Communication Plan

Phase: Planning | Audience: Shared | Project: WEB-2026-01 Corporate Website Development

Understand it first

In simple words: The Communication Plan says who gets what information, how often, through which channel and from whom, and how problems are escalated.

Think of it like: A school sends a weekly newsletter to parents, a daily timetable to students and calls parents directly only for urgent issues.

When is it created?	Planning (9 Oct 2026)
Who prepares it?	Project Manager
Who approves or uses it?	Agreed with the client
What happens next?	Meetings and reports run on this rhythm

How it connects to other documents

Audiences come from the Stakeholder Register.
It schedules the Weekly Status Report and Minutes of Meeting.
The escalation matrix is used when issues in the Issue Log are stuck.

The sample document

Below is the actual document for project WEB-2026-01. Read the purpose first, then go through each numbered section.

Issued by: [Your Company] Technologies Pvt. Ltd.

Purpose: Who gets what information, when, how and from whom, plus the escalation path.

Item	Detail
Document no.	WEB-2026-01/CMP
Version	1.0
Date	9 Oct 2026
Owner	Project Manager
Audience	Shared with client
Phase	Planning
Status	Approved

1. Communication matrix

Communication	Purpose	Audience	Frequency	Channel	Owner
Daily stand-up	Progress, plan, blockers	Project team	Daily 10:00, 15 min	Video call	PM
Weekly status call	Progress, decisions, risks	Client Head of Mktg and Mktg Exec, PM	Tuesdays 11:00, 30 min	Google Meet	PM
Weekly status report	Written progress and RAG status	Client sponsor, Delivery Head	Fridays by 5:00 pm	Email (PDF)	PM
Design review	Present designs, collect feedback	Client Head of Mktg, MD	Per design round	Video call + Figma	Designer
Milestone review	Phase gate approval	Client sponsor, Delivery Head	At each milestone	Meeting	PM
Internal budget review	EVM and forecast	Delivery Head	Fortnightly	Meeting	PM
Minutes of meeting	Record decisions and actions	All attendees	Within 24 hours of meeting	Email	PM

2. Escalation matrix

Level	Our side	Client side	When	Response time
1	Project Manager	Marketing Executive	Day-to-day issues	1 working day
2	Delivery Head	Head of Marketing	Unresolved after 2 days; milestone at risk	2 working days
3	Director	Managing Director	Contract or relationship issues	3 working days

3. Rules

All decisions made in calls are confirmed in writing (minutes) within 24 hours.
Requests for new work go through the change request form, not chat messages.
Passwords are shared only through a password manager, never by email or chat.
Client feedback is consolidated by the Marketing Executive into one list per review round.

WEB-2026-01/CMP · v1.0 · Shared with client. Bracketed items such as [Client Name] are placeholders.