Project Communications Plan Insert Company Logo Insert

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Communications Plan




Document Status

Version Number:       1.0
Date:                 insert date
Status:               Draft




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Preface

For more information on this document, contact:

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Document Location

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Document Revision History

   Date       Version            Author           Comments




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Document Approval

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Document Endorsement

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Document Review

The following people have been consulted in the compilation of this document:

 Business Area          Name                                    Role
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Business Area




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Contents

1         INTRODUCTION ................................................................................................... 6
    1.1   Purpose of this document ................................................................................................................. 6
    1.2   Intended Audience ............................................................................................................................ 6
    1.3   Approach ........................................................................................................................................... 6
    1.4   Document Scope .............................................................................................................................. 6
    1.5   Definitions ......................................................................................................................................... 7
    1.6   References ........................................................................................................................................ 7
2         COMMUNICATIONS MANAGEMENT.................................................................. 8
3         GUIDING PRINCIPLES OF THE COMMUNICATIONS STRATEGY ................... 9
    3.1   Communicate Timely ........................................................................................................................ 9
    3.2   Communicate Clearly........................................................................................................................ 9
    3.3   Communicate Appropriately.............................................................................................................. 9
    3.4   Communicate Business Necessity ................................................................................................... 9
    3.5   Communicate Personally .................................................................................................................. 9
4         WHO – THE STAKEHOLDERS .......................................................................... 10
    4.1   References ...................................................................................................................................... 10
    4.2   Key Stakeholder List ....................................................................................................................... 10
5         HOW – COMMUNICATIONS DELIVERY MECHANISMS .................................. 11
    5.1   Meetings .......................................................................................................................................... 11
    5.2   Documents ...................................................................................................................................... 12
    5.3   Electronic Media ............................................................................................................................. 13
    5.4   Training ........................................................................................................................................... 13
6         WHAT – THE MESSAGE ................................................................................... 14
7         WHEN – THE SCHEDULE ................................................................................. 15
8         HOW – THE MEASUREMENT OF SUCCESS ................................................... 16
9         COMMUNICATIONS APPROVAL PROCESS ................................................... 17
10        APPENDICES ..................................................................................................... 18




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1 Introduction

1.1     Purpose of this document
The purpose of this document is to outline the for the Project xxx. This document will detail:
•       Who the project is going to communicate with (the stakeholders)
•       How the project team will correspond with all the stakeholders (the mechanisms)
•       What will be communicated (the message)
•       When the project is planning to communicate (the schedule)
•       How the project will determine if the communications have worked (the success)

All Project xxx communication initiatives will strive to:
•         Raise and maintain awareness, create understanding, develop commitment and promote active support for the
          Project xxx amongst its stakeholders;
•         Provide stakeholders with credible information to help them inform and educate their staff on the Project xxx
          and its relevance to them;
•         Ensure that expectations are aligned with what will be delivered by the Project xxx
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1.2     Intended Audience
In this section describe whom this document has been written for. Often this consists of both a primary audience, and a
group of other stakeholders whom it may be of interest to but is not vital that they read in detail.
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1.3     Approach
In this section describe the steps taken in developing this document. Describe any investigations carried out, research
methodology used and consultation carried out to date.
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1.4     Document Scope

1.4.1 In Scope

This defines exactly what this document will cover and where the boundaries lie. List all items that are included in the
scope.
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1.4.2 Out of Scope

List identified items that will not be covered in this document.
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1.5     Definitions
In the table below define any terms which this document’s audience may not understand, including specific terms,
abbreviations and acronyms.
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      Term / Acronym                                                 Definition




1.6     References
This item lists any documents to which this document refers including any previous investigations carried out. Include all
previous documents prepared as part of this project.
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This document has used the following documents as points of reference:

[1]    Insert reference to other documents / sources of information

[2]    Insert reference to other documents / sources of information

[3]    Insert reference to other documents / sources of information

Etc…




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2 Communications Management
Introduce the strategy for managing communications in this project. For example:
The Communications Plan provides a framework for delivering communication to the business, key stakeholders,
Process Owners and impacted staff (user groups) which leverage existing communication networks, resources and
infrastructure; to ensure alignment with other organisational or change initiatives communicated at the site. Relevant
information must be conveyed and targeted to the right audience at the right time.

