communications management template

8/13/2019 Communications Management Template

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COMMUNICATIONS MANAGEMENT PLAN

Version

[Insert appropriate disclaimer(s)]


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VERSION HISTORY[Provide information on how the development and distri!tion of the "omm!nications#ana$ement Plan and how it was controlled and trac%ed& !p to the final point ofapproval. 'se the tale elow to provide the version n!mer& the a!thor implementin$the version& the date of the version& the name of the person approvin$ the version& thedate that partic!lar version was approved& and a rief description of the reason for

creatin$ the revised version.]Version

#Implemented

B

Re!ision

"te

Appro!ed

B

Appro!l

"te

Reson

1.0

Communications Management Plan (v 1.0) Page2 of 12



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Note to the Author

[his doc!ment is a template of a "omm!nications #ana$ement Plan doc!ment for apro*ect. he template incl!des instr!ctions to the a!thor& oilerplate te+t& and fields thatsho!ld e replaced with the val!es specific to the pro*ect.

,l!e italici-ed te+t enclosed in s!are rac%ets ([te+t]) provides instr!ctions to

the doc!ment a!thor& or descries the intent& ass!mptions and conte+t forcontent incl!ded in this doc!ment.

,l!e italici-ed te+t enclosed in an$le rac%ets () indicates a field that

sho!ld e replaced with information specific to a partic!lar pro*ect.

e+t and tales in lac% are provided as oilerplate e+amples of wordin$ and

formats that may e !sed or modified as appropriate to a specific pro*ect. heseare offered only as s!$$estions to assist in developin$ pro*ect doc!ments theyare not mandatory formats.

hen !sin$ this template for yo!r pro*ect doc!ment& it is recommended that yo! followthese steps

1. 2eplace all te+t enclosed in an$le rac%ets (i.e.& ) with thepro*ect specific field val!es. hese an$le rac%ets appear in oth the ody of thedoc!ment and in headers and footers. o c!stomi-e fields in #icrosoft ord(which display a $ray ac%$ro!nd when selected)

a. 4elect 5ile>Properties>4!mmary and fill in the itle field with the6oc!ment 3ame and the 4!*ect field with the Pro*ect 3ame.

. 4elect 5ile>Properties>"!stom and fill in the 7ast #odified& 4tat!s& and8ersion fields with the appropriate information for this doc!ment.

c. fter yo! clic% 9: to close the dialo$ o+& !pdate the fields thro!$ho!t thedoc!ment with these val!es y selectin$ ;dit>4elect ll (or "trl) and

pressin$ 5=. 9r yo! can !pdate an individ!al field y clic%in$ on it andpressin$ 5=. his m!st e done separately for eaders and 5ooters.

?. #odify oilerplate te+t as needed and/or appropriate to the specific pro*ect.

@. o add any new sections to the doc!ment& ens!re that the appropriate headerand ody te+t styles are maintained. 4tyles !sed for the 4ection eadin$s areeadin$ 1& eadin$ ? and eadin$ @. 4tyle !sed for oilerplate te+t is ,odye+t.

A. o !pdate the ale of "ontents& ri$htclic% and select B'pdate fieldC and choosethe option B'pdate entire taleC

D. ,efore s!mission of the first draft of this doc!ment& delete this B3otes to the!thorC pa$e and all instr!ctions to the a!thor& which appear thro!$ho!t thedoc!ment as l!e italici-ed te+t enclosed in s!are rac%ets.[ ]




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TABLE O$ CONTENTS

1 INTRODUCTION......................................................................................................................5

1.1 Purpose and scope of Communications Management Plan................................................5

2 STAKEHOLDER IDENTIFICATION AND ANALYSIS.....................................................6

2.1 Stakeholders and Goals......................................................................................................6

3 COMMUNICATIONS VEHICLES..........................................................................................7

3.1 Communications Matrix.....................................................................................................

3.1.1 Pro!ect Meetings......................................................................................................"

3.1.2 Pro!ect #eporting....................................................................................................."

3.1.3 $ther Communications %ehicles............................................................................."

APPENDIX A: REFERENCES.................................................................................................11

APPENDIX B: KEY TERMS....................................................................................................12




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% INTRO"UCTION

%&% PURPOSE AN" SCOPE O$ COMMUNICATIONS MANAGEMENT PLAN

[Provide the p!rpose of the comm!nications mana$ement plan.]

