Were you aware that project managers spend approximately 75-90 percent of their time engaged in some form of communication, be it formal or informal? This is precisely why having a communications schedule is essential for project managers as it allows them to effectively plan, deliver, and keep track of all upcoming communications.

Source: Project Management Institute

A communications schedule outlines when and how communication will take place between individuals, teams, and organisations. It helps ensure that key messages, information, or updates are shared in an effective and timely manner.

From my experience, an impactful communications schedule should capture the following details:

• Stream: To categorise the comms based on scope.
• Document / activity title: To easily reference the title of the communications document / activity for future use.
• Purpose: The reason or objective behind the communication.
• Key messages: The main points of information you want your audience to hear, understand, and remember. They are bite-sized summations.
• Communication channels: The methods or platforms used for communication, such as email, phone calls, meetings, or messaging apps.
• Frequency: The regularity or timing of communication, whether it is daily, weekly, monthly, or ad hoc.
• Audience: Impacted individuals or groups involved in the communication process.
• Content developer: The individual or team responsible for initiating, facilitating and developing the communication.
• Deadlines: Any specific dates or times by which communication should be completed.
• Comments: Any comments worth flagging e.g. any required actions or tasks resulting from the communication.

With my extensive background in communications, I recently applied this approach at a major ICT transformation within the federal government. During my tenure there, I efficiently organised and executed various communication strategies for high-profile projects. By collaborating closely with SMEs, end users, executive leadership, and delivery partners, I developed and executed a targeted and impactful communication strategy.

By meticulously devising and managing the communication schedule, we were able to stay organised and avoid becoming overwhelmed by the project demands. Additionally, this schedule served as a valuable tool for tracking risks and addressing any communication tasks that needed to be rescheduled or moved ahead. This allowed us to adapt our approach accordingly, ensuring that all communications were executed smoothly and efficiently.

By creating and following a communications schedule, organisations can ensure effective communication, avoid misunderstandings, and stay coordinated in their communication efforts.

hashtag#projectmanagement hashtag#communications

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About the author

Kirtan Jamnadas is a management consultant with over seven years of experience successfully delivering complex IT projects at four large federal government agencies in Australia.

Kirtan is passionate about initiating and driving projects forward while ensuring that all stakeholders are engaged and on board with the project’s goals.

With his employer’s support, Kirtan established the company’s project management practice – this included developing all the frameworks, tools and templates to ensure projects are set up for success.

Kirtan’s mission is to provide current and aspiring project managers with simple and practical tools to help streamline operations, optimise performance and achieve project success.