Based on experience many project managers neglect this part at the beginning of a project and then struggle with communication issues throughout the project.
Example: The update process for the Project Sponsor hasn't been clearly defined at the beginning of the Project. Now the Project Manager + Team have to go through multiple trial and error exercises to see what works best. Is it an email update? If yes what is supposed to be included there? Is the Project Sponsor detail oriented or does he/she only wants a high level overview?
These communication issues may negatively impact the general working relationship between the Project Sponsor and the Project Manager/Team. This would be the last thing any project needs.
Conclusion: To think about these communication related challenges proactively will ensure a smoother project.
The Communication Plan should include the following:
- Determine with whom you need to communicate. (some examples below)
- Project Sponsor
- Project Team
- other Teams
- vendors
- Sub-contractors
2. Determine communication methods
- formal/informal - (e.g. formal: status report, progress report, informal: phone conversation)
- written/verbal - (see above)
3. Determine information that needs to be included (some examples below)
- Project Status
- Milestone Status
- Priorities
- Key Issues
- Accomplishments
- Next Steps
4. Determine reason why communication is needed (some examples below)
- to prepare a project kick-off meeting
- to setup the Test Plan
5. Determine how often you need to communicate (some examples below)
- daily/weekly/monthly
6. Determine how you should communicate (some examples below)
- face-to-face meetings
- teleconference
Check this link from Steven Covey's "The seven habits of highly effective people" for more info concerning communication
