I am meeting a very High Level person to discuss our project communications plan. I do not know how to proceed and what to discuss at this important meeting. Any ideas? Saving Changes...
I hope I'm getting this info to you while you can still use it. There is a pretty good template for creating a communication plan at Communication Plan Template! (in JPACE) (It's in a Word format and easy to use.)
Communication planning is one of the simplest (i.e., "straight-forward" -- not to be confused with easiest, "done without effort"), yet most neglected activities in both project management and process improvement. Besides the template I mentioned, there is also a sample communication matrix to which I can point you (I may have to send you this one...). If I end up sending it (email, of course), I'll make sure it gets posted on the site so others might be as enlightened as you ;)
Whatever the case, the combined effect of these documents is that you will come off looking like a champ and getting a big fat raise for being so smart or resourceful or some other thing you won't mind being. If just remember the following you'll be far ahead of the crowd in crafting (and discussing) a communication plan intelligently:
- It's all about getting the word out -- over and over and over usually.
- To whom do we have to "speak". Include both the big groups (2 minute overview at the next quarterly department briefing) and the critical individual stakeholders (audience with the CIO or funding department head).
- The message is the medium (or something like that). Consider all available communication vehicles you have at your disposal (e.g., email, web-site, collaboration tools, live presentations/meetings, elevator speeches, printed collateral, off-site events, etc.). I worked with one client that wanted to use drama as part of the communication activities -- why not? The point is it's not just to whom you need to talk and what you need to say, but how you plan to say it.
- Choose your messenger wisely. The wrong personality associated with a message or addressing the wrong audience creates what the communication pin-heads call "noise". Meaning, I can't hear what you're saying because your shirt's too loud (not really, but you know what I mean).
- Consider separating your Communication Plan from your Marketing Plan. I know I haven't really spent any time here addressing differences, but if you are planning for a large of long-term project or program it's something to consider. To get your head around the difference, think of it as the difference between what a sales and marketing function does and what a customer support function does. I'm shopping for a Jeep Wrangler (...this week -- long story). The information I get from the dealership and the marketing collateral tells a very different story from that of the owners clubs and online enthusiast communities. They both serve an important role and carry an important message, but not the same message. The marketing plan sells the project and goes ahead of you and clears the way; the communication plan keeps each role aware, supportive, and prepared (...if you have the four cylinder engine, towing anything larger than a family-sized cooler might not be a great idea...).
- Measure your success. Find relevant measures that will give you an idea of how to modify the plan(s) periodically.
- A simple plan executed is better than a complicated plan ignored. So, make sure the plan is actionable. If it's not, it's not finished.
- One more thing -- plan to recast the communication plan periodically and link major sections of the plan to major project milestones. You need focus.
I'm sure there's a lot more that should be said, but this is a start. Hey, I hope this helps. BTW, I just attached the file (i.e., the matrix; you still need to follow the link to the communication plan template to get both files that I mentioned above.
Good luck. Let me know how it goes. Saving Changes...
Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
While written communications are essential, be sure to not overlook the need for plenty of face-to-face time with peers and upper management. I like to deliver status reports by hand to key people and chat awhile about the project. Great opportunity to update them on the accomplishments of others and spread the credit around. Demonstrates your leadership and builds your network at the same time. Saving Changes...
I have the same dificulties as Benjy. I had just joined a public utlity company as project communication officer. In fact I do not have any experience in it, and my boss did not give me any guidlines for doing the communication plan. Since the project is newly launched, they had only carried out 2 communication sessions for the staff. So any other suggestions? Saving Changes...
Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
Some of the links are useful for me to understand more about communication plan. Actually my role is working as a coordinator/PR for this project team. It's regarding a project "upgrade of call center". My tasks include holding communication session once a month with those call center staffs, and getting feedbacks from them. Besides these task, I do not have a clear picture of what shall I communicate with them... Saving Changes...
Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
Ah - I think I see. First and foremost you want to communicate progress and any issues that could impede the projects progress. Then, you need to listen and facilitate their needs and concerns so that they can be properly captured and communicated back to the project manager and other stakeholders. As the P/R person you want to cultivate open dialogue, seek to clarify issues and to keep the staff upto date on the when, what, where, and why's of the project.
I suggest you create a structure for the sessions that begins with what was targeted to be accomplish during the month, what actually got accomplished, what issues need to be resolved and what will be accomplished next month. Then field questions. Use a flip chart to write down concerns. It shows you are listening and they can see that you understand what they said.
Thanks Michael. Well I have followed what you suggested me to do. In fact, what I am doing in the communication session is to update on when,what,where and why of the project. So besides communication sessions, what kind of channels will be best suit for projects? Emails update, bulletin? - I am trying to avoide those complicated tasks! Saving Changes...
Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
Benjy - I use to do a very simple project update every few weeks. It basically focused on what was accomplished that was planned to be accomplished, what slipped and the actions that were being taken to get the slipped items back on track, the decisions that were pending that needed to be made NOW and what was going to happen over the next few weeks. This usually took 1 to 2 pages and was easy to maintain. People could read it fast and it gave them enough information to stay informed. Most communication is best done face-to-face when possible. Next tele-conferences work well. But no matter what you need to document the project status on a regular basis for the record so to speak. Saving Changes...
Anonymous
Hi, I'm new to PM and I was hoping if someone can help me out. I need to draft a change management plan for the roll-out of our project. What goes in a change management plan? any standard templates out there??? Saving Changes...
Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
