tep$-$by$-$Step Instructions

Step $1$: Access the template $-$ attached

Step $2$: Review the communication goals and recipients

The goal and recipient of each communication is already filled out in the template. Review this information and consider the people and teams you need to coordinate. Then try to think of some ways you can effectively communicate about each goal.

Note: The first line of the communication plan has already been filled in$.$ You can reference this information as you complete the rest of the plan.

Step $3$: Determine communication types

How should you communicate about each goal? What type of communication is best for each recipient? Select one of the following communication types from the drop$-$down under Type of Communication:

Planning Meetings: Standard meetings with team members or stakeholders to plan event details

Planning Check$-$In: Brief meetings with stakeholders and support staff to discuss action items or check on task progress

Training: Sessions for employees to learn about jobs or specialized tasks

Informational update: Key details, instructions, and resources for trainees

Status Update: Timely project updates for senior stakeholders to get high$-$level information, give feedback, and answer questions

Note: You can use drop$-$down items more than once. For example, you might want to build multiple planning check$-$ins into your schedule.

Step $4$: Determine the frequency

How often do you need to communicate with each recipient? Consider each stakeholder$$s level of involvement in the project when deciding how often to communicate. Select one of the following frequencies from the drop$-$downs under Frequency:

Daily

Weekly

One time

Note: You can treat these frequencies as approximate since you$$ll be able make note of other communications $($like day$-$of reminders$)$ under the Key Dates column in Step $6.$

Step $5$: Add the sender or owner

Who from the team should share or communicate about this information? Select one of the following options from the drop$-$downs under Sender$/$Owner:

Project Manager $($you$)$

Core Team: Administrative Coordinator

Core Team: HR Specialist

Core Team: Training Manager

Core Team: HR Specialist & Training Manager

Step $6$: Add the key dates

When should this communication happen? Are there important reminders or deadlines you should note? Consider how much time you have to plan the event and when it makes sense to communicate about each goal $($e$.$g$.,$ early or late in the day or the week$).$ Enter your selected times under Key Dates.

There are no right answers here, but try to be specific about times and dates$$and make sure your stakeholders don$$t need to be in two places at once!

Note: Your stakeholders$$ schedules will vary, and it$$s unlikely that they will all be able to make every scheduled meeting. Sometimes, you will need to decide whether you need to reschedule if a key team member can$$t make it$.$

Step $7$: Determine the delivery method

How will you or your team members share this information? Should you meet in person or over the phone? Should you send a personal email or is a group message more effective? Select your delivery methods from the drop$-$downs under Delivery Method:

In person

Phone call

Email $($from individual address$)$

Email $($from company address$)$

Note: The best delivery method for each communication depends on the needs and preferences of particular stakeholders. For this exercise, you can use your best judgment.

Step $8($Optional$)$: Add resources and notes

If you$$d like, fill in the Resources and Notes columns. You can consult the scenario for any important details or come up with your own.

For example, the template includes a link to the meeting agenda and notes for daily team meetings. These documents aren$$t specifically mentioned in the scenario, but they$$re useful for any project meeting.

You don$$t need to complete both of these fields for every communication item. Instead, try to think about what kinds of resources or information can help you reach your communication goals.

What to Include in Your Response

Be sure to address the following elements in your completed communication plan:

The types of communication you need to have with your recipient

The recipients you need to communicate with

How often you will communicate with them

Who will own the communication $($you or someone from the team$)$

Key dates for communication

The delivery method for each type of communication