SAMPLE COMMUNICATIONS TABLE
This table may be adapted depending on the size and complexity of the project.
The Department Executive Communication is outside the scope of the Project Implementation Team, but is included here as a reference
Author / Originator / Target Audience / Objectives / Communication Vehicles / Frequency / Setting /The Department Senior Management / Department Public Relations Group / Public,
Press / Keep the Public and key constituents informed of program status, and maintain positive opinion of program / Face to face meeting, road shows / As required / As required
The Department Senior Management / Targeted Client and Department Ministers / Deputy Ministers / Directors / Keep Organization Leaders and key sponsors informed of program status, and maintain positive opinion of program
Assist Steering Team with maintaining support for program / Town Hall presentations to high and medium impacted audiences / Quarterly / To coincide with pre- scheduled Town Hall meetings
The following Communication Plan information is within the scope of the Project Implementation Team
Project Sponsor / Project Manager / The Department Senior Management / Keep Senior Management and key constituents informed of project status, and maintain positive opinion of program
Create active sponsors with basic understanding of program and process / Face to face meeting and presentations
Written status / Once per quarter
Once per month / Policy Meetings
Policy Meetings internal e-mail
Project Manager / Project Sponsor / Keep Project Sponsor and key Client Staff informed of program and to gain support / Face to face meeting and presentations
Status Reports
Partner and e-mail groups / As required
Weekly / As required
We are using e-mail as a way to communicate at this level of the organisation
Project Manager / Other Major Internal Groups / Authorities having Jurisdiction / To distribute information / bulletins on program / Face to face meetings and presentations - post to EDRM / As required / As required
Project Manager / Project Team / Inform team of matters relating to program
Promote cross-functional learning between project team members
Create a forum for teams to communicate openly about all issues / Face to face meeting and presentations
Issues database
Shared Network Drives / Monthly
As required
As required / Team Meeting
Issues database
Shared Network
Author / Originator / Target Audience / Objectives / Communication Vehicles / Frequency / Setting /
Project Sponsor & Project Manager / Key Stakeholders and Senior Management / To create buy in and support for project objectives / Steering Team meetings
1 on 1 meetings / Monthly
Quarterly / Meeting
Meeting
Project Implementation Project Team / Program Office, Other Project Teams / To keep other project team members informed of issues and activities / Face to face meeting and presentations
Status Reports
Issues database
Shared Network Drives
Team Intranet / Weekly / Monthly
Weekly
As required
As required / Team Meeting
Issues database Shared Network
The Project Manager and Commissioning Team / End-Users Internal and External Operations Personnel / Inform interested operational and user groups on project status and innovations and limitations / Face to face meeting and presentations
Manuals & Documents
Mechanism for users to submit questions / Pre-Hand-over stage
As required
As required / On-site Presentations & Training
sessions