PROJECT COMMUNICATION PLAN TEMPLATE EXAMPLE - SOFTWARE DEVELOPMENT TEAM

Sep 12, 2026

Project Communication Plan template for a software development team, outlining how members coordinate schedule-based meetings, shared document storage, and off-cycle communication. Defines communication goals such as keeping task status aligned, requesting and offering help, tracking budget against actuals, grooming the product backlog, and structuring information for product owners and stakeholders. Includes stakeholder roles with cadence, channels, and formats, plus communication types covering daily scrum, Slack, sprint planning/retrospective, and monthly emails, supported by a reference-only disclaimer.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Summary Communication Goals

Stakeholder Information

Communication Types

Daily Scrum Meeting

Slack Channel

Sprint Planning and Retrospective

Monthly Emails

Disclaimer

PROJECT COMMUNICATION PLAN TEMPLATE EXAMPLE COMMUNICATION PLAN: SOFTWARE DEVELOPMENT TEAM SUMMARY COMMUNICATION GOALS | This is the communication plan for the Atlanta software development team. It covers our schedule of meetings, where we store our shared documents, and how we communicate at other times. | • Keep each other informed about the status of tasks (i.e. , green, yellow, or red) .
• Ask for and offer help where needed.
• Track budget to actual.
• Help groom the product backlog.
• Define information so you can share it with product owners and other stakeholders. | | --- | --- | STAKEHOLDER INFORMATION | PERSON | ROLE / TITLE | CONTACT
INFORMATION | COMMUNICATION FREQUENCY | FORMAT / CHANNEL | NOTES | | --- | --- | --- | --- | --- | --- | | Maria Hernández | Team Lead | | Daily, weekly, monthly | The team lead facilitates the daily, in-person Scrum meeting, does weekly progress reports using Jira, and sends monthly, high-level timeline/budget/progress updates to the product owner by email. | Go-to for problem solving and questions | | Jordan Oaks | Team MemberProgrammer | | Weekly | The team member/programmer participates in daily and weekly check-in meetings and emails. | Specializes in mobile | | Wilbur Reynolds | Team MemberProgrammer | | Daily | The team member/programmer participates in daily and weekly check-in meetings and emails. | Oversees product backlog | | David
Runningbear | QA | | Daily | QA reports on testing status and bug squashing. | | | Sal Fiore | Release Manager | | Weekly as needed | The release manager updates release documentation. | Only person authorized to change release plan | | Jennifer Planck | Product Owner | | Monthly | The product owner reports team progress to leadership stakeholders monthly. | Not involved in daily Scrum meeting | COMMUNICATION TYPES | TYPE | WHEN / WHERE / PARTICIPANTS | | --- | --- | | DAILY SCRUM MEETING | We gather in person around the Scrum board for a stand-up meeting of 15 minutes. | | SHARE | | | • Each person reports on doing, done, to do.
• Problems are flagged.
• Ask for help if needed. | | | TYPE | WHEN / WHERE / PARTICIPANTS | | --- | --- | | SLACK CHANNEL | This is open-ended, real-time communication and file sharing. | | SHARE | | | • Include the burndown chart.
• Include documentation.
• Ask questions so everyone can see. | | | TYPE | WHEN / WHERE / PARTICIPANTS | | --- | --- | | SPRINT PLANNING AND RETROSPECTIVE | At the start and end of each two-week sprint, we meet to discuss what will be accomplished or to analyze the successes and failures of the past sprint. | | SHARE | | | • Share two days in advance:
○ Agenda for meeting
○ Product backlog
○ QA report
○ Attendees needed for meeting (includes product owner)
○ Budget
• Meeting format:
○ Agenda review
○ Review product backlog
○ Questions/discussions
○ Next steps review
• Email (immediately after meeting):
○ Meeting notes to all attendees
○ Sprint goals | | | TYPE | WHEN / WHERE / PARTICIPANTS | | --- | --- | | MONTHLY EMAILS | Maria (team leader) reports to Jennifer (product owner) . | | SHARE | | | • Progress report vs. plan
• Help needed from other departments
• Issues
• Timeline
• Upcoming activities | | DISCLAIMER Any articles, templates, or information provided by Smartsheet on the website are for reference only. While we strive to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability, or availability with respect to the website or the information, articles, templates, or related graphics contained on the website. Any reliance you place on such information is therefore strictly at your own risk.

FAQs

What communication goals does the plan emphasize for the team?

The plan focuses on keeping everyone informed about task status, asking for and offering help, tracking budget versus actuals, grooming the product backlog, and defining information to share with product owners and other stakeholders.

How often does each stakeholder communicate, and through what channels?

Stakeholder cadence is defined per role, including daily/weekly/monthly patterns and specific formats like in-person Scrum meetings, Jira progress reports, and email updates, along with notes such as problem-solving ownership.

What communication types are included beyond stakeholder updates?

The plan lists communication types such as the daily Scrum stand-up, an open-ended Slack channel for real-time sharing, sprint planning and retrospective at the start/end of two-week sprints with advance sharing items, and monthly emails for progress reporting.

Sep 12, 2026

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