Stakeholder Communication Plan

When to use this

Pairs with the engagement plan. Where engagement plan says 'why we communicate', this says 'how'. Avoids the all-too-common 'I thought you were updating them' confusion.

What’s included

• Communication matrix
• Content principles
• Escalation paths
• Holding lines if asked
• Plan review

What to customise before you use it

• Replace Project / programme with your real meeting, project, or stakeholder details.
• Replace Name with your real meeting, project, or stakeholder details.
• Replace Date with your real meeting, project, or stakeholder details.
• Replace Sponsor with your real meeting, project, or stakeholder details.
• Replace Owner with your real meeting, project, or stakeholder details.
• Replace Backup with your real meeting, project, or stakeholder details.
• Replace Board / Steering with your real meeting, project, or stakeholder details.
• Replace Department head with your real meeting, project, or stakeholder details.
• Replace End users with your real meeting, project, or stakeholder details.
• Replace day with your real meeting, project, or stakeholder details.

# Stakeholder Communication Plan — [Project / programme]

**Owner of this plan:** [Name]   **Last reviewed:** [Date]

## Communication matrix
| Stakeholder | Channel | Frequency | Content | Owner | Backup |
|--------------|---------|-----------|---------|-------|--------|
| [Sponsor] | 1:1 + written update | Weekly + Friday email | Status, decisions needed, risks | [Owner] | [Backup] |
| [Board / Steering] | Pack + meeting | Monthly | Slide pack, KPI scorecard | [Owner] | [Backup] |
| [Department head] | Email | Bi-weekly | Two-paragraph update | [Owner] | [Backup] |
| [End users] | Newsletter | Monthly | What changed, what's coming | [Owner] | [Backup] |

## Content principles
- One channel per stakeholder for routine updates; don't double up
- Length proportional to seniority — but inversely (the more senior, the shorter)
- Decisions needed always at the top of the message
- Risks named without softening; mitigations always paired

## Escalation paths
- Routine question: stakeholder asks owner
- Pressure / change request: stakeholder asks owner, owner consults sponsor
- Conflict: owner escalates to sponsor within 24h

## Holding lines if asked
- "We're tracking. Update by [day]."
- "We're aware. Investigating. I'll be back to you by [time]."

## Plan review
This plan is reviewed at each steering committee meeting.