Stakeholder Communication Template

Communication Plan Overview

• Project/Initiative:
• Period:
• Last Updated:
• Owner:

Stakeholder Analysis

Key Stakeholders Matrix

Stakeholder	Role/Title	Interest Level	Influence Level	Communication Preference
Stakeholder 1		High/Medium/Low	High/Medium/Low	Email/Meeting/Report
Stakeholder 2

Stakeholder Map

graph TD
    A[High Interest/High Influence] --> B[Manage Closely]
    C[High Interest/Low Influence] --> D[Keep Informed]
    E[Low Interest/High Influence] --> F[Keep Satisfied]
    G[Low Interest/Low Influence] --> H[Monitor]

Communication Strategy

Communication Objectives

1. Primary objective
2. Secondary objectives
3. Success metrics

Key Messages

Stakeholder Group	Key Message	Supporting Points
Executive Team
Project Team
End Users
External Partners

Communication Channels

Regular Communications

Channel	Purpose	Frequency	Owner	Audience
Status Reports
Team Meetings
Email Updates
Newsletter

Event-Based Communications

Event Type	Trigger	Channel	Owner	Audience
Milestone Achievement
Risk/Issue Alert
Change Request

Communication Calendar

Scheduled Communications

Date	Event	Channel	Owner	Audience	Status

Ad-hoc Communications

Trigger	Response Time	Channel	Owner	Audience
Emergency
Query
Feedback

Message Templates

Status Update Template

Subject: [Project] Status Update - [Date]

Dear [Stakeholder],

Quick summary of progress:
- Achievement 1
- Achievement 2
- Next steps

Key metrics:
- Metric 1: [Value]
- Metric 2: [Value]

Action items:
1. [Action]
2. [Action]

Best regards,
[Name]

Milestone Announcement Template

Subject: [Project] Milestone Achievement - [Milestone Name]

Dear [Stakeholder],

We're pleased to announce [achievement].

Impact:
- Benefit 1
- Benefit 2

Next steps:
1. [Step]
2. [Step]

Questions? Contact [name] at [contact].

Best regards,
[Name]

Issue Notification Template

Subject: [Project] Issue Alert - [Issue Name]

Dear [Stakeholder],

We've identified [issue].

Impact:
- Impact 1
- Impact 2

Action taken:
1. [Action]
2. [Action]

Next steps:
1. [Step]
2. [Step]

Best regards,
[Name]

Feedback Mechanisms

Regular Feedback

Method	Frequency	Owner	Target Audience
Survey
Review Meeting
Focus Group

Feedback Metrics

Metric	Target	Actual	Trend
Response Rate
Satisfaction Score
Action Completion

Communication Guidelines

Best Practices

1. Keep messages clear and concise
2. Use appropriate channel for message type
3. Consider audience needs and preferences
4. Follow up on action items
5. Document important communications

Style Guide

• Tone of voice
• Key terminology
• Format standards
• Branding guidelines

Do's and Don'ts

Do	Don't
Proactive communication	Assume understanding
Confirm receipt	Use jargon
Follow up	Delay bad news
Document decisions	Over-communicate

Crisis Communication

Emergency Contacts

Role	Name	Contact	Backup
Primary Contact
Technical Lead
PR Representative

Crisis Response Protocol

1. Initial Assessment

   • Situation evaluation
   • Impact assessment
   • Stakeholder identification

2. Communication Response

   • First response timing
   • Message approval process
   • Distribution channels

3. Follow-up Actions

   • Status updates
   • Resolution communication
   • Lessons learned

Compliance and Documentation

Required Documentation

Document Type	Frequency	Owner	Storage Location
Meeting Minutes
Decision Log
Action Items

Compliance Requirements

Requirement	Description	Verification Method
Data Privacy
Record Keeping
Reporting

Evaluation and Improvement

Success Metrics

Metric	Target	Actual	Action Required
Engagement Rate
Understanding
Effectiveness

Review Process

1. Monthly Review

   • Performance against metrics
   • Stakeholder feedback
   • Process improvements

2. Quarterly Assessment

   • Strategy effectiveness
   • Resource allocation
   • Tool evaluation

3. Annual Planning

   • Strategy update
   • Budget allocation
   • Tool selection