manager has scheduled sufficient time within each stage plan to execute the identified communication activities.
• Tailored communication: Communication formality and frequency align with the project’s level of importance and complexity.
• Programme alignment: If part of a programme, communication channels between the project and programme levels are clearly defined.

Tips

Effective communication is vital for project success. Here are key tips for managing stakeholder communications:

• Use the latest template
  • Request the latest communication management approach template from your programme or PMO.
  • A standardized template ensures consistency and saves time.
• Leverage expert facilitation
  • If the project manager lacks experience in stakeholder analysis workshops, involve an expert facilitator.
  • Skilled facilitation enhances group dynamics, promotes discussions, and improves engagement.
• Allocate sufficient time for stakeholder analysis
  • Avoid rushing workshops—thorough discussions lead to better decisions.
  • Identify key stakeholders, understand concerns, and tailor communication strategies.
• Keep the communication approach up-to-date
  • Regularly review and update it, especially after major project changes.
  • Keeping it relevant ensures clarity, consistency, and strong stakeholder engagement.

By following these, project managers can develop a structured communication plan that fosters transparency and collaboration throughout the project lifecycle.

—o—

Written by Frank Turley.

If you have questions or doubts after using this wiki, you can ask for help on the Facebook or LinkedIn study groups.