PROJECT COMMUNICATIONS STRATEGY Insert Project Title

PROJECT COMMUNICATIONS STRATEGY – [Insert Project Title]

[Insert Project Title]

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1Introduction

1.1Purpose

The Communications Plan documents the communication processes, stakeholder’s analysis and communication activities to be undertaken throughout the project.

1.2Objectives

1Raise the general awareness and understanding of the project, and ensure perceptions are managed;

2Maximise ongoing commitments and support of the Project Sponsor and key stakeholders for all aspects of the project; and

3Optimise project communication opportunities and minimise communication or misinformation risks.

1.3Scope

This plan covers the communication process, tools and techniques to be used for the duration of the project.

2Communication Procedure

[This procedure provides an insight into how to prepare a communication management plan. Please read it before proceeding with this template.]

The project will adopt the communication processes identified in the “PMO Communication processes” document available on the PMO intranet.

3Communication Themes

3.1Key Messages

[Identify key messages that the project manager \ project sponsor will use when communicated about the project.]

Text example:

“The key messages to be communicated about this project are:

ITS’s Project Management capabilities increasing – The PMO will utilise the delivery of this project as a platform to increase project management capabilities. Emphasis will be given to finance and scope, schedule development and forecasting and creation of a repository for project registers (SharePoint). “

3.2General Sensitivities

[Define general political, reputational or other sensitivities about this project that the project expects. This section will help develop positive engagement strategies in the Stakeholders orientation section.]

CHALLENGES / COMMUNICATIONS RESPONSE(S)
Tight project timelines which, unless managed effectively, could impact the breadth of consultation and quality of outputs / Directlyshare with stakeholdersthe project timelinesand explainthe constraints the Project Team is working under, as well as communicating the timeline onthe Project Team website and project newsletter
Identify and promote opportunitiesfor stakeholders tobe involved
Tailor consultation processes where possible to ensure stakeholdershavean opportunitytoengage ieif there is only a short period toprovide feedback, proactivelyengage withthe stakeholder rather thanwaiting for a response
Potential stakeholder confusion about the Project approach, scope and / or the nominated project solution / Clear and agreed messagesabout the projectand key decisions communicated both formally and informally
Creation of a simplefact sheet/chart which illustrates the project approach and nominated solutionand opportunities toprovide input
Reiterate the approachat any consultation forum
Utilise existing communications forums toconvey key messages(e.g. existing regulator newsletters, links toProject Team website,workshops)
Key opportunitiesfor input and decisions advised via monthly newsletters and Project Team website
Potential stakeholder dissatisfaction about the opportunities to provide communication input and influence the way they are communicated / Clear and agreed key messages about the project and opportunities to provide input and feedback
Development of a simplefact sheet/chart which illustrates the processand opportunities toprovide input
Reiterate the project processat any consultation forum
Ensure that all input by stakeholders is appropriately addressed in a timely manner
Potential anxiety among staff about the change / Consistent, regular message toall staff
Development of a ChangeManagement Plan in close consultationwith current Division Heads as required
Managing staff expectations about the software capability / Clear and agreed messagesabout the projectand functional design elements communicated both formally and informally
Strong leadership by the Project Executive and Project Team members
Lack of stakeholder buy in for the proposed solution / Strong stakeholder engagement and communicationprocesses toensure stakeholders are involved in the project
Clearly demonstrate the advantages and efficiencies the project will deliver
Clearly articulate the ‘big picture’ goal and that the project is working for and the benefits of a best‐practiceapproach

3.3Potential “Good News” Project Events

[Identify events that if broadcasted can put the project (or project sponsor) in a favourable light and create momentum within the team.]

EVENT / AUDIENCE / SUGGESTED APPROACH AND MESSAGES

3.4Potential “Bad News” Project Events

[Identify events that could cause the project to look bad in the eyes of the user or stakeholders and develop a strategy to reduce the impact on the project.]

EVENT / AUDIENCE / SUGGESTED APPROACH AND MESSAGES

4Stakeholders Analysis

4.1Key Stakeholders Groups

[List all stakeholders and place them in the chart based on their current state of influence and interest levels. Next, place stakeholders in their desired state. If different, you will need to develop a positive engagement strategy in the next section “Stakeholder orientation”]

The following chart presents the stakeholders levels of interest and influence with regard to the project:

4.2Key Stakeholders Orientation

[The purpose of key stakeholder orientation is to segment stakeholders based on their interest, impact and communication preferences. This is best done in a table (possibly in Excel) The Excel template also includes explanation of each column. ]

Stakeholder group / Internal/External / Overall Support Rating / Interest and \ or concerns / Positive Engagement Strategy / Method of Communication / Frequency / Feedback

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