Success of any IT project depends upon its communication plan. It should take into account specific communication needs of project stakeholders with a creative approach in determining what, how, to whom, and how often to communicate. Here are some essential points to consider before developing a project communication plan.

Are All the Stakeholders Identified?
Project steered by a committee requires a different communication approach than that overseen by sponsoring individuals. In both cases, essential stakeholders -- customers, users, managers, vendors, financiers -- should be clearly identified.

Have You Determined Communication Needs of all Stakeholders?
Each project stakeholder has a particular communication need to be covered. For example, users generally require project awareness, mentoring and promotional information from time to time, managers need project updates while members of steering committee look for status reports on operations coupled with briefings on strategy and vision.

Are Various Communication Types Categorized?
Broadly speaking, there are three ways in which stakeholder communication can be classified, each covering different functions and activities.

Mandatory:  Communications pushed as required by law, industry or company rules are mandatory. The intended audience covers sponsors, managers and members of project committee. It includes project updates, status reports, financial information and other documents as required by the government.

Operational: This communication type targets local and remote users with information necessary to perform their duties. It involves awareness-oriented material and is normally housed in commonly accessible places such as library, repository or a Web site.

Motivational: This area needs creative approach in building interest and enthusiasm among users, managers, vendors and other stakeholders – project newsletter, motivation-building sessions, road shows, exhibitions and promotional activities.

Have you Prioritized Various Communication Options?
Project communication activities need to be prioritized based on their relative value, level of urgency and resource requirements. Managers should award highest value to mandatory segments and communication activities that are strategic and utilize less time and cost.