IS PROGRAMME
COMMUNICATION MANAGEMENT STRATEGY
EXAMPLE
BRANCH CONSOLIDATION PROJECT (BC)
Release Status: DRAFT
Author: John Aldridge, FMD Consultants Limited
Date: 01 January 2016
Filename & Version: communication_management_strategy_example_v01
Project ID: BCP01
Methodology: PRINCE2™ 2009
FMD Consultants Limited assumes no responsibility for the usage of any information contained in this
document and the way it is handled and disclaims all liability in respect of such information and its
provision. Subject to this disclaimer, you may copy and utilise the material contained in the document.
This information is based on OGC PRINCE2™ material. PRINCE2™ is a registered trade mark of the
Office of Government Commerce in the United Kingdom and other countries. All registered trademarks
recognised & accepted.
1 Document History
1.1 Location
This document is stored in the following location:
communication_management_strategy_example_v01
Filename
Location
www.fmdconsultants.co.uk\web
1.2 Revision History
This document has been through the following revisions:
Version
No.
V01
Revision
Date
01/01/2016
Filename/Location
stored:
XXXXXXXXXX
Brief Summary of Changes
First draft
1.3 Authorisation
This document requires the following approvals:
AUTHORISATION
Executive
Senior User
Senior Supplier
Name
Signature
Date
XXXXXXX
XXXXXXX
XXXXXXX
1.4 Distribution
This document has been distributed to:
Name
Title
Version Issued
Date of Issue
XXXXXXXXXX
Project Assurance
V01
01/01/2016
Project ID:BCP01
Communications Management Strategy
Example
Doc Ref:XXXXXXXXXX
Page 2 of 9
Date of Issue:01/01/2016
1.5 Related Documents
Summary of filenames and locations of related documents:
Document Type
Filename/Location stored:
Project Brief
XXXXXXXXXX
Lessons Log
XXXXXXXXXX
Risk Register
XXXXXXXXXX
Project ID:BCP01
Communications Management Strategy
Example
Doc Ref:XXXXXXXXXX
Page 3 of 9
Date of Issue:01/01/2016
2 Contents
1
DOCUMENT HISTORY ................................................................................................ 2
1.1
1.2
1.3
1.4
1.5
LOCATION ......................................................................................................................2
REVISION HISTORY ..........................................................................................................2
AUTHORISATION .............................................................................................................2
DISTRIBUTION.................................................................................................................2
RELATED DOCUMENTS .....................................................................................................3
2
CONTENTS ................................................................................................................ 4
3
INTRODUCTION ........................................................................................................ 5
3.1
3.2
3.3
3.4
3.5
4
PURPOSE .......................................................................................................................5
OBJECTIVES ....................................................................................................................5
SCOPE ...........................................................................................................................5
DERIVATION ...................................................................................................................5
QUALITY CRITERIA ...........................................................................................................5
REPORTING .............................................................................................................. 6
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
RATIONALISATION PROGRAMME (RP) ................................................................................6
EXECUTIVE PROJECT BOARD (EPB) ....................................................................................6
PROJECT ASSURANCE TEAM (PAT) ....................................................................................7
QUALITY ASSURANCE TEAM (QAT) ....................................................................................7
PROJECT TEAM ...............................................................................................................7
STAFF ............................................................................................................................7
USER/SPECIAL INTEREST GROUPS ......................................................................................8
SUPPLIERS......................................................................................................................8
OTHER STAKEHOLDERS .....................................................................................................8
5
ROLES AND RESPONSIBILITIES ................................................................................... 8
6
STAKEHOLDER ANALYSIS........................................................................................... 9
Project ID:BCP01
Communications Management Strategy
Example
Doc Ref:XXXXXXXXXX
Page 4 of 9
Date of Issue:01/01/2016
3 Introduction
3.1 Purpose
A Communication Management Strategy contains a description of the means and
frequency of communication to parties both internal and external to the project. It
facilitates engagement with stakeholders through the establishment of a controlled
and bi-directional flow of information.
3.2 Objectives
The objective of this Communication Management Strategy is to provide an agreed
and clearly understood method of communication throughout the project which gives
consistency of communications where practical across all interested parties.
3.3 Scope
The scope is restricted to all aspects of the Branch Consolidation Project which are
encompassed in the Business Case, and communications to all approved interested
parties. The scope excludes communications within the Rationalisation Programme
which are defined within its own Communication Management Strategy. Should there
be any communication areas which fall outside the definitions within this document,
the Rationalisation Programme’s strategy should be consulted for clarification.
