1. Session VI: Communication Plan
Module 3: Project Formulation/Preparation
BunChhoeuth KENG; September 2016

2. Contents Learning Objective What is communication plan
Why communication plan is important?
How to develop communication plan?
Exercises

3. 1. Learning Objective
Participants will understand and be able to develop communication plan for a project

4. 2. What is communication plan
Defines communication approaches the organization or project uses
Describing how the project team communicate with each other
How to communicate with those involve with project externally

5. 2. What is communication plan
Communication Elements
Communication objectives
Audiences: internal or external
Key messages
Communication means and approaches
Communication activities and time frame
Responsible persons

6. 3. Why communication plan is important?
Engaging stakeholders in the process
Helps establish trust and ownership among project team
Show respect to the people
Increase participation and collaboration

7. 4. How to develop communication plan?
1. Develop communication objectives
2. Identify internal/external audiences
3. Design key messages
6. Identify communication activities and develop time frame
5. Plan for a two-way communication
4. Select communication means and approaches

8. 4. How to develop communication plan?
7. Implement communication plan
8. Draft a budget
9. Monitor the results and look for ways to improve

9. Recommended tools to be used in communication plan
Communication analysis (internal) N
Internal Audiences
Influence on project
Messages
Methods
Objective: all staff in the entire project communicate effectively with each other.
Between staff and manager
Primary stakeholders
Work plan and budget
Project progress report
Situation update
Financial report
Update from target communities
Roles and responsibilities
Scope of decision making
Cooperation with others
Regularly team meeting
Regular individual meeting
Hard copy
Electronic copy
Smart phone Skype

10. Recommended tools to be used in communication plan
Communication analysis (External) N
External Audiences
Influence on project
Messages
Methods
Objective: to strengthen communication and relationship with donors and relevant government ministries. 1
Donors
Primary stakeholders
Project proposal and budget
Project progress report and update
Story of changes
Financial report
Project evaluation report
Financial audit report
Hard copy
Electronic copy
Smart phone Skype
Facebook 2
Target communities
Brief and simple project plan
Brief project evaluation report
Pictures for people who cannot read nor write

11. Recommended tools to be used in communication plan
Communication Activity (internal)
Activities
Lead
Timeline (1: January,… 12: December) 1 2 3 4 5 6 7 8 9 10 11 12
Staff submit project annual report for 2016 to Head of organization
Project manager
15th
Head of project/organisation provide project progress update to Board of Directors
Head of project/organisation
30th

12. Recommended tools to be used in communication plan
Communication Activity (external)
Activities
Lead
Timeline (1: January,… 12: December) 1 2 3 4 5 6 7 8 9 10 11 12
Regular Skype meeting between management team and donors
Assigned manager
30th
Submit annual report to Ministries
Head of project/ organization
5th

13. Recommended tools to be used in communication plan
Communication budget No
Items
Cost per Unit
No of Units
Total cost 1
IT support
UDS150 12
USD1,300 2
IT services
USD30
USD650 3
Materials
USD10
USD120 4
Transportation
USD20
USD240
Total
UDS2,210

14. Recommended tools to be used in communication plan
Communication monitoring plan
Objective 1: To ensure effective internal and external communication
Audiences
Key messages
Indicators
Source of data
Data collection
Frequency
Responsibility
Internal
Staff and head of project/ organization
Financial policy
Staff policy
By-law
Staff understand and adhere to policies
Reports
Staff
Review report
Interview staff
Survey
Every 3 moths
Assigned manager

15. Recommended tools to be used in communication plan
Communication monitoring plan
Objective 1: To ensure effective internal and external communication
Audiences
Key messages
Indicators
Source of data
Data collection
Frequency
Responsibility
External
Report to
Ministries
Achievements and challenges of project
The understand the project achievement and challenges
Feedback from Ministries
Feed back
Follow up by or phone
Meeting
Annually

16. 5. Exercise Materials: flip chart, markers
Exercise type: Small group work
Purpose: to practice on communication planning
Activities:
Provides introduction to participants
Divides participants into five small groups.

17. 5. Exercise Each group is responsible to:
Analyze internal and external communication Analysis
Develop internal and external communication plan
Develop a communication Budget
Develop a communication Monitoring plan

18. References
CFNG. (n.d.). Elements of a Strategic Communications Plan. Center for First Nations Governance.
Chazaly, C. (2011). Beneficiary Communications Evaluation. International Federation of Red Cross and Red Crescent Societies.
CRS. (2013). Communication Toolbox: Practical Guidance for Program Managers to Improve Communication With Participants and Community Members. Catholic Relief Services.
FRP. (2011). Communicating Internally and Externally. The Future Ready Project.
Wallace Foundation. (n.d.). Workbook A: Creating a Communications Plan. The Wallace Foundation.