Adding an activity
- Open a communication plan
- Click Add Activity
- Complete the activity form:
Basic information
- Title - Clear description (e.g., “Week 1 Launch Announcement”)
- Type - Select from email, meeting, workshop, etc.
- Description - Details about the communication
Scheduling
- Date - When the activity occurs
- Time - Specific time (optional)
- Duration - How long it lasts (for meetings/workshops)
Audience
- Target stakeholders - Specific individuals
- Target groups - Stakeholder groups
- All project stakeholders - Everyone in the project
Assignment
- Owner - Person responsible for execution
- Contributors - Others involved in preparation
Activity types
Choose the right type for your communication:| Type | Best for |
|---|---|
| Direct, targeted messages | |
| Newsletter | Broad updates to many stakeholders |
| Presentation | Formal announcements, Q&A sessions |
| Workshop | Interactive learning, hands-on training |
| Video | Recorded content for async viewing |
| One-on-one | Sensitive discussions, personalized support |
| Team meeting | Department or group discussions |
| Webinar | Large-scale remote presentations |
Recurring activities
For repeated communications (e.g., weekly updates):- Create the first activity
- Set recurrence pattern:
- Daily, weekly, monthly
- End date or number of occurrences
- Each instance is created as a separate activity
Managing activities
Status updates
Mark activities as:- Pending - Not yet completed
- Completed - Successfully executed
Rescheduling
From the Gantt view:- Click and drag the activity
- Drop on the new date
- Confirm the change
Linking to impacts
Connect activities to change impacts:- Open the activity
- Click Link to Impact
- Select relevant change impacts
Best practices
Space out communications
Space out communications
Avoid overwhelming stakeholders with too many messages in a short period.
Vary communication types
Vary communication types
Mix formats—some stakeholders prefer email, others learn better in workshops.
Include two-way communication
Include two-way communication
Schedule Q&A sessions or feedback opportunities, not just one-way announcements.
Assign clear ownership
Assign clear ownership
Every activity should have one owner responsible for execution.