A client communications plan shall be developed for all projects, on a graded approach. Client communications start when the project is assigned to a Project Manager and continue throughout the project until closeout. A client communications plan is designed to help facilitate communications between the Facilities DCM and the client, including users, and initiator/sponsor of the project. The Project Manager is responsible for developing an effective communications plan that is tailored to the needs of each project.
At the project initiation meeting (refer to Section 3.5), the Project Manager solicits input from the client on desired frequency and format of communications, for example: daily phone calls; weekly status meetings and/or emails; written status reports, etc. The Project Manager and client agree on a communications plan and the Project Manager or Project Coordinator documents this decision in the project initiation meeting minutes, as appropriate. The plan is intended to establish schedule dates when the project is reviewed with key project personnel. These meetings are scheduled to review project progress, budgets, schedules, scope, risks, critical decisions, changes, and other project information. For longer term, higher value projects, the Project Manager may complete a Client Communications Plan form (refer to sample in Appendix K). The level of detail for a project communication plan is determined by the Project Manager, based on input from the client and in consultation with the Project Director.
