4.3 Communication Planning | Structuring the Flow of Information

4.3 Communication Planning

“80% of project failures are due to communication issues”—a well-known saying in project management.
This highlights how crucial clear and consistent information flow is to a project's success.

A communication plan defines who gets what information, how, and when—not just as a logistical necessity, but as a strategy to build trust, coordination, and good decision-making.

Why Communication Planning Matters

Instead of sharing information ad hoc, building a structured plan in advance has several benefits:

• Prevents information gaps or duplication
• Reduces misunderstandings among stakeholders
• Improves the speed and quality of decisions
• Clarifies when and how to report or escalate issues

As projects grow more complex, missed or misunderstood communication becomes more likely.
A clear communication plan helps prevent this from derailing the work.

1. Identify Key Information

Start by mapping out the types of information that will arise throughout the project:

• Status updates (task completions, delays)
• Review and approval of deliverables
• Issues, risks, or changes
• Rationale behind decisions
• Changes in schedule or policy
• Routine operational notices

Then link each to who needs it and when.

2. Tailor Messages to the Audience

Communication is not just about content—it’s about the recipient.
Tailor the level of detail and delivery format to match the needs of each group.

For example:

• Executives: Key decisions, overall impact, ROI, major risks
• Implementation team: Task assignments, daily progress, technical details
• Stakeholders: Summary updates, concerns, items needing input or approval

“One-size-fits-all” communication often fails. Instead, make the message meaningful for the audience—that’s how trust is built.

3. Choose the Right Channels and Tools

Pick communication channels that match the purpose of the message:

4. Build the Communication Plan Document

Summarize the key elements into a table like this to keep all parties aligned:

5. Foster a Trust-Based Communication Style

It’s not just what or how you communicate—but the attitude behind it that matters.

• Accuracy: Flag uncertainty and avoid vague updates
• Transparency: Don’t hide bad news—share it clearly
• Timeliness: Delayed communication erodes trust
• Two-way flow: Communication is not a monologue—listen actively

Be clear, be honest, and think from the recipient’s perspective. That’s the key to long-term collaboration.

Summary: Clear Information Drives Project Success

It’s not about whether something was “said”—it’s about whether it was understood.
And when communication is truly received, it becomes the engine that moves the project forward.

That’s why communication shouldn't be left to chance—it must be designed and executed with care.

In the next section, we’ll explore the tools and techniques that support this communication in practice.