3.4 Derivation
The Communications Strategy has been derived from the following:
 Corporate communications policies
 The Rationalisation Programme’s information management strategy
 Other components of the Project Initiation Documentation (in particular the
project management team structure, the Risk Management Strategy, Quality
Management Strategy and Configuration Management Strategy)
 Facilitated workshops/informal discussions with stakeholders
 Stakeholder analysis
3.5 Quality criteria







All stakeholders have been identified and consulted for their communication
requirements
There is agreement from all stakeholders about the content, frequency and
method of communication
A common standard for communication has been considered and adopted
where possible and practical
The time, effort and resources required to carry out the identified
communications have been allowed for in Stage Plans
The formality and frequency of communication is reasonable for the project’s
importance and complexity
For projects that are part of a programme, the lines of communication, and
the reporting structure between the project and programme, have been made
clear in the Communication Management Strategy
The Communication Management Strategy incorporates corporate
communications facilities where appropriate (e.g. using the marketing
communications department for distributing project bulletins)
Project ID:BCP01
Communications Management Strategy
Example
Doc Ref:XXXXXXXXXX
Page 5 of 9
Date of Issue:01/01/2016
4 Reporting
4.1 Rationalisation Programme (RP)
Information Required
Information Provider
Frequency of
communication
Method of
Communication
Highlight Reports,
Risk Log, Issue
Log, Financial
Report
Presentation at
RPPB
Key Milestones
Presentation at
Project Managers’
meetings
Interdependency
issues
Project Manager
Monthly
Project Manager
When requested
Project Manager
Project Manager
Monthly
When requested
Via PSO
Project Manager
As required
At interdependency
meeting
Email (PSO to
collate and send to
RPPB)
4.2 Executive Project Board (EPB)
Information Required
Information Provider
Highlight Reports
Risk and Issues
Project Manager
Project Manager
Report of Key
Achievements
Meeting minutes
Business Case
Frequency of
communication
Method of
Communication
Email
Email in advance
Project Manager
Monthly
Update at every
meeting
Weekly
Project Manager
Project Manager
Per meeting
At BC update stage
Email within 24hrs
Email
Project ID:BCP01
Communications Management Strategy
Example
Email
Doc Ref:XXXXXXXXXX
Page 6 of 9
Date of Issue:01/01/2016
4.3 Project Assurance Team (PAT)
Information Required
Information Provider
Highlight Reports
Risks and Issues
Project Manager
Project Manager
Key Achievements
Meeting minutes
Business Case
Project Manager
Project Manager
Project Manager
Frequency of
communication
Method of
Communication
Monthly
Update at every
meeting
Weekly
Per meeting
At BC update stage
Email
Email in advance
Email
Email within 24hrs
Email
4.4 Quality Assurance Team (QAT)
Information Required
Information Provider
Issues
Project Manager
Project products
requiring review
Quality Log
Project Manager
Business Case
Project Manager
Project Manager
Frequency of
communication
Method of
Communication
Ad hoc, on
discovery
According to project
plan
At stage review and
stage end
At BC update stage
Email
Email
Email
Email
4.5 Project Team
Information Required
Highlight Reports
All Project Reports
Team meetings
Issues and Risks
Progress on other
projects
Information Provider
Project Team
members/Project
Manager
Author
Project
Team/Manager
Project
Team/Manager
Programme Team
Frequency of
communication
Method of
Communication
Monthly
Email
Ad hoc
Weekly
Email
Email
Weekly
Email
Monthly
Email
4.6 Staff
Information Required
Progress reports
Information Provider
Project Board
Project ID:BCP01
Communications Management Strategy
Example
Frequency of
communication
Monthly
Method of
Communication
Intranet
Doc Ref:XXXXXXXXXX
Page 7 of 9
Date of Issue:01/01/2016
4.7 User/Special Interest Groups
Information Required
Progress Reports
Newsworthy
achievements
Business Case
Information Provider
Frequency of
communication
Method of
Communication
Project Board
Project Board
Monthly
Ad hoc
Internet
Internet
Project Board
At update stage
Email
4.8 Suppliers
Information Required
(Business Case)
Information Provider
Project Board
Frequency of
communication
At update stage
Method of
Communication
Email
4.9 Other stakeholders
Information Required
Information Provider
Frequency of
communication
Method of
Communication
5 Roles and Responsibilities
Corporate/Rationalisation Programme Management – In general, this body will be
responsible for the control of an organisation or a Programme. They sit outside
the project but set the overall requirements and tolerance levels for the project.
Any forecast breaches of project tolerance (time, cost or quality) should be
reported to Corporate/Programme Management for guidance on their resolution
or potentially premature closure of the project.
Executive – Chairs the BC Project Board, responsible for the Business Case for the
duration of the project and is appointed by Corporate/Rationalisation
Programme Management. He/she will usually be responsible for the Benefits
Review Plan for the duration of the project and will either hand over the
Benefits Review Plan to the Senior User on project closure. He/she should
oversee the development of a viable business case, ensuring the project is
aligned with corporate strategies, and securing appropriate funding for the
project.
Senior User – Sits on the BC Project Board and is responsible for specifying the
benefits upon which the Business Case is based to ensure the desired
outcome of the project is specified unambiguously. Ensures the project
produces benefits which deliver the desired outcomes. Ensures the expected
benefits are realised. Provide actual versus forecast benefits during benefits
reviews.
Senior Supplier – Sits on the BC Project Board. May be within the organisation or
from an external organisation. Responsible for confirming that the required
products can be delivered within the expected costs and are viable.
Project Manager – Prepare the Business Case on behalf of the Executive. Carry out
impact analysis of new or revised risks or issues which may impact the projects
Project ID:BCP01
Communications Management Strategy
Example
Doc Ref:XXXXXXXXXX
Page 8 of 9
Date of Issue:01/01/2016
ability to meet requirements. Update the Business Case at the end of each
Management Stage. Assess and report on performance at regular Project
Board Meetings and project closure.
Team Manager – Overall control and co-ordination of teams responsible for
producing products and reporting any slippage or developmental problems
during Project Stages.
Project Assurance – Assist in the development of the Business Case. Verify and
monitor the Business Case against project progress and external events.
Ensure the project fits with overall programme or corporate strategy. Monitor
project finance on behalf of the customer. Ensure the value-for-money solution
is constantly reassessed. Review the impact assessment of potential changes
on the Business Case and Project Plan.
6 Stakeholder Analysis
Interested
Parties
Finance
Department
User Group
Current
relationship
Desired
relationship
Interfaces
OK
Proactive
Voice, Email
Excellent
Excellent
Voice, Email,
Monthly
Review
Project ID:BCP01
Communications Management Strategy
Example
Key messages
Doc Ref:XXXXXXXXXX
Page 9 of 9
Date of Issue:01/01/2016