GetApp offers objective, independent research and verified user reviews. We may earn a referral fee when you visit a vendor through our links.
Our commitment
Independent research methodology
Our researchers use a mix of verified reviews, independent research, and objective methodologies to bring you selection and ranking information you can trust. While we may earn a referral fee when you visit a provider through our links or speak to an advisor, this has no influence on our research or methodology.
How GetApp verifies reviews
GetApp carefully verified over 2 million reviews to bring you authentic software experiences from real users. Our human moderators verify that reviewers are real people and that reviews are authentic. They use leading tech to analyze text quality and to detect plagiarism and generative AI.
How GetApp ensures transparency
GetApp lists all providers across its website—not just those that pay us—so that users can make informed purchase decisions. GetApp is free for users. Software providers pay us for sponsored profiles to receive web traffic and sales opportunities. Sponsored profiles include a link-out icon that takes users to the provider’s website.
Often, IT project failures and budget/time overruns can be attributed to a poor communications plan-or to the complete lack of a plan.
IT projects require more agility because of iterations at various stages of the project life cycle (such as requirements and analysis, architecture, design, construction, integration and testing, and implementation). With so many iterations, sparse and infrequent communication between stakeholders (external and internal) can adversely affect project success.
Unlike larger enterprises, small businesses lack detailed processes and structures, which makes communication an even bigger challenge for them. This is a recipe for project failure.
A well-defined communication plan can help IT project managers reduce the risk of project failure. It will ensure that team members are always aware of iterations, eliminate expensive rework, and introduce greater adaptability to the constant and swift technological changes in the project life cycle.
This article aims to help small-business IT project managers build a communication plan for their IT projects. We look at Gartner’s “Effective Communications: How to Develop a Communications Plan” report (content available to Gartner clients) for the essential components of building an effective communication plan.
Components of an effective IT project communications plan
Overall benefits of having a communication plan for IT projects
Recommended actions
In this section, we discuss each component and how IT project managers can improve each component. Listed below are the eight crucial components of an effective communication plan.
Now, let’s look at these components in detail.
According to Gartner, every communication must have a purpose. Here are some common examples:
To inform recipients about necessary updates
To request or encourage people to act
To position the plan of action in context of the larger vision
To consult, in order to come up with better ideas
To be a champion who inspires people to stay engaged during any changes
Be clear about the purpose of your communication. Don't over- or under-communicate. Make your communication short and crisp.
Pay attention to soft skills during verbal communication. Use voice modulation, body gestures, and the right tone to discuss different circumstances faced in your IT project.
Gartner notes that the person who communicates the information is as important as the information itself. As an IT project manager, you know that communication happens at various levels during a project life cycle between the following people:
Project team members
Project teams
Project managers
Project managers and team members
Clients and project managers
IT projects require agility. That’s why the communicator should possess the latest, most accurate information about a project at all times. Consult with your team before any client calls to ensure that you are communicating the right message.
Set processes to document change for easy reference.
Foster team communication on a centralized platform and lead these discussions.
Meet with stakeholders for regular project updates.
Discuss your team's challenges, limitations, and capacity before over-committing to the client.
Know where the project stands and what changes are taking place.
Form a key group of people who can communicate with clients and address their concerns about any technical and operational challenges.
You should know which individuals need to get which messages. This ensures that the message being conveyed is appropriate and contextualized, all with the aim of rendering it effective. The parameters of contextualization include various factors that impact the receiver’s perception, such as their culture, language, and technical proficiency.
As an IT project manager, consider creating a database of stakeholders and categorizing them to define their level of engagement and participation in the project. Based on this analysis, you can then filter which emails and communication are sent to them.
Ankita Singh