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Inxero Communicationsplan Template

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    Inxero Communicationsplan Template Inxero Communicationsplan Template Document Transcript

    • LOGO Program Communications Plan & Standards NAME OF PROGRAM Version x1.0b
    • LOGO Program Communications Plan Document Control Revision History Date Version Description Author Privacy Information Document Owner The primary contact for questions regarding this document is: Owner Phone: Mobile: Email: Page 2 of 11 11/2/2010
    • LOGO Program Communications Plan Table of Contents Document Control.....................................................................................................................2 Revision History...................................................................................................................2 Privacy Information...............................................................................................................2 Document Owner.................................................................................................................2 Table of Contents......................................................................................................................3 Communications Plan...............................................................................................................4 I.Overview.................................................................................................................................4 II.Goals......................................................................................................................................4 III.Success Factors...................................................................................................................4 IV.Outline of Communications...................................................................................................5 V.Approval Process..................................................................................................................5 VI.Standard Conventions..........................................................................................................5 Language.............................................................................................................................5 VII.EMO Contacts.....................................................................................................................5 Organizational Chart(s)........................................................................................................5 Contacts List.........................................................................................................................5 VIII.Written Communications.....................................................................................................6 Written Communications......................................................................................................6 IX.PowerPoint Presentations....................................................................................................6 PPT Template......................................................................................................................6 X.Branding................................................................................................................................6 XI.Electronic Communications..................................................................................................7 Email....................................................................................................................................7 Calendar Scheduling............................................................................................................7 Telephone Conferences.......................................................................................................9 XII.Communications Action.......................................................................................................9 XIII.Approval Process................................................................................................................9 XIV.Project Feedback Mechanisms..........................................................................................9 Feedback..............................................................................................................................9 XV.Meetings..............................................................................................................................9 XVI.Meetings Chart.................................................................................................................10 XVII.Communications Matrix...................................................................................................11 Page 3 of 11 11/2/2010
    • LOGO Program Communications Plan Communications Plan I. Overview The Intent of the Communications Plan is to provide standard guidelines for communications throughout the Engagement Management Office (EMO), partners, and all aspects of project engagement for the PROGRAM NAME. Effective communication between program participants is expected to be enhanced through the use of these standards. This document is to serve as the basic for communications for the Engagement Management Office (EMO) as well as future projects that might arise from PROGRAM NAME. II. Goals The intent of the Communications Plan is to provide standard guidelines for communications The purpose of the communication plan is to allow for the achievement of the following goals: • Eliminate redundancy • Create understanding • Gain support • Reduce the impact of organizational complexity • Provide consistent communications • Improve teamwork • Achieve measurable results • Improve morale • Build consensus • Integrate communications efforts • Target messages to appropriate audience III. Success Factors The success of this Communications Plan is contingent upon the following: • Delivery of timely and accurate information to the appropriate recipient(s) in the proper format • Effective use of technology to deliver information • Communication of project status in a consistent format to all stakeholders • Maintenance of close contact with stakeholders throughout the project • Stakeholder feedback and reporting of issues and concerns to the EMO Page 4 of 11 11/2/2010
