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Free template · Plan phase

Project communication plan template

Audiences, messages, channels and dates for the whole project. Free download in Excel and Word.

CM-TPL-PLN-10Plan phaseExcel and WordFree
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Free download

Download the communication plan template

Plan every migration message by audience, channel, sender and date, from four weeks before cutover to one week after.

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Free to use and adapt. Document ID CM-TPL-PLN-10, version 1.0, November 2026.

What's inside

What the template includes

Sheet: Schedule

14 columns, with dropdowns, formulas and 14 example rows:

IDWaveCutover dateT-offset (days)Send dateAudienceMessage / purposeKey contentChannelSenderOwner (drafts)ApproverStatusFeedback / notes

Sheet: Audiences

6 columns and 5 example rows:

AudienceSizeWhat changes for themMain concernsPreferred channelsTrusted sender

Document sections

  1. Purpose and objectives · What the communications must achieve. Link objectives to adoption and minimal disruption.
  2. Audiences · Summarise audiences from the Audiences sheet, including what changes for each and their main concerns.
  3. Key messages · Three to five messages every communication reinforces. Plain English, no jargon.
  4. Cadence: T-4 weeks to T+1 week · The standard sequence for each wave. T is the cutover date.
  5. Channels · Which channels you will use and why. Note channels that will not work during cutover (for example email on cutover weeke…
  6. Roles and approvals · Who drafts, approves and sends each type of message.
  7. Feedback and measurement · How you will know communications worked.
  8. Approval · Sponsor approval of the plan and key messages.
How to use it

How to use this template

  1. Set the cutover date for each wave on the Schedule sheet; send dates calculate from the T-offset (for example T-28 is 28 days before).
  2. Adjust messages per audience: executives, all staff, wave users, IT, service desk and external parties.
  3. Every message needs an owner, an approver and a sender the audience trusts (often the sponsor or their manager, not IT).
  4. Mark each message Sent once issued and record feedback or questions it generated.
  5. Use the DOCX plan to agree the approach, key messages and approvals with the sponsor before the first send.
Built to a standard

Ready to share with your steering committee

  • Branded cover or instructions page with document ID and version
  • QR code linking to the latest version, and a Code128 barcode for your document register
  • Document control, approval block and a clear disclaimer
  • Example rows written for real migration projects, which you replace with your own
Use it with

Guides that use this template

How to migrate from Slack to Microsoft TeamsHow to migrate from Zoom to Microsoft Teams
FAQ

Questions about this template

Is the communication plan template free?

Yes. Download it in Excel and Word and adapt it for your organisation. No sign-up is needed.

Can I use it in Google Sheets or Google Docs?

Yes. Upload the file to Google Drive and open it with Google Sheets or Docs. Dropdowns and most formulas carry across; check conditional formatting after converting.

Can I remove the Cloud-Migrations branding?

Yes. Replace the logo and footer with your own. Keep the disclaimer in mind: the template is general guidance and needs adapting to your project.

How do I know I have the latest version?

Scan the QR code on the cover or instructions sheet. It opens this page, which always links to the current version.