Project Communication Checklist

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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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