The purpose of this ocument is to efine the communications goals an strategiesof the . These high!level strategies an goals are intene toprovie guiance in planning an measuring results of the current an futurecommunications efforts.

The Communications Management Plan (CMP) efines thepro"ect#s structure an methos of information collection$ screening$ formatting$an istri%ution of pro"ect information. &t also outlines unerstaning amongpro"ect teams regaring the actions an processes necessar' to facilitate thecritical lins among people$ ieas$ an information that are necessar' for pro"ectsuccess.

The overall o%"ective of a Communications Management Plan is to promote thesuccess of a pro"ect %' meeting the information nees of pro"ect staeholers anoutline the goals of the communications efforts to reach an inform each group.

ithout etaile plans for communications activities that ientif' the organi*ational$polic'$ an material resources neee to carr' them out$ the +illnot %e a%le to secure neee resources$ coorinate efforts +ith other groups$ orreport its activities an results to e' oversight staeholers.

Communications planning activities ientif' the appropriate level of communicationfor each pro"ect staeholer$ +hat information shoul %e istri%ute an the

fre,uenc' of communications. This plan shoul also inclue the vehicle ofcommunications (email$ face to face meetings$ etc). The ris of insufficientplanning coul result in failure to accomplish e' pro"ect o%"ectives$ uplication ofeffort$ an reuce staeholer confience.

communications efforts shoul %e %ase on this e-plicit$ etaileCommunications Management Plan$ +ith a matri- of specific actions aressingcommunications nees of each staeholer group. uccess for pro"ect communications shoul %e measure against planne o%"ectives an the &TPro"ect Manager shoul provie regular upates to the /usiness +ner on each

o%"ective.

The intene auience of the CMP is the pro"ect manager$pro"ect team$ pro"ect sponsor$ senior leaers$ an an' other staeholers +hosesupport is neee to carr' out the pro"ect.

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' STA(EHOL"ER I"ENTI$ICATION AN" ANALYSIS

'&% STA(EHOL"ERS AN" GOALS

Pro"ect Communications are the #s primar' tool for promotingcooperation$ participation$ coorination an an unerstaning of acceptance%et+een all staeholers. has threeprimar' staeholer groupsan has specific communications goals for each.

Provie a %rief escription of the staeholer group$ an its involvement +ith thepro"ects'stem.

5oals6

&nform the 4ta%eholder Ero!p 1a%out the %enefits +hich +ill provie to them.

ecure timel' 4ta%eholder Ero!p 1participation in the efinition of

common %usiness functions that +ill %e integrate into

esign an evelopment. Participate in the communications fee%ac loop$ %' proviing comments

%ac to the messenger %ase on the message receive.

%"ectives6

Promote the 4ta%eholder Ero!p 1participation in the integrate

system names'stem.

7everage the 4ta%eholder Ero!p 1as avocates for pu%lic

unerstaning$ support$ an funing.

8evie+ all tactical ocuments to ensure that the' meet 9plain language:

criteria.

Provie a %rief escription of staeholer group$ an their involvement +ith thepro"ects'stem.

5oals6

&nform an secure commitment from 4ta%eholder Ero!p ?to support

an participate in .

upport 4ta%eholder Ero!p ?so the' ma' full' utili*e the functions of

in their e' %usiness processes.

%"ectives6

taeholer 5roup 2participate in %' &+ith appropriate resources$ program management$ anpolicies to support their participation.

;evelop communications messages$ materials an activities that respon

to the nees of taeholer 5roup 2


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Provie a %rief escription of staeholer group$ an their involvement +ith thepro"ects'stem.

5oal6

&nform 4ta%eholder Ero!p @oversight organi*ations on the nee for

$ its scope$ an progress of implementation.%"ectives6

Create a sense of urgenc' in the 4ta%eholder Ero!p @communit' for

timel' evelopment an implementation.

7everage staeholers as proviers of strategic irection an avocates

for funing$ pu%lic unerstaning$ an pu%lic support.

8eport progress to the planning group an 4ta%eholder Ero!p @.

