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Communications Plan

Communications Plan






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    Communications Plan Communications Plan Document Transcript

    • Office of Information Technology Communication Plan
    • University Of Minnesota Office of Information Technology Communication Plan 1.Document Revision History Version Number Date Description 2
    • University Of Minnesota Office of Information Technology Communication Plan Communication Plan For Projects Introduction The purpose of the Communication Plan is to provide an overall framework for managing and coordinating the wide variety of communications that will directly or indirectly take place as part of a project. It addresses communicators, audiences, messages, communication channels, and feedback mechanisms, and creates a mapping between all five. Such a framework will ensure that projects provide relevant, accurate, consistent information to the organization at all times. Actual delivery of many of the communication messages will be through designated ‘communicators’ - presenting and facilitating briefing sessions, delivering communication and soliciting feedback. The resources required to develop the communication materials and to support the delivery of communications will be included in the work plan for the specific materials. This plan includes the following elements:  Project Audiences  Communication Plan  Communication Formats  Elements of Communication A significant number of project stakeholders are involved in this project. By effectively communicating with them the project can accomplish its work with support and cooperation of each stakeholder group. 3
    • University Of Minnesota Office of Information Technology Communication Plan Project Audiences This section contains a description of the various audiences that are covered in this communication Plan. The following table identifies each audience and their vested interests and expectations. Table One – Project Audiences Audience Participants Stakeholder Interests Expectations Project  Project Strategy Owners  Project is well planned Sponsor  Appropriate deployment and  Project progresses as use of resources. planned.  Project progression.  Issues are raised quickly.  Process is followed. Management  Project Strategy  Status Reporting Committee  Changes to Business  Process issue identification operations and Policy  Project planning  Implementation of project  Input in the review of  Project Deliverables project deliverables Internal and Business process  Impacts of project on  Status Reports External owners that are impacted business processes  Notification of changes in Stakeholders directly or indirectly by process the project  Implementation strategy implementation. Project Team Staff assigned directly or  Clear direction and delegation  Quality delegation indirectly to work on the of tasks.  Review and feedback on project.  Consistent quality deliverables management. 4
    • University Of Minnesota Office of Information Technology Communication Plan Communication Events The following table outlines the communication events that will occur to support the project. Refer to Section Five for suggested formats of communications and meetings. Table Two – Communication Events Feedback Event Communicator Audience Channel Timing Mechanism Status Project Manager Project Sponsors, Wr Weekly F Reports Management Team, itte Project Team n Comments on re Reports po rts Status Review (Oral) Management Project Manager Management Team Oral and Briefing Weekly Face to Face /Steering Notes Committee Team Project Manager Project Team Oral and Briefing Twice Face to Face Meeting Notes Weekly User Training Trainer Project Team; Training Sessions As Required Face to Face Functional Team & Materials and Feedback Form 5
    • University Of Minnesota Office of Information Technology Communication Plan Communication Formats The purpose of this section is to outline the contents of key communications instruments and meetings. Table Three – Communications Instruments Status Report Project Team Meetings  Status Summary  Review Project Status  Accomplishments Achieved  Review Key Policy/ Project Decisions  Project Plan Deviations  Review upcoming project activities.  Schedule  Provide feedback information for Management  Key Project/ Policy Decisions Team.  Significant Project Problems and Issues  Risk and Mitigation Plan User Training  Training Management Team  Data Business Rules  Review Minutes  Business Processes  Review Project Status  Reports  Discuss Project Problems and Issues  System policies and procedures  Review Policy Recommendations  Review Communication Plan 6
    • University Of Minnesota Office of Information Technology Communication Plan Elements of Communication The following outlines our approach to identifying the communication elements to support OIT projects. Audience Groups Audience groups for OIT projects can be broken down in a number of different ways: project team, project sponsor, internal stakeholders and external stakeholders. Clearly, most people belong to a number of potential audience groups some of which overlap and/or have different concerns/priorities. Communication and feedback channels Communication and feedback channels fall into three broad categories: face-to-face, paper-based and technology-based. Some will be more or less suitable for different audience groups and different communication objectives. Face to Face (primary mechanism for communication)  Presentations/Briefings  Workshops  Brown Bag Sessions  One-on-one Discussions Paper Based  Newsletters  Internal Memos  Communications Questionnaire  Job Aids  Communication Timetable  Feedback Forms Technology Based  Video  Electronic Bulletin Boards  Email  Web Pages Communicators As important as the message is the deliverer of the message, or the ‘communicator’. It is important that the communicator have credibility with their audience for the message they are delivering. It is also important that the communicator is supported and trained in communication skills. 7
    • University Of Minnesota Office of Information Technology Communication Plan Feedback and Monitoring Effectiveness Feedback is key to ensuring the ongoing effectiveness of OIT project communication. In addition to determining whether people feel the communicators are doing a credible job, feedback will focus on finding the answers to a series of questions, for example, whether people: » Understand what the project will deliver; » Understand when the project will deliver specified capabilities; » Understand the progress of the project; » Understand the issues of the project; » Feel they have been involved in what is happening; » Feel they have had a chance to voice their opinions; » Feel their questions have been answered; » Believe in the project and “own” the project; By evaluating feedback we will be able to adapt the Communication Plan in order to meet the needs of the audience at any given point in time. This will enable continuous improvement for future communication. 8