The more time that is available to communicate change, the greater the opportunity to raise awareness and engender
commitment to each project in all target audience groups. Resistance to change can be minimised or negated by
communicating with certainty the reasons for change, the vision for the future and the translated impact on Business
Units, roles and individuals. Expectations will be managed by delivering timely, targeted, consistent and relevant
messages through agreed communication channels. Employees recognise individual and company values from the
behaviours (actions) being demonstrated and rewarded.
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3 Guiding Principles of the Communications Strategy
The guiding principles, detailed approach, approvals, delivery methods for project communication and stakeholder
management are contained in the Communication & Stakeholder Management plans.
In summary, project communications should be:
         Timely                      -        planned in advance
         Clear                       -        precise and concise
         Appropriate                 -        tailored to suit the group
         Business Necessity          -        explain why the change is required
         Personal                    -        identify how changes will affect individuals
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3.1     Communicate Timely
•        Prepare well in advance
•        Anticipate when communications will be required
•        Act promptly to negate any negative messages or information
•        Communicate all news (positive and negative) in a straightforward and timely manner
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3.2     Communicate Clearly
•        Keep communications precise and concise (where possible)
•        Ensure that the key messages of the communication are being transferred to the recipient
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3.3     Communicate Appropriately
•        Ensure all communications are approved to be delivered prior to distribution
•        Segment audience into logical ‘groups’ for targeted messages – based on Stakeholder Segmentation
•        Tailor communications where necessary to suit the group constitution taking into consideration level within the
         organisation, purpose of the communication, required impact (action / information / buy-in / support / response
         required)
•        Use multiple communications delivery mechanism to ensure all people receive the desired message e.g. road-
         shows followed up with presentation pack and published on Project xxx intranet page
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3.4     Communicate Business Necessity
•      Employees need to understand ‘why’ an organisation is facing a period of change - it is essential for employees
       to buy-in to the organisational change management effort
•     Communicate the ‘People’ implications of impending change
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3.5     Communicate Personally
•      Communications with a ‘People’ based content to be delivered identifying how changes will affect employees
       personally – “what does it mean for me?”
•     Individual concerns should be addressed where appropriate and using the appropriate delivery mechanism
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4 Who – the Stakeholders
Over the life of a project, there are many individuals or groups with an interest or involvement with the project, or who
are affected by the project’s activities and outcomes. These are the project’s stakeholders. They include those
managing and working within the project and those who are directly or indirectly contributing to, or affected by, the
project or its outcomes.

Understanding stakeholders’ interests in the project, and the impact that the project will have on them, and then
implementing a strategy to address their issues and needs is essential.

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4.1     References
Documents that have provided input to this Communications Plan are listed in the table below:

                 Document                                     Name, File Path, Version                           Date

  
  
  


4.2     Key Stakeholder List

Key Stakeholder Group                               Title                                      Level of Engagement
                                                                                               Required (H/M/L)

Executive Sponsors                                  Managing Director                          M

                                                    etc

Project Board                                       Director, IT                               H

                                                    etc

Guests (as invited)                                 Project Manager xxx                        H

                                                    etc

Project Management Team                             Project Manager xxx                        H

                                                    etc




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5 How – Communications Delivery Mechanisms
A number of delivery mechanisms will be used by the project to ensure that the communication effort supports the project effectively and contributes to the overall successful
delivery of the project.

The delivery mechanism has been divided into four channels:
•     Meetings – including project status updates, demonstrations / walkthroughs, conference calls and informal information transfer
•     Documents – including newsletters, project status reports, issue / risk registers, minutes, action logs
•     Electronic Media - Intranet – project xxx home page & email – used as a delivery mechanism and as a feedback option
•     Training – training interventions as detailed in the Training Plan (e.g. on-line, classroom, coaching, on-the-job, etc)

The tables on the following pages depict the communication mechanisms that will be deployed during the project and the target audience, segmented by group, as described in
the stakeholder list outlined previously.

Responsibility for the management of these activities lies with the project’s Business Change & Training Management team. The delivery of the communications however, may
reside with other people associated with the project. For example, the road show presentations to communicate the project’s solution may need to be delivered by the Project
Director, Project Manager, Process Owners or Business Representatives.

There are also a number of meetings that functional and technical project team members should hold on a regular basis that are not under the direct influence of the Business
Change & Training Management team and therefore not explicitly detailed here.
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DOCUMENT INFO
Description: The Communications Plan outlines how, what and when you will communicate with whom. Communications often proves to be the critical component to delivering a successful project. Get it right and you can manage the change smoothly in to the organisation, keeping stakeholders happy and bought in to the project. But get it wrong and no matter how much other good project management practice you put in place you are likely to struggle. Communication and human interaction make or break a project. The extent of the Communications Plan depends very much upon the size and type of project. All projects have an element of change management and communications about them, but some are more reliant than others. A good Communications Plan is the starting point for managing your communications.
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