Communication management approach

The communication management approach describes how a project will plan, manage, and control all communications to and from stakeholders in the project ecosystem.

It defines the means, frequency, and responsibilities for ensuring clear, consistent, and two-way communication. This ensures stakeholders remain engaged, aligned with the project’s objectives, and able to provide feedback that may influence decisions and outcomes.

The approach covers activities such as:

• Stakeholder identification and analysis
• Planning and scheduling of communication
• Managing channels, messaging, and formats
• Monitoring effectiveness of communication activities

It ensures that project communications are purposeful, timely, and in line with organizational standards and any public engagement requirements.

Life cycle

The communication management approach is applied throughout the project, aligning with PRINCE2’s processes:

1. Starting up a project (SU) – Identify key stakeholders at a high level, note any critical early communication needs, and highlight the need for a detailed approach to be developed during initiation.
2. Initiating a project (IP) – The project manager creates the communication management approach, using any templates or organizational standards where available. Stakeholder analysis is completed, and communication methods, frequency, and responsibilities are defined.
3. Directing a project (DP) – The project board reviews and approves the communication management approach as part of approving the project initiation documentation.
4. Controlling a stage (CS) – The project manager ensures that planned communications take place, feedback is monitored, and updates are made if communication requirements change.
5. Managing product delivery (MP) – Team managers may carry out specific communications with stakeholders relevant to their work packages, in line with the approach.
6. Managing a stage boundary (SB) – Review the effectiveness of communication activities for the current stage and update the approach if necessary for the next stage.
7. Closing a project (CP) – Confirm that all required final communications (such as project closure notifications, final reports, and lessons learned) have been issued and that stakeholders are informed about post-project contacts and responsibilities.

Contents

A communication management approach document will normally include:

• Scope: What communications are in scope for the project and which stakeholders are included.
• Stakeholder analysis: Identification and classification of stakeholders according to interest, influence, and impact.
• Communications schedule and procedures: Purpose, frequency, channels, format, and key messages for each stakeholder group.
• Responsibilities: Who is responsible for preparing, delivering, and approving communications.
• Resources: People, skills, and tools required to carry out communication activities.
• Supporting tools and techniques: Platforms or tools for communication delivery, analytics, and automation.
• Standards: Any applicable organizational, legal, or ethical standards.
• References: Links to related policies, templates, and guidance.

Tips

The following tips help you have a more effective approach to manageing communications:

• Know your audience – Tailor the style, detail, and frequency of communication to stakeholder needs and preferences.
• Make it two-way – Ensure stakeholders can respond and provide feedback to improve engagement and alignment.
• Keep it consistent – Use agreed templates, channels, and terminology to avoid confusion.
• Track effectiveness – Use analytics and feedback to assess whether communications are achieving their purpose.
• Update when needed – Review the approach regularly and adapt to changes in stakeholder needs, project priorities, or available tools.
• Close well – Ensure all stakeholders are informed about the project’s end, final results, and post-project contact points.

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Written by Frank Turley.

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