Table of Contents
Introduction 3
Scope 4
Objectives 5
Approach 6
Communication Topics 7
Tools and Techniques 8
Communications Calendar 9
Introduction
[Insert an introductory paragraph describing what this communication is for, e.g. to document the formal strategy in identifying the best methods to deliver timely information to different stakeholders who will be involved by the ABC Project. The plan also identifies the type of communications and the method of delivery that will be shared by the Project Management Office (PMO) and adopted by the organization]
Scope
[Insert a summary of the scope of the communication plan. For example, the scope of the communications plan might be to cover the overall communications approach – across aspects like project awareness, training initiatives and implementation details]
Objectives
[In this section, describe the objectives of the communication plan. For example, a communication plan must provide a structure and schedule regarding the objectives, development, and distribution of information sent to the different audiences involved.
The following are some sample objectives of a communication plan:
· Ensure that PMO processes and tool(s) are communicated and utilized.
· Improve communications between project managers, departmental heads and executives through adequate awareness and training and provide accurate and timely reports such as program status reports, management reports and issue escalation and resolution.
· Facilitate the use of standard project management techniques, methodologies, and tools by the project managers in the management of the day-to-day project activities.
· Establish structured, periodic dialog with key stakeholders regarding the performance of the ABC Project.]
Approach
[It’s critical to describe in this plan how you’re planning to execute communications in the project.
Usually, a communications plan diagram is used to provide a high level overview of the communications that will be facilitated by the PMO. The types of communications range from preparing management reports to promulgating PMO processes and tools to project teams.
A well-structured awareness and training program will provide the necessary vehicle in communicating and adopting the best practices in project management across the organisation.
The following is a three step approach in achieving the above objectives:
· Target the audience to determine the identities, responsibilities and decision rights of key stakeholders.
· Define communication topics for creating awareness among stakeholders.
· Develop a communications calendar that will permit structured, regular dialog with key stakeholders regarding the performance of the ABC Project.]
Internal Stakeholders
[Insert a summary of the internal stakeholders within the project – an example is shown below]
Audience / Description / ResponsibilitiesSponsor / The Sponsor leads the group within “COMPANY” organisation. / Holds ultimate responsibility for all communications within “COMPANY”
Business Leads / The Business Leads supports the projects within the “COMPANY” organisation. / Support and drive the PMO initiative within “COMPANY” area of responsibility (e.g., Consumer Finance, Investment Bank).
Department Head / The Department Heads head the various departments within the “COMPANY” organisation. / Support and drive the PMO initiative within Departments
Project Managers / The Project Managers manage various projects or operational activities within “COMPANY”. / Adopt newly introduced project management practices in most effective manner within project teams
External Stakeholders
[Insert a summary of the external stakeholders within the project – an example is shown below]
Audience / Description / Responsibilities“COMPANY” Board of Directors / The “COMPANY” Board of Directors is responsible for overseeing the “GROUP” posture of the organisation. / Overall “GROUP” posture of organisation
“COMPANY” Executive Forum / The “COMPANY” Executive Forum is comprised of business and technology representatives from business units within “COMPANY”. / Provide support to PMO initiative; ensure effective assignment of “COMPANY” responsibilities and resources
Communication Topics
[List down the topics aimed at creating awareness and also developing a better understanding of project management methodologies among project stakeholders:
Project Sponsors Status Updates
• Content A
• Content B
Project Execution Team Updates
• Content A
• Content B
Training
• System training
• Process training
• Risk training summary]
Tools and Techniques
[Describe the various distribution tools and techniques used for project awareness and training within the organization. A sample table listing the effective methods is shown below.
Presentations / Face-to-face sessions coordinated and presented by specialized CMT personnel. /
Training Sessions / Formal training sessions conducted on specific knowledge areas affected by the project scope /
Discussions / Focus group discussions among small groups of staff members conducted by specialized DEF personnel. /
E-Mail / Concise awareness messages provided to serve as quick reminders of PMO practices. These should be changed frequently to remain effective. /
PMO Newsletter / A periodic newsletter can be distributed on a regular basis to address a wide range of PMO issues, practices, and topics for stakeholders. /
Intranet website
(Link to PMO, Message Forums) / Utilize the ABC Intranet site to disseminate PMO awareness information, best practices and other documents, as well as provide up-to-date status on programs. This is an optimum location to post information of an immediate nature. /
Tutorials/Webcasts / On-line courses in which the instructor Webcasts a pre-recorded or live lecture. /
Communications Calendar
[The following table outlines a sample communications calendar that will be maintained by the PMO, the methods (media) that will be used to deliver these communications, the frequency of these communications, the targeted audience and the person with responsibility for creating and delivering these communications..
The communications calendar is a “living” document that will be revised according to the needs of the program.]
9
© [insert your firm’s legal name] [Year]. All rights reserved.
Confidential & Proprietary