    • LOGO Program Communications Plan IV. Outline of Communications (REVISE AS NEEDED) Human resource integration in conjunction with a Transition can be a contentious topic if not handled correctly. It involves a change in the way the people have been doing things, and often affects people who have a long standing relationship with “customer groups” or and cannot be transitioned without some level of by in both on the part of the affected personnel and other stakeholders. The HR Communications Plan is a joint effect of XXXX Transition team and the Customer and should reflect the real needs of the organization undergoing transition. Items to be considered include: i. Week 1 – Notification of affected employees by customer ii. Week 2 – Inventes and Customer introduction and townhall meeting with customer HR reps iii. Week 3 – Affected Employee interviews iv. Week 4 – HR integration plan presented to customer based upon current staffing and future needs based upon validation of Due Diligence findings and employee skills v. Week 5 – Start weekly communication to affected employees from Inventes team vi. Week 6 – Offers extended to employees vii. Week 7 – Weekly communication to employees viii. Week 8 – Offers accepted ix. Week 9 – Employee orientation and training x. Week 10 Employee Transfer and service assumption V. Approval Process This area should include the approval processes regarding each item in the HR Communications Plan. VI. Standard Conventions Language REVISE AS NEEDED English (UK) will be the standard language format for all documents. VII. EMO Contacts Organizational Chart(s) (see current Functional Organisation Chart) Contacts List (see current BPMAP Contacts List) Page 5 of 11 11/2/2010
    • LOGO Program Communications Plan VIII. Written Communications Written Communications Written communication should be prepared using the Document Management (see: BPMA.EMO.DocumentManagement.20050617.Inventes.CEJ.vX01) standards. Written communications should generally be prepared using standard Microsoft document formats (Word, Excel, Powerpoint, Visio, and Project) and be prepared in A4 format. NOTE: MS Office 2000 versions should be used to ensure accessibility IX. PowerPoint Presentations PPT Template When preparing PPT presentations, please use the BPMAP PowerPoint Template (see current BPMAP PPT Template ) X. Branding Branding consideration for BMPAP will seek to identify the project, without specifically identifying the constituent partners, which may change, over time. Branding will include specific naming for the project – Business Partnership Model Asia Pacific (BPMAP) and a simple logo. Logo (Full Size): LOGO Logo (Half Size): LOGO Page 6 of 11 11/2/2010
    • LOGO Program Communications Plan Logo (Half Size without wording): LOGO XI. Electronic Communications Electronic communications, including email, calendars, and scheduling, should primarily be communicated in a manner that allows for date-time registration. Email Email should include appropriate subject headers that indicate the content of the email and whether specific actions (i.e. “for approval” , “urgent”) are needed. Attachments: E-mail attachments should included standard Microsoft Documents and should be limited in size to under 3Mb When possible, if access to a file can be accomplished via the web – or if it is in a shared repository of the program – then a logical link or URL for the file should be included rather than the file itself. Subject Field Convention: The subject field should include BPMAP and the document name along with “For Approval” “Urgent” “For Review”, etc. as needed Emails should include a standard disclaimer as part of the signature: Disclaimer: “This email is confidential and intended only for the use of the individual or entity named above and may contain information that is privileged. If you are not the intended recipient, you are notified that any dissemination, distribution or copying of this email is strictly prohibited. If you have received this email in error, please notify us immediately by return email or telephone and destroy the original message. Thank you.” Copies: All BPMAP Email communications should be copied to the following boxes: CC:CUSTOMER EMO Box - CC: Inventes EMO Box - Zipped Files: If sending zipped files via toCUSTOMER, please append with .eds.zip to ensure that they can pass through the firewall. Calendar Scheduling Outlook/Exchange should be used when scheduling calendars. The appropriate required invitees and optional invitees should be indicated, along with the location of the event and method of communicating (i.e. telephone bridge) for those unable to attend. Time Zones should be listed for both Sidney (SADT) and Hong Kong (HKT) Page 7 of 11 11/2/2010
    • LOGO Program Communications Plan NOTE: Prior to scheduling meetings, meeting rooms, conferencing equipment, and projects should be scheduled, as needed. Page 8 of 11 11/2/2010
    • LOGO Program Communications Plan Telephone Conferences In general, a telephone bridge will be established for each meeting. Conference Access: Participant Passcode:190081 Conference Access: Local – City: +number National toll free - city number NOTE: If only 1 person is dialing a speaker phone should be used instead of setting up a bridge. XII. Communications Action Communications action planning will utilise an agreed on format to transmit all communications items that arise as a result of either planned or ad hoc meetings. This plan will identify, as a minimum, the following: • Date communication item/need was identified • Date item was assigned to Subject Matter Expert; • Description of item; • Subject Matter Expert assigned to implement solution; • Date issue was corrected and closed. XIII. Approval Process After a formal communications process is agreed, Inventes will update any changes on a monthly basis after reviewing changes with CUSTOMER. Approval processes will be determined based on the type of communication. XIV. Project Feedback Mechanisms Feedback The following feedback is expected during this project: TBD XV. Meetings Meetings in XXXXXXXXXXXX will generally be held at regularly scheduling times and locations. Page 9 of 11 11/2/2010
    • LOGO Program Communications Plan XVI. Meetings Chart Group Required Attendees Optional Attendees Location Frequency Tele. Proj. Group or Team Name, name, name, name, Name, name Location Weekly - Tuesdays X X name 10:30-12:00 (SADT) Group or Team Name, name, name, name, Name, name Location Weekly – Tuesdays X X name 1:30-3:30 (SADT) Next meeting 12-Jul Group or Team Name, name, name, name, Name, name Location Weekly – Wednesdays X X name 11:00-1:00 (SADT) Group or Team Name, name, name, name, Name, name Location Weekly - Thursdays X X name 11:30-1:30 (SADT) Group or Team Name, name, name, name, Name, name Location Weekly - Thursdays X X name 2:00-4:00 (SADT) Group or Team Name, name, name, name, Name, name Location Weekly – Tuesdays X X name 12:00-2:00 (SADT) Group or Team Name, name, name, name, Name, name Location Weekly – Wednesdays X X name 2:00-4:00 (SADT) Name in Bold = Chair Location Address Location Address X = required Location Address Location Address Location Address Page 10 of 11 11/2/2010
    • LOGO Program Communications Plan XVII. Communications Matrix Approvals (if ID Communication Item Deliverable Purpose Frequency Audience Owner Distribution required) 1 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 2 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 3 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 4 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 5 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 6 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 7 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 8 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups 9 Document Deliverable Purpose Weekly TBD Fname Lname Teams, Team, Individual Groups xx TBD TBD TBD TBD TBD TBD TBD TBD Page 11 of 11 11/2/2010