5 Communication Matrix Templates

As workplaces have become more diverse and remote, keeping everyone informed has become challenging. 

But don’t worry there’s a helpful tool called a communication matrix that can make this task easier. 

Whether you work in corporate communications or manage projects, this tool improves how information is shared. It helps with quick decision-making and ensures messages reach the right people. 

In our step-by-step guide, we’ll explain everything you need to know about using a communication matrix. Plus, we’ll provide a free template that you can customize for your organization. 

Are you ready to get started? Let’s begin with a simple explanation.

What is a communication matrix?

A communication matrix is an uncomplicated tool that ensures key players stay informed. It provides essential project information like project owners, deadlines, status, and objectives.

The importance of using a communication matrix lies in its various benefits:

• Enhanced communication across departments: Having all project elements in a single matrix facilitates effective communication and collaboration between team members from different departments.
• Optimized resource utilization: With clear responsibilities assigned, team members can swiftly address issues, leading to efficient use of resources.
• Expedited decision-making: Stakeholders and leaders always have access to essential information, enabling quicker and more efficient decision-making. Any approval delays are likely due to other reasons, not the communication matrix.

How is a communication matrix used?

A communication matrix is a simple, one-page summary of your project’s communication plan. It works well for various tasks, whether it’s a one-time project like launching a new intranet or an ongoing initiative like a monthly staff newsletter. It also helps with teamwork and tracking progress.

The matrix includes essential details, such as:

• Content: What message needs to be delivered, whether it’s an update or a regular report.
• Purpose: The reason for the communication, whether to inform, educate, or request feedback.
• Frequency: How often the communication occurs, be it daily, weekly, or monthly.
• Audience: The specific group of people the message is intended for, like project team members or a particular department.
• Deliverable: The type of output, like a slide deck, status report, video, or podcast.
• Communication channel: The medium through which the message will be delivered, considering the diverse workforce, including remote and office-based employees.
• Owner: The person responsible for delivering the communication, such as the project leader or internal communications manager.

You can customize the matrix according to your needs, adding elements like budget monitoring, approval processes, and success metrics, such as download counts, likes, or intranet page views. The communication matrix empowers you to stay organized and effective in managing your project’s communication strategy.

5 templates for communication matrix 

Here are five simple and useful templates to make a communication matrix. These templates will help you improve how you communicate, making sure the right messages reach the right people through the best channels and at the right times.

Template 1: Project Communication Matrix

Channel	Purpose	Audience	Message	Frequency	Sender
Email	Project updates	Team members	Project status	Weekly	Project Manager
Meetings	Collaboration	Entire team	Brainstorming	Biweekly	Facilitator
Slack	Urgent messages	Key stakeholders	Action items	As needed	Project Manager
Project Portal	Resource sharing	All employees	Documents	Ongoing	Team Leads
Weekly Reports	Progress tracking	Management	Milestones	Weekly	Project Manager

Template 2: Crisis Communication Matrix

Channel	Purpose	Audience	Message	Frequency	Sender
Email	Crisis updates	Leadership	Situation report	As needed	Crisis Manager
Press Release	Public updates	Media	Official statements	As needed	Public Relations
Internal Memo	Employee updates	All employees	Safety measures	As needed	HR Department
Social Media	Public awareness	General public	Response actions	Real-time	Social Media Team
Crisis Hotline	Emergency calls	Customers	Support options	24/7	Customer Support

Template 3: Marketing Communication Matrix

Channel	Purpose	Audience	Message	Frequency	Sender
Social Media	Brand awareness	Target audience	Promotional content	Daily	Marketing Team
Email Campaign	Product updates	Subscribers	New offerings	Monthly	Sales Team
Blog Posts	Thought leadership	Website visitors	Industry insights	Weekly	Content Team
Webinars	Lead generation	Prospective clients	Product demos	Biweekly	Sales Team
Influencer Collaboration	Reach expansion	Influencer partners	Product reviews	Quarterly	Marketing Team

Template 4: Employee Communication Matrix

Channel	Purpose	Audience	Message	Frequency	Sender
Intranet	Company updates	All employees	Corporate news	Weekly	HR Department
Town Hall	Company updates	All employees	Q&A session	Monthly	Leadership Team
Newsletter	Department news	Specific teams	Team achievements	Biweekly	Department Heads
Training Sessions	Skill development	New employees	Professional growth	Onboarding	Training Team
Employee Surveys	Feedback collection	All employees	Engagement check	Annually	HR Department

Template 5: Stakeholder Communication Matrix

Channel	Purpose	Audience	Message	Frequency	Sender
Stakeholder Meetings	Project updates	Stakeholders	Progress report	Monthly	Project Manager
Newsletters	News sharing	Interested parties	Project news	Quarterly	Communications Team
Presentations	Progress updates	Decision-makers	Milestone review	As needed	Project Manager
Webinars	Information sharing	Target stakeholders	Expert insights	Seasonal	Subject Matter Experts

Who is the communication matrix for?

In today’s diverse and dispersed workplaces, maintaining seamless communication becomes a challenge, especially with remote, in-office, hybrid, or mobile personnel. 

A communication matrix offers a strategic, high-level overview, ensuring all communication requirements are met, even in complex scenarios involving different devices, time zones, and shift patterns. 

While internal communications teams benefit significantly from using the matrix, project managers and colleagues collaborating across functions find it equally valuable. The simplicity of this planning tool lies in its one-page format, which highlights outputs, deadlines, and deliverables to keep projects on track. 

The matrix’s ease of drafting and updating allows communications professionals and project leaders to focus on efficiently completing their tasks.