XYZ CMHC
Project Communication Plan
The Leadership Team will insure that agency staff members, community members, partner agencies and others are aware of this initiative and its impact. Our plan includes the following elements to insure broad understanding and support for our plan to develop a Drug and Alcohol Intensive Outpatient Program:
Steps / Timeframe /
Results (Including Positive Outcomes, Staff Concerns, Confusion or Resistance) /
Follow-up, if needed- Face to Face Meetings with Staff:
The Leadership Team will meet with staff via program meetings that routinely occur throughout the agency including Outpatient Behavioral Program Development Meetings, Supervisors’ Meetings and Staff Meetings to discuss why this program is being developed, how it aligns with the agency’s strategic plan and to report on progress toward objectives. We will also solicit questions and feedback to make enhancements to the project. / Monthly beginning November 2016 / First meetings completed. Staff have identified training needs across the agency that are needed for project success. / Develop a training menu and calendar for 2017.
- Coordinators and Management Meetings:
XYZ has two regularly scheduled meetings of supervisors, coordinators, directors and chiefs across all programs. The Coordinators meeting includes those who oversee all operational arms of the agency. We will include reports and conversations on the OEI project as a routine agenda item. Our Management Meetings include our directors and chiefs who address cross cutting issues that require interdepartmental communication and collaboration for successful action. / Monthly beginning November 2016 / First meetings completed. Staff have identified aspects of agency culture and identity that will need to evolve to bring greater focus to the D&A component of our Outpatient program.
- Agency Newsletters:
XYZ has several routine communication tools to share information internally and externally. They include staff and volunteer newsletters and several program newsletters. Brief articles will be included that provide information and solicit feedback and questions. / Monthly beginning January 2017
- Presentation to Board of Directors:
The Leadership Team will provide an overview of the project to the Board and routine updates on progress. / Monthly beginning March 2017
- Marketing brochure/flier:
This project will address a significant issue in our community. Marketing materials will be developed to educate partner organization, to obtain their cooperation and feedback, and to reach prospective consumers and community members. / April 2017
- Website and social media:
XYZ routinely communicates information on programs and solicits community input through our website, Facebook and other social media. We will use these platforms to reach a wide audience with information on this project and how the public can become involved. / May 2017
- Building relationships with providers, resources:
This project required significant collaboration with providers throughout the community. Through individual meetings with providers, community meetings and an open house, we will share news regarding program development, implementation and successes. / May 2017 through July 2017
- Celebrate success:
In addition to sharing information on success externally, we will routinely meet with those responsible for implementation to assess progress and celebrate victories. Efforts will be acknowledged by Team Leaders and by the Board of Directors. / Quarterly beginning April 2017
- Regularly review processes, data, outcomes:
Long term success of the initiative is dependent on a common understanding of project goals and outcomes. We will share information on achievements and on barriers to internally and externally to build a shared sense of ownership for what is accomplished. / Quarterly beginning July 2017
