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Project Communication Checklist


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Project Communication Checklist Well planned and established project communication channels ensure that project participants are provided with a great mechanism of communication to prevent misunderstanding and conflicts. The following Project Communication Checklist explains what key aspects a project manager needs to consider when planning for good team communication and collaboration.

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  1. Situation Analysis.
    • Measure performance of all communication channels available within your project environment.
    • Use SWOT analysis to identify Strengths, Weaknesses, Opportunities and Threats of the environment.
    • Estimate threats of the environment to vulnerabilities of the communication process.
    • Identify levels of risk caused by specific threats to the process.
    • Investigate any lessons learned from your past projects. Perhaps, there were some effective solutions to handle existing issues and risks.
    • Make a summary of the steps taken; then develop a drafted communication plan for your project.
  2. Objectives and Guidelines.
    • Define key objectives of the communication process. For instance, 1) Keep stakeholders informed of project status; 2) Improve team productivity; 3) Increase customer involvement.
    • Develop and share communication guidelines that explain project participants how they are supposed to communicate with each other and what kind of information is allowed for sharing and communicating.
    • Be sure that all messages within the project environment are distributed through pre-established channels.
    • Require team leaders to track communication status to prevent communication failure and conflicts between teams.
    • Be sure that strategic and critical decisions are taken by authorized personnel only.
  3. Audience.
    • Identify and define individuals that the project team will formally communicate with.
    • Divide all stakeholders involved in your project into target audience groups.
    • Define authorities and rights for the team to communicate with every audience group.
    • Identify key roles of stakeholders, depending on their contribution and effect to the project. For example: 1) Sponsor, 2) Analyst, 3) Quality Manager, 4) Risk Manager, 5) Expert.
    • Require the project team to keep a log of issues related to communications with stakeholders.
    • Review this log regularly to develop solutions and prevent issues from occurrence in the future.
  4. Schedule.
    • Create a detailed schedule of events for your communication plan.
    • Specify durations and completion dates as well as dependencies for each of the events.
    • Set goals for every event listed in your schedule.
    • Establish start time and finish time for the events.
    • List success criteria for each of the events and define how to use these criteria.
    • Define what information every event will deliver to whom.
  5. Matrix.
    • Design a communication matrix which is a spreadsheet that shows names of stakeholders responsible for each event of the communication schedule.
    • Identify individuals responsible for managing your plan and reviewing its effectiveness.
    • Add names of those individuals to the matrix.
    • Assign an individual to the role of change manager how will review ...

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