[Insert the sta%eholder analysis or provide a reference to where it is stored.]

) COMMUNICATIONS VEHICLES

)&% COMMUNICATIONS MATRI*

The Communications >ction Matri- is use to efine etails regaring thecommunications activities that are use uring the course of the pro"ect. The

matri- is evelope an maintaine %' the Pro"ect Manager$ or a mem%er of the&ntegrate Pro"ect Team. The pro"ect team an the /usiness +ner +or togetherto evelop a 9matri-: of communications activities aroun each pro"ect milestone.This matri- +oul inclue etaile activities such as6

;esignate 9o+ners: responsi%le for communications proucts an activities

for each pro"ect milestone

The resources re,uire for these efforts in terms of personnel an %uget$

an +here the personnel an %uget +oul %e o%taine

> list of e' messages an %enefits statements$ +ith an assigne message

9o+ner: as a central point of contact Processes for vetting communications messages an proucts

7ist priorit' customer groups targete for participation in &

incluing6o The polic' level contact to %e approache at each organi*ation. This

person shoul %e empo+ere to mae ecisions regaringparticipation in an ongoing commitment to .

o The scheule for approaching each? an

Communications Management Plan (v 1.0) Page@ of 12


Nme Title St+e,olderGro-p

Cont.t Comm-ni.tions Ve,i.le Comments


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o The esignate spoesperson from the tase +ith

eveloping the relationship +ith each targete group.

7ist contacts from current (legac') s'stem users$ inicating6

o hether the' are the appropriate representatives to carr'

communications an change management messages into theirenvironment? an

o &f the current contacts are not the appropriate person$ such contacts

shoul %e ientifie an inclue in planning.

The follo+ing is a sample Communications >ction Matri-. >itional ro+s shoul %eae to the matri- as re,uire %' 'our pro"ect.

[Insert the comm!nications matri+ or provide a reference to where it is stored.]

)&%&% Pro/e.t Meetin0s

[Insert the pro*ect meetin$ sched!le or provide a reference to where it is stored.]

)&%&' Pro/e.t Reportin0

[Insert the pro*ect reportin$ sched!le or provide a reference to where it is stored.]

)&%&) Ot,er Comm-ni.tions Ve,i.les

[Insert the other comm!nications vehicles or provide a reference to where it is

Communications Management Plan (v 1.0) PageA of 12


Ve,i.le Tr0et "es.riptionP-rpose

$re1-en. O2ner "istri3-tionVe,i.le

Internl4E5ternl

Comments

Meetin0 "es.riptionP-rpose

$re1-en. O2ner Internl4E5ternl

Comments4Prti.ipnts


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stored.]

Communications Management Plan (v 1.0) PageB of 12


Ve,i.le "es.riptionP-rpose

$re1-en. O2ner Internl4E5ternl

Comments4"istri3-tion List


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Comm-ni.tions Mn0ement Pln Appro!l

The unersigne acno+lege the' have revie+e the Communications Management Plan an agree +ith the approach it presents.Changes to this Communications Management Plan +ill %e coorinate +ith anapprove %' the unersigne or their esignate representatives.

[7ist the individ!als whose si$nat!res are desired. ;+amples of s!ch individ!alsare ,!siness 4teward& Pro*ect #ana$er or Pro*ect 4ponsor. dd additional lines

for si$nat!re as necessary. ltho!$h si$nat!res are desired& they are not alwaysre!ired to move forward with the practices o!tlined within this doc!ment.]

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APPEN"I* A6 RE$ERENCES

[Insert the name& version n!mer& description& and physical location of anydoc!ments referenced in this doc!ment. dd rows to the tale as necessary.]

The follo+ing ta%le summari*es the ocuments reference in this ocument.

"o.-mentNme nd

Version

"es.ription Lo.tion

[Provide description of thedoc!ment]


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APPEN"I* B6 (EY TERMS

[Insert terms and definitions !sed in this doc!ment. dd rows to the tale asnecessary. 5ollow the lin% elow for definitions of pro*ect mana$ement terms andacronyms !sed in this and other doc!ments.

The follo+ing ta%le provies efinitions for terms relevant to this ocument.

Term "e7inition

[Insert erm] [Provide definition of the term !sed in this doc!ment.]




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communications management template

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