Communication_Charter_fill_this_in

One page. If it runs longer, you are writing a strategy document, not a charter. Fill in the bracketed parts and share the link.

1. Why this plan exists

Project: [Project name] Communication owner: [Name] · Back-up: [Name] Sponsor: [Name] Period covered: [Start] to [End]

In one sentence: [What this project is doing and for whom.]

2. Goals

Measurable. If you cannot put a number on it, rewrite it.

# Goal How we measure it Target
1 [e.g. Team can name the current milestone unprompted] [Monthly pulse survey] [90%]
2 [e.g. Stakeholders hear about slips before they hear rumors] [Days between decision and announcement] [Under 2]
3 [ ] [ ] [ ]

3. Audiences

Audience What they care about Primary channel How often Owner
Executive sponsors Risk, cost, decisions needed [Steering pack] [Bi-weekly] [Name]
Core project team Scope, blockers, dependencies [Chat + board] [Daily / weekly] [Name]
Cross-functional partners Handoffs and timing [Email] [Weekly] [Name]
All employees What changes for them [Town hall] [Monthly] [Name]
Customers The benefit and what is new [Newsletter] [Monthly] [Name]

4. The core message

The one sentence everyone should be able to repeat:

[Write it here. If it takes two sentences, it is not sharp enough yet.]

Three supporting points:

  1. [ ]
  2. [ ]
  3. [ ]

What we are deliberately not saying yet, and why: [ ]

5. Escalation

Severity Example Who is told Within By whom
Critical Launch date slips, data incident Sponsor, exec team 1 hour [Name]
High Milestone at risk, key person leaves Sponsor, project team 24 hours [Name]
Normal Scope tweak, minor delay Project team Next update [Name]

Holding statement for when we do not have answers yet:

Here is what we know as of [time]. Here is what we are doing. We will update you by [time], even if nothing has changed.

6. Meeting cadence

Meeting Who Length When Purpose
Team stand-up [ ] 15 min [Mon/Wed/Fri] Blockers only
Steering committee [ ] 30 min [Every other Thu] Decisions and risk
All-hands update [ ] 20 min [First Tuesday] Progress and demo

Anything that can be a written update should be. Review this table every quarter and cut one meeting.

7. How we will know it worked

  • Pulse survey run at least twice
  • Engagement tracked monthly (opens, attendance, board activity)
  • At least one channel dropped or changed based on feedback
  • Retro held and matrix updated

Signed off by: [Sponsor name] · Date: [ ]

Project: Communication Plan