Communication Strategy & Plan
< Project Name > Insync Supply Chain Management
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The <name> Project Communication Strategy & Plan (This Plan) provides a framework for managing the exchange of information both within the project, ...
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Communication Strategy & Plan
< Project Name > Insync Supply Chain Management
Document Control
Changes History
Issue
Number
Date Author Change
Authorised by
Role Name Signed Date
Distribution
Name Organisation
Insync Supply Chain Management – Project Management Templates 2 | P a g e
- DOCUMENT CONTROL Contents
- CHANGES HISTORY
- AUTHORISED BY
- DISTRIBUTION
- CONTENTS
- BACKGROUND
- PURPOSE AND SCOPE
- STAKEHOLDERS AND KEY AUDIENCES - Principal Stakeholders - Secondary Stakeholders
- OBJECTIVES
- COMMUNICATION ISSUES / RISKS
- KEY MESSAGES
- INFORMATION BRIEF
- METHOD OF COMMUNICATION AND FREQUENCY
- INFORMATION SOURCES / CO-ORDINATION
- KEY CONTACT POINTS
- ANNEX A. COMMUNICATION PLAN
- FORWARD ACTIVITY PLAN
Insync Supply Chain Management – Project Management Templates 4 | P a g e
A stakeholder analysis has been carried out by the project, and the results documented in
The stakeholders identified from stakeholder analysis are listed below. Some of these groups will need to be kept informed of progress towards, and the achievement of, key milestones as well as findings and decisions that may indirectly impact their relationship to the project. However, other stakeholders require very detailed and frequent communication because their organisations or job functions may be directly affected by the implementation of the
The primary communication requirement for all stakeholders is to keep the project informed of any issues and concerns that may impact the scope, schedule, quality or cost of the project. Note that specific Project Issues should be raised using agreed procedures, and this may have to be completed by the
Principal Stakeholders
x
x
x <and any other principal stakeholders identified by the project, noting that above stakeholders should be deleted if not relevant to the project>.
Secondary Stakeholders
x
x
x <and any other secondary stakeholders identified by the project, noting that above stakeholders should be deleted if not relevant to the project>.
Objectives
The objectives of the
x To inform internal and external stakeholders:
9 Provide stakeholders with timely, factual and appropriate information about the project development and implementation process;
Insync Supply Chain Management – Project Management Templates 5 | P a g e
9 Communicate with stakeholders in ways that directly respond to their information needs;
9 Formalise a process that will allow the project team to provide project information, strategy and status updates to interested and affected parties, as the project evolves;
9 Communicate implementation schedules;
9 Document achievements as well as barriers;
9 Increase acceptance of the project through open, honest communication regarding the status of the project.
x To enlist the participation of stakeholders:
9 Clearly communicate the benefits and challenges that the project will present, and the stakeholders’ roles in making it successful;
9 Acknowledge the importance of stakeholder involvement in, and contribution to, a successful implementation thereby ensuring continued use of
9 Strengthen project partnerships.
x To prevent misdirected communication and to curb rumours:
9 Clarify the roles and responsibilities of various project partners in decision making, project activities and communication;
9 Manage stakeholders’ perceptions and expectations of the project requirements and outcomes;
9 Reduce fear, uncertainty and rumours through comprehensive, timely and accurate communication.
x To obtain feedback from stakeholders:
9 Develop a mechanism through which all stakeholders can provide feedback, communicate concerns and discuss issues relating to the project development and implementation;
9 Provide a forum for, and encourage, two-way communication;
9 Evaluate, direct and escalate issues to appropriate arenas for resolution.
The following factors are critical to the success of project communication:
Insync Supply Chain Management – Project Management Templates 7 | P a g e
Information Brief is true, easy to understand, and up to date to within 24 hours at the time of writing.
The Information Brief is an essential information tool used by Corporate Communications to manage the flow of information to your company’s most influential stakeholders. It can be accessed through the your company’s intranet site by all staff and is used for the following purposes:
x Information source for corporate monthly updates to key stakeholder segments including
x Information source for corporate features and news releases to stakeholders including media, newsletters/websites and internal communications channels.
x To brief Directors, CEO, and other staff on projects.
<Named role/person> will be responsible for updating the Information Brief, as frequently as necessary, but no less than once a month on behalf of the
Method of Communication and Frequency
The Communication Matrix at Annex A shows the type, purpose, owner and frequency of project documents used to communicate information to stakeholders.
