Template

Stakeholder Communication Plan

Framework: RACI-informed stakeholder mapping
Use for: Planning communications for a project, change initiative, or product launch
Time required: 45–60 minutes

How to use this template

  1. Fill in the project header so all readers share the same scope and timeline.
  2. Complete the stakeholder map before the communication matrix — you can't plan messages until you know who you're talking to.
  3. Use the RACI column to clarify decision rights, not just communication needs (R = Responsible, A = Accountable, C = Consulted, I = Informed).
  4. Draft key messages for each audience segment before filling in the communication matrix — messages should drive channel choice, not the reverse.
  5. Review this plan at every major milestone and update current sentiment as the project progresses.

Project / Initiative Header

Field Details
Project / Initiative Name [Name]
Owner [Name, Title]
Timeline [Start date – End date or target launch]
Last Updated [Date]
Brief Description [One sentence describing what this initiative is]

Stakeholder Map

Stakeholder / Group Role Influence (H/M/L) Interest (H/M/L) RACI Current Sentiment Desired Outcome
[Name or group] [Their role in relation to this project] [H / M / L] [H / M / L] [R / A / C / I] [Supportive / Neutral / Skeptical / Opposed] [What you want them to think, feel, or do]
[Name or group] [Their role in relation to this project] [H / M / L] [H / M / L] [R / A / C / I] [Supportive / Neutral / Skeptical / Opposed] [What you want them to think, feel, or do]
[Name or group] [Their role in relation to this project] [H / M / L] [H / M / L] [R / A / C / I] [Supportive / Neutral / Skeptical / Opposed] [What you want them to think, feel, or do]
[Name or group] [Their role in relation to this project] [H / M / L] [H / M / L] [R / A / C / I] [Supportive / Neutral / Skeptical / Opposed] [What you want them to think, feel, or do]
[Name or group] [Their role in relation to this project] [H / M / L] [H / M / L] [R / A / C / I] [Supportive / Neutral / Skeptical / Opposed] [What you want them to think, feel, or do]

RACI key: R = Responsible (does the work) | A = Accountable (owns the outcome) | C = Consulted (input required) | I = Informed (kept in the loop)

Communication Matrix

Stakeholder / Group Key Message Channel Frequency Owner Format
[Stakeholder] [Core message for this audience] [Email / Slack / All-hands / 1:1 / Dashboard] [Weekly / Monthly / At milestones / As needed] [Name] [Update / Deck / Memo / Live meeting]
[Stakeholder] [Core message for this audience] [Channel] [Frequency] [Name] [Format]
[Stakeholder] [Core message for this audience] [Channel] [Frequency] [Name] [Format]
[Stakeholder] [Core message for this audience] [Channel] [Frequency] [Name] [Format]
[Stakeholder] [Core message for this audience] [Channel] [Frequency] [Name] [Format]

Key Messages by Audience

Craft specific messages before drafting communications. Generic messages read like generic messages.

Escalation Path

Level Contact Handles
Level 1 — Day-to-day issues [Name, role] [Operational blockers, minor scope questions]
Level 2 — Cross-functional conflicts [Name, role] [Resource conflicts, stakeholder disagreements, scope changes]
Level 3 — Executive escalation [Name, role] [Budget changes, go/no-go decisions, external commitments]

Timeline of Key Communications

Date Milestone / Communication Audience Channel Owner
[Date] [Kickoff announcement] [All stakeholders] [Channel] [Name]
[Date] [First status update] [Core team + sponsors] [Channel] [Name]
[Date] [Mid-point review] [Accountable stakeholders] [Channel] [Name]
[Date] [Launch / go-live communication] [All affected parties] [Channel] [Name]
[Date] [Post-launch retrospective share-out] [Core team + sponsors] [Channel] [Name]
[Date] [Close-out and lessons learned] [Extended stakeholders] [Channel] [Name]

Stakeholder communication planning ensures the right people hear the right message at the right time. Covered in depth at biztechprimer.com.

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