A communication plan is a structured framework that outlines how information will be shared with stakeholders throughout the lifecycle of a project or evaluation. It helps ensure that key messages are delivered clearly, consistently, and to the right audience at the right time. By organizing communication efforts in advance, organizations can improve transparency, coordination, and engagement.
Key Elements of a Communication Plan #
A communication plan usually addresses the following:
- Objectives – What the communication aims to achieve.
- Audience – Who needs the information (e.g., project team, funders, community members).
- Messages – The main points that need to be communicated.
- Channels – How the information will be shared (e.g., reports, meetings, emails, presentations).
- Timing – When and how often communication should take place.
- Responsibilities** – Who is responsible for preparing and delivering the messages.
Advantages of a Communication Plan #
A communication plan:
- Builds trust and accountability by keeping stakeholders informed.
- Encourages collaboration and reduces misunderstandings.
- Ensures that findings and results are communicated in a clear and accessible way.
Challenges of a Communication Plan #
- It requires time and resources to prepare and maintain.
- It needs flexibility to adapt to changing circumstances or audiences.
- There is a risk of information overload if not carefully designed.
A well-developed communication plan is more than just a reporting tool; it is a strategic guide for ensuring that knowledge is shared effectively. By clarifying objectives, tailoring messages to audiences, and choosing appropriate channels, it strengthens the impact of evaluation findings and supports better decision-making.
List of recommended resources #
For a broad overview #
Section 1. Developing a Plan for Communication
This chapter from Communications to Promote Interest and Participation gives an overview of how to develop a plan for communication. It also discusses why and when one should develop a plan for communication along with the steps to form a communication plan.
Why a clear communication plan is more important than think
This article by Julia Martins for Asana gives a comprehensive brief on what is a communication plan, what are its benefits, and how to write an effective communication plan along with an example and template for use.
For in-depth understanding #
Creating a Communications Plan
This book by Wallace Foundation provides a comprehensive understanding of communication plans. It starts out with an overview of communications planning and then gives a detailed explanation of the resources required for an effective communication plan.
This guide by Association for Project Management gives an in-depth explanation of communication strategy and communication plans, along with the steps to prepare a communication plan. It also discusses how communication works and how to get the most from your communication lead.
Case study #
A Communication Approach to El Salvador’s EDUCO Education Reform Efforts
This report by Uwimana Basaninyenzi elucidates how a well-designed communication plan proved to be critical in implementing successful education reform efforts in El Salvador (World Bank 1998).
A Five-Step Stakeholder Communication Plan for More Effective Natural Resource Management
This study discusses the five-step communication plan designed to enable resource managers and extension professionals to successfully engage their stakeholders. The study, here, uses oyster reef management as an example to analyse an effective communication plan for the project.