The types of communication identified as necessary for the successful development and implementation of the project are as follows:
x Communication Strategy and Plan – The Project Manager will review and publish to stakeholders this Communication Strategy and Plan every six months.
x Project Plans – The Project Manager will maintain, publish and update at pre-determined dates all project, stage, resource and cost plans for use by the Project Board and Project Team.
x Forward Activity Plan (see Annex B) – The Project Manager will publish and update at regular (at least monthly) intervals a schedule of the high-level project activities and upcoming events. This will identify key stakeholder involvement of the specific events relevant to them.
x Feedback Requests – surveys, questionnaires, interviews, and focus groups will be used when necessary to solicit information from project stakeholders.
Insync Supply Chain Management – Project Management Templates 8 | P a g e
x General Project Information – The Project Manager will arrange to have general project information readily available to all stakeholders.
x General Updates – regarding the project status, implementation schedules and other information will be distributed to stakeholders as necessary through inclusion in project briefings or upon request. [Also, see section 7 above.]
x Status Reports – outlining project status, will be issued regularly to the SRO and the Project Board. These will include significant accomplishments, anticipated accomplishments, significant issues/risks raised and resolved, and deliverables recently completed or upcoming.
x Risk and Issue Registers – The Project Manager will maintain all risks and issues on the appropriate Risk and Issue Registers. Key risks and issues will be reviewed <weekly/monthly> at project meetings.
Communication Media is the actual method by which messages will be delivered to the target audiences. Though not an exhaustive list, the following will be used during the life of this project:
x Electronic Mail (e-mail) – will be used as means for informal and ad-hoc communication between the
x Documents – all deliverables will be provided to appropriate parties in electronic copy; paper copies can be provided on request.
x Meetings – an important vehicle for the
x Status Reports – see section 8.2.
x Presentations – the <named role/person> will identify opportunities, and respond to requests, to make formal and informal presentations at <name User Group meetings, Road Shows, etc.> as well as other < your company’s> partners.
Insync Supply Chain Management – Project Management Templates 10 | P a g e
Project Support Office
Telephone
mobile
Communications Address for Correspondence:
Company Address
Street, City
Insync Supply Chain Management Annex A.
Communication Plan
TITLE
DESCRIPTION
PURPOSE
OWNER
FORMAT
RECEIPIENTS/ FREQUENCY
Documents Project
Mandate, Brief Vision Statement,
Documents illustrating
(^) the aims,
objectives, scope & strategy
Manager Project
documents Word
After Major Review Project Board members,
Business Case
objectives <your company’s> the achievement ofLinks an investment to
planning, deliver Provides a justification to proceed with
y, business change
management and benefits realisation
Manager Project
documents Excel Word &
After Major Review Stakeholders Project Board members,
Strategy & Plan Communication
communication activities Strategy and plan for the
Identifies stakeholders’
(^) communication
needs and frequency
Manager Project
document Word
Monthly Review
Plan Forward Activity
activities and events Detailed list of project
stakeholders at the agreed freque reaches all primary and secondary To ensure that appropriate information
ncies
Manager Project
Excel
Monthly Review
Stage Plans) Plan & Next Implementation (including Project Plans
risks, etc. deliveries, rollouts, costs, events, work packages, plans scheduling project Comprehensive set of
Facilitates the control and managemen
t of
the project and each project stage
Manager Project
MS
- Project
Monthly Review
Risk Register
identified during theThe log of all risks
management of risks Records, tracks and assists in the
Manager Project
Excel
Monthly Review
Insync Supply Chain Management TITLE
DESCRIPTION
PURPOSE
OWNER
FORMAT
RECEIPIENTS/ FREQUENCY
Meeting User Group
infor Meetings to gather mation from users
progress and issues and review project
accepted, and issues discussed agreed, project outputs are reviewed and To ensure requirements are identified and
Manager Project
Meeting
Every 3 monthsUser Group
Presentations Briefings &
Promoti
on of project,
activities and events
stakeholders and other interested parties To promote project and inform various
Manager Project
Various
On demand
Material Presentation Briefing &
documentary material Various electronic and
To support briefings and pr
esentations
ManagerProject
Various
Prior to event or upon request
Insync Supply Chain Management The Forward Activity Plan will be held as an Excel spreadsheet and maintained by the Forward Activity Plan
(^) <Project Manager/Project Office>
. It will be updated and distributed to
stake
holders on a <weekly/monthly
basis.
The plan will note that all communication is presumed to be the responsibility of the Project Manager unless the ‘box’ indica
tes otherwise.
All stakeholders raising any comments and queries on the Forward Activity Plan
(^) should be asked to address them to the
(^) <Project Point of Contact/Project Support
An example of the Forward Activity Plan is shown below. Office>.