Planning the communication activities for the Portfolio is essential to ensure that the portfolio stakeholders will receive the information they need when they need it. This action is defined in the Portfolio Handbook or a separate Portfolio Communication Plan if a more extensive plan is required.

Distinguish between the different communication activities:

  • meetings (i.e., Portfolio Directing Group (PfDG),
  • Portfolio Steering Committee (PfSC), etc.),
  • report to the portfolio management itself (Portfolio Analysis Report) and related communication activities.


  • Identify stakeholder groups and determine what information needs to be communicated to each target group.
  • Define all artefacts to collect, analyse & distribute portfolio information, and manage stakeholders' expectations.
  • Define the suitable frequency and format of communication adapted to the intended audience.
  • Document the communication needs in the Portfolio Handbook (general) or Portfolio Communication Plan (specific) and distribute the information accordingly.

Tools & Techniques

Source: European Commission, Council of the European Union, Directorate-General for Informatics, General Secretariat of the Council, PM² portfolio management guide : v1.5, Publications Office, 2022,