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IT Management

8 components of an effective communication plan for small IT projects

Feb 21, 2019

Develop an effective communication plan for your IT projects. Check out these eight vital components to craft your plan.

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Ankita SinghContent Writer

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.

What we'll cover:


 

  • Components of an effective IT project communications plan

  • Overall benefits of having a communication plan for IT projects

  • Recommended actions

Components of an effective IT project communication plan

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.

Purpose: Be clear about the intent of the communication


 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

As an IT project manager, here's what you can do:

  • 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.

Communicator: Identify a person to deliver the message


 

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.

Here are a few things that communicators should remember/do to ensure successful communication in an IT project:

  • 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.

Stakeholders: Identify the right people to target


 

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.

Example of a stakeholder info card

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About the author

Ankita Singh

Content Writer
Hey there, I’m Ankita Singh. I’m a Content Writer at GetApp. I bring you insights about customer experience, CRM, and project management. I’ve studied English Literature at the University of Delhi, India. Home base: Faridabad, India. (1-2) things about me: I enjoy traveling and socializing. The [1-2] tech trend[s]/innovation[s] I think you should keep an eye on: Watch out for all contactless technologies!
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