Project Communication Planning Templates

Producing worthwhile work is only half the battle. Ensuring that the rest of your company knows how to use the resource relevant to them is just as important.

Process to Facilitate Program Communication This collection of templates and guidelines facilitates the Program communication process by ensuring the correct messa appropriate audience. They can be used as a process from start to finish, or individually to supplement your current plan.

Tools and Templates Project/Program Stakeholder Analysis

Description

Please refer to the Stakeholder Management plan and stake template

Communication Plan Template

Outlines goal, format, frequency, channel and owner of com each stakeholder

Communication Goals Matrix

Allows identification of appropriate form of communication fo when rolling out a new product or service

Marketing Plan Timeline

Details the timing of audiences for and owner of communica products and services

Announcement Process Map

Articulates the standard review process for any planned proj service announcement

Communications Log

Outlines the timeline, details, and ownership around each Pr communication that has been issued

Communication Channels Template

Provides a collection of communication channel choices to a best direct how each message engages or informs a given a

ws how to use the resource and how its

ensuring the correct message reaches the pplement your current plan. This template can

Description

Management plan and stakeholder analysis

channel and owner of communication with

e form of communication for target audiences r service

or and owner of communications about new

rocess for any planned project, product, or

d ownership around each Project/Program ued

ication channel choices to allow business to ngages or informs a given audience

Project/ProgramCommunication P
Instructions: Modify this template to identify the owners, timelines, and details for each communication.

Project/Program XXX
Audience Core Team All Extended Team All All Customers Business Unit and Functional IT Managers Business Unit and Functional IT Managers Business Unit and Functional IT Managers Business Users Regional Infrastructure Managers Vendors IT Procurement Manager Management IT Management/Leadership IT Management/Leadership IT Management/Leadership IT Management/Leadership Business Unit A - COO Business Unit A - CIO Business Unit A - CEO Regulatory Agencies Audit Representative Status Update Project Status Report Status Update Technical Recommendation Review Identify Interview Candidates Share Interview Summary Close Loop Feedback Process Requirements Survey Request Heads up - Project Support Memo Status Update Project Results Project Plan Review Project Results Close Loop Feedback Process Status Update Plan Review Close Loop Feedback Process Project Status Report Review results and gain consensus on recommendations Formal memo describing the project and requesting names of business users Summary of information gathered via the interview Formal memo detailing action plan Formal memo describing the project and requesting completion of the requirements survey Copy of the formal memo describing the project and asking for support during requirements gathering Project Status Report IT Leadership Presentation Review project charter and work breakdown structure Review results and gain consensus on recommendations Formal memo detailing action plan Project Status Report Review communications plan and requirements gathering process Formal memo detailing action plan Status Update Meeting Minutes Communication Goals Communication Description

ommunication Plan Template

each communication.

ject/Program XXX
Target Date or Frequency Weekly Owner Communication Delivery Method E-mail Comments

Project Manager

Monthly 24-Nov

Project Manager Project Manager

E-mail Meeting

20-Nov Immediately following interview 5-Dec

Project Manager Interviewer

E-mail E-mail

Project Manager

E-mail

11-Dec

Project Manager

E-mail

18-Nov

Project Manager

E-mail

Monthly Nov 2-Sep 25-Nov Dec Monthly 24-Nov 5-Dec

Project Manager Project Manager Project Manager Project Manager Project Manager Project Manager Project Manager Project Manager

E-mail Presentation Meeting Meeting E-mail E-mail Meeting E-mail

Monthly

Project Manager

E-mail

Communication Goals Matrix

Collecting Credit

Instructions: Modify this template to identify the goal for each target audience, customer segment, and form of communication communications for this project.

Target Audiences:

(Completed for Governance Bodies) Governance - IT Services Leadership Team Governance - Steering Committee Governance - Architecture Committee Governance - Sponsorship (Completed fo Program Organization) Programs - BU Individual Contributors Programs - BU Individual Contributors Programs - BU IT Management Programs - BU Controller Programs - BU Management Programs - Admin Individual Contributors Programs - Admin IT Individual Contributors Programs - Admin IT Management Programs - Admin Controller Programs - Admin Management Programs - IT Services Individual Contributors Programs - IT Services IT Individual Contributors Programs - IT Services IT Management Programs - IT Services Management Programs - IT Services Strategic Account Manager (Completed for Every Project Organization) Project A - BU Individual Contributors Project A - BU IT Individual Contributors Project A - BU IT Management Project A - BU Controller Project A - BU Management Project A - Admin Individual Contributors Project A - Admin IT Individual Contributors Project A - Admin IT Management Project A - Admin Controller Project A - Admin Management Project A - IT Services Individual Contributors Project A - IT Services IT Individual Contributors Project A - IT Services IT Management Project A - IT Services Management Project A - Location Managers (Completed for Organization/External Bodies if applicable) Global - BU Individual Contributors Global - BU IT Individual Contributors Global - BU IT Management

Awareness x x x x x x x x

Global - BU Controller Global - BU Management Global - Admin Individual Contributors Global - Admin IT Individual Contributors Global - Admin IT Management Global - Admin Controller Global - IT Services Individual Contributors Global - IT Services IT Individual Contributors Global - IT Services IT Management Global - IT Services Management Global - Location Managers

x x

Customer Segments:

Executives Global Collaborators Mobile Office Workers Office Workers Plant Workers Road Warriors Technical Workers

x x

Forms of Communication:

Announcements - Formal Audio Conference Brown Bag Luncheons Services/Admin Department Meetings IT Services/Admin Partnership Marketing Services/Admin Staff Meetings Project Meetings Website Customer Focus Group Email - Informal Email - Power Point Presentations Email - Power Point Presentations w/Audio Face to Face Forums Give Aways Functional Council

x x x x x x x x x x x x x x x x

Collecting Credit x x x x x x x x

Awareness

Collecting Credit

Awareness

Memos Intranet Pamphlets and Flyers Phone Calls Posters & Banners Presentation: Multi-Media Publications: Digital Digest Sales Kit - Power Point Presentations Sales Kit - Power Point Presentations w/Audio Global Account Managers Department Meeting Service Catalog Share Forums Teleconferencing User Groups Video Conferencing Voicemail Web Meetings Workshops Others

x x x x x x x x x x x x x x x x x x

x x

x x x x x x x

atrix
Advertising and Promotion x x x x

gment, and form of communication used in

Feedback

x x x x

Training

x x x x x x x x x Training Training x x x x x x x x x x x x x Advertising and Promotion Advertising and Promotion

x x x x x x

x x

Feedback

Feedback

x x x x

x x x x x x

x x

x x x x x x x x x x x x x x

x x x

x x x x x

x x x x x x x x x x x x x x x

Project Marketing Plan Timeline

Instructions: Modify this template to identify the timeline, details, and ownership around each project communication.

Project XXX
First 90-Days Plan First 90-Days Marketing Plan Activities Create Power Point presentation for Governance Target Audiences Owner Date 1-Mar Steering Committee, Product Manager Architecture Committee, Sponsors 30-Mar IT Steering Committee, Project Team Architecture Committee, Sponsors 10-Apr Global Account Marketing Head Managers

Final solution review with Governance

Review product specification with Account Management team Second 90-Days Plan Second 90-Days Marketing Plan Activities Create formal announcement

Target Audiences Project Date 25-Apr - BU Individual Contributor Project Manager 5-May & BU Manager 1-Jun Individual Contributors Project Manager

Create brown bag agenda

Create brown bag Power Point presentation

20-Jun - Individual Contributors 25-Jun

Product Manager & Service Manager

Beyond 180-Days Plan Beyond 180-Days Marketing Plan Activities Formal announcement Target Audiences Owner Date 1-Jul BU Individual Contributor Product Manager & BU Manager 1-Sept - Individual Contributors 31-Oct 15-Sept - BU Manager 31-Oct Service Manager

Brown bag lunches (Power Point presentation)

Meetings with BU managers

Strategic Account Managers

meline

roject communication.

Comments Needed for project team to gain final launch approvals Gain final launch approvals

Account team education

Comments Target toward BU Individual contributors that fall into the target market segments identified NA Only (Will provide the materials to the regions)

NA Only (Will provide the materials to the regions)

Comments

To ensure that all announcements are adequately reviewed and help process participants understand communications roles in processes and timing and requirements, the PMO creates a communication process overview that identifies the process partici PMO team is charged with initial development of any necessary announcements, which it then forwards to the relevant project

ANNOUNCEMENT PRO

Announcement Needed

Notification Of Leadership & Key Regional/ Management Contacts

Draft Prepared

Issues/ Questions?

Draft Content reviewed by Project/Communications/HR Team NO

Announcement

Approved

Communications Log/Website Updated along with comments YES

understand communications roles in both project/program and business communication iew that identifies the process participants and their roles in announcement or communication delivery. The hen forwards to the relevant project team and BU and regional leadership for review and final approval.

NNOUNCEMENT PROCESS MAP

Notification Of Leadership & Key Regional/ Management Contacts

Issues & Questions must be resolved before proceeding to next step

Issues/ Questions?

Revise/Resolve

Announcement

Communications Log/Website Updated along with comments

tions must d before next step

Communications Log

Instructions: Modify this template to identify the timeline, details, and ownership around each Project/Program commun
Communication Vehicle Comm Event Delivery Method Target Audience Key Messages

Communication

Approach

Purpose

Log

d each Project/Program communication that has been issued

Frequency

Dates

Sender

Developer

Status

Communication Channels Template

This collection of communication channels allows to best direct how each message engages or informs a given audience.

Engage:
Communication Channel CXO Office Hours CXO-Hosted Social Events CXO Q&A Roundtable Frequency Weekly Quarterly Monthly Audience All Employees All Employees All General Managers

Staff Meetings

Quarterly

All Employees

Communy Service Events

Quarterly

All Employees

Inform:
Communication Channel Town Hall Meetings Frequency Quarterly Audience All Employees

Manager Forum

Quarterly

Managers

Employee Newsletter Weekly email Intranet CXO Scorecard / Metrics

Monthly Weekly N/A Monthly

All Employees All Employees All Employees Managers

Key Topic Cheat Sheets

Quarterly

Managers

Climate Survey

Annual

All Employees

els Template

ngages or informs a given audience.

Description Provides a channel for one-on-one discussions wh the CXO Brings the CXO together wh six or seven analysts and programmers on a monthly basis Provides the CXO wh a means of interacting wh managers to check morale Offers an opportuny for the CXO to have conversations wh line staff and engage employee concerns, then cascade information throughout the business The organization sponsors service events to give back to the communy

Description Serves as an avenue for downward communication about strategy (department updates, financial statistics, key issue updates, Q&A, etc.) A live event intended to solic support from managers regarding upcoming changes. In this forum, leaders provide updates and highlight milestones of large projects and corporate-wide iniatives. Updates employees on ongoing projects and company strategy Lists updates from across the organization and sent to all employees An avenue for broadcasting announcements to employees These metrics keep managers in the loop on how is performing against s goals These are monthly one page "cheat sheets" on key topics (i.e. sourcing, service availabily, patent disclosures, corporate and imperatives, survey results, etc.) This email gathers information and feedback from employees