For agencies, engineers, consultants, or in-house teams, it’s a practical way to assess whether current communication practices are supporting or slowing down project delivery. Below is a clear, structured process you can use when conducting a communication audit for your clients.

1. Define what you’re assessing

Start by setting the scope of the audit. Communication spans many channels, so being precise helps avoid guesswork.

Identify which areas the audit will cover, such as:

• Internal team communication

• Client communication

• Project updates and reporting

• File and information sharing

• Approvals and sign-offs

• Meeting and feedback cycles

Clarity upfront creates consistency in what you review and how you interpret findings.

2. Map every communication channel

Most organisations communicate through a mixture of tools, habits, and informal processes. Document them all.

Common channels may include:

• Email

• Chat or messaging platforms

• Project management tools

• Meetings

• Shared drives or file storage

• Commenting and approval tools

Mapping these channels helps you see where information is duplicated, lost, delayed, or siloed.

3. Review how teams share information

Once you’ve mapped communication channels, look at how teams actually use them.

Key questions to assess:

• Are updates shared consistently?

• Do teams have clear places to store decisions?

• Are files easy to find and up to date?

• Are approvals documented or scattered?

• Are deadlines communicated clearly?

This stage often highlights gaps between “intended process” and “actual behaviour.”

4. Evaluate clarity and reliability

Strong communication isn’t just frequent, it’s clear, structured, and easy to follow.

Audit the content being shared:

• Are messages too long or vague?

• Are key details missing?

• Are timelines and instructions clear?

• Is information being repeated across different channels?

Look for points where communication slows work, causes rework, or creates confusion.

5. Identify bottlenecks and duplications

Most communication issues stem from bottlenecks or repeated work. These are common examples:

• Waiting for approvals

• Using multiple channels for the same update

• Relying on individuals rather than documented processes

• Teams recreating the same information in different formats

• Misalignment between client and internal communication patterns

Document the pattern, not just isolated examples, patterns are what clients can take action on.

6. Assess tools, workflows, and documentation

A communication audit should also review the systems clients rely on day to day:

• Are tools integrated or disconnected?

• Do teams know where to store files?

• Are documented processes easy to follow?

• Is there a single source of truth?

The goal is not to replace tools, but to ensure they are being used consistently and effectively.

7. Summarise findings with practical recommendations

End the audit by grouping findings into clear, actionable categories such as:

• Communication clarity

• Workflow consistency

• Tool usage

• Approval and review processes

• Storage and documentation

• Client–team alignment

For each category, provide concise recommendations that clients can implement across teams.

Final thoughts

A communication audit gives everyone involved a structured understanding of how information moves through their organisation. It highlights what works, what’s unclear, and what needs refinement. 

The goal is to help teams communicate more consistently, work more efficiently, and reduce ambiguity across projects and departments.