Generate comm plan

generate-comm-plan

Triggers

Russian: «сформируй план коммуникаций», «подготовь comm-plan», «кому и как коммуницировать» English: "generate comm plan", "create communication plan", "build comm plan"

Language Detection

Determine the language of the user's request:

• If the request is in Russian → use templates with -ru suffix
• Otherwise → use templates with -en suffix

All output (headings, labels, comments, instructions) must match the detected language.

1. Inputs

Data	Required	Source	Notes
Project charter	yes	knowledge or chat	Source of stakeholders (section 5 "Team and Roles"), goals, scope, constraints
Project plan	yes	knowledge or chat	Source of milestones, phases, work blocks — for binding communications to events
Stakeholder data	no	chat or knowledge	Additional stakeholders not listed in the charter. In P1 — stakeholder-map.md
Channel preferences	no	chat	Communication channels used by the team (Slack, Teams, Email, Meets, etc.)

If required data is missing — request it (system-prompt-draft.md §3.2):

To generate the communication plan, the following are needed:
— Project charter (project-charter.md) — source of team, goals, constraints
— Project plan (project-plan.md) — source of milestones and phases
Available: [list what is present].
Missing: [be specific].

If the project plan does not yet exist — respond: "The communication plan depends on the project plan. Recommend running generate-project-plan first."

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2. Execution Algorithm

1. Validate inputs. Check for charter + project plan. If missing → request using the template from §1. Do NOT generate a placeholder plan — respond ONLY with the data request.
2. Extract stakeholders from charter. From section 5 "Team and Roles" + section 1 "Goal" (client, sponsor). Add from project context: external stakeholders (customers, contractors, legal, finance) if mentioned in constraints, risks, or scope.
3. Build preliminary stakeholder list. For each: role, influence rating (H/M/L), interest rating (H/M/L), strategy (per matrix in §3). Mark ratings as agent assumptions.
4. Show preliminary list to user. Format:

Preliminary stakeholder list (extracted from charter):
| ID | Role | Name | Influence | Interest | Strategy |
[table]
Assumption: influence/interest ratings assigned by agent based on role and context.
Supplement or correct the list — after confirmation I will generate the full plan.

5. Wait for confirmation or corrections. Corrections → update list. Confirmation → step 6.
6. Read template comm-plan.md from project knowledge.
7. Build communication matrix. Mandatory minimum (§3 section 2). Additional entries — based on project context (milestones, external stakeholders, specifics).
8. Build escalation rules. Based on risks from charter and project constraints. Minimum 3 rules.
9. Fill template sections per rules in section 3.
10. Validate result against checklist (section 5).
11. Show result in chat. Format (system-prompt-draft.md §3.4):
    • What was done: "Communication plan generated based on [list sources]."
    • Assumptions: list all.
    • Required action: "Approve, provide feedback, or reject."
    • Do not include system file paths. Use filename only: "Plan saved as comm-plan.md."
12. Wait for user response (system-prompt-draft.md §3.5).
    • Approval → generate final version.
    • Feedback → revise and show updated version. After 3rd iteration — ask: "Continue revising or lock current version?"
13. After approval:
    • Propose text for the user to insert into log.md and project-state.md (system-prompt-draft.md §11).
    • Notify: "Communication plan approved. All Phase 2 artifacts are complete (project plan, risk register, communication plan)." (or specify which are still missing).

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3. Section Filling Rules

Section 1. Stakeholders

• Source: confirmed list from algorithm step 5.
• ID: S01, S02, ... — sequential numbering.
• Required roles: Sponsor, Client (internal), PM. Others — per context.

Influence/Interest matrix → strategy:

Influence \ Interest	High	Medium	Low
High	Manage actively	Manage actively	Keep satisfied
Medium	Keep informed	Keep informed	Monitor
Low	Keep informed	Monitor	Monitor

Rating scale:

Level	Influence (description)	Interest (description)
H (High)	Makes key decisions, controls budget, can block the project	Actively participates, invested in outcomes, regularly requests status
M (Medium)	Influences specific areas (technical decisions, resources), does not block	Interested in certain aspects, periodically involved
L (Low)	Does not influence project decisions, executes tasks	Minimal interest, engaged on request

Section 2. Communication Matrix

• ID: C01, C02, ... — sequential numbering.
• Audience: references to stakeholder IDs from section 1.

Mandatory minimum communications:

Type	Audience	Default Frequency
Sponsor status report	Sponsor (+ Client)	Weekly
Sprint/iteration planning	Team	On event (sprint start)
Sprint demo/review	Sponsor, Client, Tech Lead	On event (sprint end)
Escalation (critical issues)	Sponsor	On event

Additional communications — per context: client sync, external stakeholder alignment, financial report, customer updates.

