There is no doubt that communicative behavior is indispensable for project managers and their teams, whether when working on simple or complex projects.

A well-structured communication plan is not only crucial to understand each element being developed but also to efficiently adhere to the project schedule. In order to enhance various aspects of project management, there’s a tool known as the communication matrix. It empowers the project manager and team members to improve communication regarding the project's status, facilitating seamless interaction, idea exchange, and the sharing of valuable opinions among all stakeholders.

In this article, we will show you how to create the perfect communication matrix for your needs. Make sure to follow all steps carefully to ensure the best results when creating this collaborative spreadsheet.

The main objective when creating a communication matrix is to track progress and ensure everything runs smoothly during the execution. Although it is not a status report of completed key milestones or anything like that, it surely can help with these tasks by defining a clear way of communicating every update.

It summarizes all the details regarding the communication system used for the project. These details may vary depending on your industry and the type of project you’re dealing with. 

For example, having a template with multiple languages is common when working with international clients and partners. There are also several ways to communicate a message, whether through simple text or abstract symbols defined by the company.

The template must feature all these details and be crafted in the early stages of the project to be effective.

There are several reasons why the communication matrix assessment can be a game changer, whether you have complex communication needs or not. First, the matrix can create a standard communication for the entire team, which helps organize the whole project and keeps the same identification throughout the process.

Moreover, the communication document also impacts the workflow since it can provide a faster decision-making process and a more precise evaluation of the status of each part and goal.

The matrix also helps focus on what really matters for the project. It can be used to reduce unconventional communication and keep every step simple and clear for everyone.

Now that you know what it is and why having this document is essential for your project, it is time to see the main categories and fields you should feature in your template.

Make sure to follow all steps and items to ensure a complete document. This way, you guarantee the best results when using the document.

Content

The first item you should consider is the content featured in your matrix. It can be a decisive factor for the following categories and information.

It dictates other data, like the frequency of the matrix and the used format. Whether for a science university or a sales business, each project requires different categories, so it is important to have that clear before creating the rest of the document.

Format

Another important aspect to consider is the format of communication. This refers to the channels or tools that will be used for exchanging information, like Microsoft Excel, email, or other platforms.

Depending on the type of project and its complexity, these channels can vary widely, but we highly recommend sticking to one channel only. This way, you reduce the chances of mistakes and avoid further problems.

Purpose

The purpose of the document should also be clearly listed in its structure. This helps keep the channel only with intentional communication that contributes to the project development.

You can have all sorts of matrix templates to educate, entertain, inform, and many other possibilities. In businesses and project development, they are used almost exclusively for conventional communication between teams and members.

It is common to see them used as tools for educating about pre-intentional behavior in schools and universities, for example. It will depend on your business type and goals.

Audience

You can have multiple audiences depending on the purpose and type of communication document. It is important to list each one. This makes it easier to understand who should receive the matrix and which language to use.

For example, if it's a matrix for schools and their students, you can also create a parent version of the document since they’re a target audience. Make sure to list all groups and subgroups involved.

Language

This is not a field from the document but a structural detail that must be decided before crafting it. You can have multiple language options to be used in your communication form.

Body movements, facial expressions, concrete symbols, all these examples are forms of communication.

You must choose the one that best suits your matrix, depending on your business type. For example, it is indispensable for a security company to have body movements as communication between security guards.

When it comes to creating your own communication matrix template, there are tons of options available. From known software to specialized programs, each one has its own tools and features to help with this task.

Among all the options available, we highly recommend using Microsoft Excel for this task. It not only has the best features available but is also an industry standard. This means you won’t need extra software for your business tasks.

If you don’t have a Microsoft Office activation key, you can find one at RoyalCDKeys for a lower price. This way, you get access to all the necessary tools and save money.

If you don’t want to create your matrix template from scratch, there is no problem. Here are some free examples you can download and use.

Make sure to choose a template that fits your needs and has all the categories you need. This way, you can get the best results out of your sheets.

Here are some free templates:

Template #1

Communication matrix for project management. A template containing categories dedicated to tracking the management of projects of any kind.

Get this template

Template #2

Simple project communication template. Features all the necessary categories for a complete evaluation of the project communication.

Get this template

Template #3

Complete Excel template for communication planning. Matrix featuring minimalist layout and all essential categories for complete communication strategy planning.

Get this template

Every project needs clear communication to work as expected, and there is nothing better than a communication matrix to ensure that. From the language used to the chosen format, everything will impact the results generated by this tool.

Make sure to create a template that includes all information you need. With this, you can get the most out of every document and project you create.

Now that you know everything you need, it is time to start making your own document. Don’t forget also to use Excel. This way, you can have numerous tools to help you and make this task even easier.