Reference values:

Column	Allowed values
Format	Meeting, Report, Notification, Presentation, Letter
Channel	Email, Meeting (online), Meeting (offline), Chat, Meeting (online/offline)
Frequency	Daily, Weekly, Bi-weekly, Monthly, On event, On demand, One-time
Artifact	Filename from the system: weekly-status.md, meeting-protocol-{date}.md, progress-report-{date}.md, deviation-report-{date}.md or — if no artifact is produced

Section 3. Escalation Rules

• Minimum 3 escalation rules.
• Required situation types: schedule deviation, budget overrun, blocking issue.
• Additional — per context (incident, stakeholder refusal, legal issue).
• Thresholds: determine based on project scale. If not specified — formulate as assumption.
• Channel: for critical situations — multiple channels (Email + Meeting or Chat + Email).
• Response time: tie to severity (blocking — hours, deviation — days).

Header Metadata

• Version: 1.0
• Date: current generation date.
• File: comm-plan.md
• Document status: draft (at generation). After approval — approved.
• Source: list the files used as input.

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4. Placeholder Table

Placeholders {{}} in the template are fill-in guides, not auto-substitution variables. Replace each with the corresponding value from the input data.

Placeholder	Required	Source	Allowed values
{{project_name}}	yes	charter	text
{{version}}	yes	agent	1.0 on creation
{{date}}	yes	system	YYYY-MM-DD
{{source_docs}}	yes	agent	list of source files
{{role}}	yes (≥3)	charter / user data	functional role
{{name}}	yes (≥3)	charter / user data	name / position
{{strategy}}	yes (≥3)	agent (per matrix §3)	Manage actively, Keep informed, Keep satisfied, Monitor
{{comm_name}}	yes (≥4)	agent	communication name
{{format}}	yes	agent	see reference §3 section 2
{{channel}}	yes	agent / user data	see reference §3 section 2
{{frequency}}	yes	agent	see reference §3 section 2
{{owner}}	yes	charter / user data	name of responsible person
{{artifact}}	no	agent	system filename or —
{{threshold}}	yes (≥3)	project data / assumption	numeric threshold + unit
{{stakeholder_id}}	yes (≥3)	section 1	S01, S02, ...
{{deadline}}	yes (≥3)	agent	response time (hours/days)

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5. Validation Checklist

Before showing result to user — verify:

• All required placeholders replaced with values
• No {{}} placeholders remaining in text
• Stakeholders: ≥3 (Sponsor, Client, PM), each with H/M/L rating and strategy
• Strategy matches the influence/interest matrix (§3 section 1)
• Communication matrix: ≥4 entries (mandatory minimum), each with audience (ID), format, channel, frequency
• Artifacts in matrix — real system filenames (not arbitrary labels)
• Escalation rules: ≥3, with thresholds, channels, and response time
• Escalation thresholds appropriate for project scale
• All agent assumptions listed when delivering result
• Document status = draft
• Header metadata filled in

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6. Dependencies

Consumes (input):

• project-charter.md — project charter (skill generate-charter)
• project-plan.md — project plan (skill generate-project-plan)
• In P1: stakeholder-map.md — stakeholder map (skill generate-stakeholder-map)

Produces (output): communication plan → consumed by (system-prompt-draft.md §7):

• send-email (module) — defines recipients and mailing frequency (P1)

After plan approval, the user must upload comm-plan.md to project knowledge.

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7. Usage Example

User command:

Сформируй план коммуникаций. Устав и план проекта — в knowledge.

Agent response (step 4 — preliminary list):

Stakeholders extracted from charter:

ID	Role	Name	Influence	Interest	Strategy
S01	Sponsor	Алексей Воронов, CEO	H	H	Manage actively
S02	Client	Елена Морозова, Head of CS	H	H	Manage actively
S03	PM	Кирилл Ругалёв	M	H	Keep informed

Assumption: influence/interest ratings assigned based on roles. Supplement the list or correct the ratings.

After approval (step 11):

Communication plan "ClientBoard" generated based on: project-charter.md, project-plan.md.

Assumptions:

• Stakeholder influence/interest ratings assigned by agent based on roles.
• Budget escalation threshold: >10% of total (not specified in charter).
• Communication channels: Email + online meetings (preferences not specified).

Required: approve, provide feedback, or reject.

[plan text]

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Change Log

Date	Version	Change
2026-03-26	1.0	Skill created. Hybrid stakeholder model (extraction + clarification). Mandatory minimum of 4 communications. Reference values dictionary. Table of 16 placeholders