<Project name>
Communication Plan
<Project name> - COMMUNICATIONS PLAN
Author:
Version:
Date:
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<Project name> - COMMUNICATIONS PLAN
Revision/Meeting History
Revision
Date
Version
Author
Summary of Changes
Initials
First meeting regarding campaign with <insert name/s>.
Meeting with <insert name/s> to discuss timing and
progress of campaign.
Communications Plan first draft
Second draft of Communications Plan drafted inline with
Change Management procedures
Ammendments in light of meeting with <insert name/s>.
<insert name/s> meet to disuss Stakeholder roles.
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<Project name> - COMMUNICATIONS PLAN
1 Table of Contents
Revision/Meeting History ..................................... 3
1 Table of Contents ............................................. 4
2 Purpose ..................................................... 6
3 Introduction .................................................. 7
3.1
Background to the Microprinting (Recharge) Project ............. 7
3.2
Project Staging ......................................... 7
4 Stakeholder roles .............................................. 7
Funders.............................................. 7
Project Owner ......................................... 7
Participants ........................................... 8
Users 8
Project Management Group (PMG) ......................... 8
5 Communication Strategy ........................................ 9
6 PROJECT PLANNING ........................................... 10
6.1
Key Messages .......................................... 10
6.2
Stage One - Individual Stakeholders ......................... 11
6.2.1 The Project Steering Committee – Funders and
Champions are: ................................... 11
6.2.2 The project team members are: ....................... 11
6.3
Stage One – Communications Plan .......................... 12
6.3.1 Messages ....................................... 12
6.3.2 Meetings........................................ 13
6.3.3 Timeline for Communication Pathways and Actions ........ 13
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<Project name> - COMMUNICATIONS PLAN
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<Project name> - COMMUNICATIONS PLAN
2
Purpose
The purpose of this document aims to

describe the project

define the stakeholder roles for the <project name>

define the communications strategy, across the Stages of the <project name>

identify the individual stakeholders, and their roles

for each Stage,
o
identify the key messages,
o
the recipients and
o
the communication channel to be used to send the key message
Communication Strategy & Plan
Communication
Type
Stakeholder
Role
(Inform, prepare,
c2a)
Business Unit
As Stakeholder
Project
STAGE
Person
Key Message
As Stakeholder
date
Channel
Communication
-
Form
Content
Which channel (eg email)
Frequency/date
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<Project name> - COMMUNICATIONS PLAN
3 Introduction
3.1 Background to <project name>
Scope

Determine the business requirements of the stakeholders and evaluate if their process will
be suitable to meet new business requirements.

<insert processes and objectives of the new project>

Instigate a communication strategy (planned and implemented by DOI outreach)
3.2 Project Staging
The Project has a preliminary Stage plan as follows:
Stage One – Planning – in conjunction with selected vendor <insert date range>

Stage Two – Pilot Implementation for testing and training <insert date range>

Stage Three –implementation of new business function and communication campaign
<insert date range>
4 Stakeholder roles
Stakeholder role are described as as:
Funders
The Associate Directors, client and General Managers are seen as responsible for driving the
business process through the colleges and divisions and will therefore be instrumental to
successful implementation (role: funder of the project).
Advocate
The Deans and Directors are responsible for the strategic direction of their business units and
their support will be influential to successful implementation (role: advocates of the project).
Project Owner
The Project Owner ensures that the business achieves its outcomes as a result of the project.
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<Project name> - COMMUNICATIONS PLAN
Participants
The third stakeholder role comprises the business knowledge experts who will implement
Recharge on behalf of their colleges (role: participants in the project).
Users
Potential users of Recharge will include staff members, students or research staff and
postgraduates. In Stage One (planning) the opportunities and need for communications with
Users will be limited to general communication on project status available through websites and
divisional newsletters.
Governance roles are: <insert name/s>
Project Management Group (PMG)
The PMG includes: <insert name/s>
The PMG meet on a <weekly/fortnightly/monthly/ad hoc basis> to act as a reviewing body for
functional decisions and processes connected to the project. The group will approve business
decisions and processes. Any unresolved issues will be escalated to the Associate Director for
resolution. Amongst other items, the PMG will have the following responsibilities in relation to the
project:
 Formulate process and procedural recommendations to be implemented in support of the
project
 Develop policy change recommendations to appropriate University authorities in regard to
project
 Develop working assignments for its membership and focus groups based on project
requirements
 Act as advocates for the project among their peer groups
The key stakeholders, in their role order, are:
Division/Department
Stakeholder
Impact
Role
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<Project name> - COMMUNICATIONS PLAN
Division/Department
Stakeholder
Impact
Role
5 Communication Strategy
Each Stage will require three types of communications:
Type 1 – Inform – “something is happening” – target audience is broad and might include those
whose daily work will be impacted, and their management staff.
Type 2 – Prepare – get ready for the upcoming changes to print cards; here is the schedule of
upcoming activities. Outreach & Helpdesk program details. Pilot program.
Type 3 – Call to action – participate in scheduled training; mentoring program; pilot program;
system is live.
These communications may be sent to all or selected stakeholders depending on the Stage.

For example, all Funders, Champions, Participants will receive all messages
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<Project name> - COMMUNICATIONS PLAN

Conversely, only those attending training classes for the recruitment workflow will be
advised of the training class schedule in a later stage.
6 PROJECT PLANNING
6.1 Key Messages
The following table identifies the types of information that will be communicated during stage
one.
Type
1Inform
Key Message
Content/intent
Message
Something is happening
The <project name> is underway.
Information source
How to find more information about <project name>
Current activity
Describe what is currently happening in the <project name>
Identity/brand
The project is <project name>
Value
What will <project name> deliver, and how will that benefit
me?
The roll-out will be carefully planned and staged with a soft
Planning
launch/launch in <insert date>. Our goal is to have <project
name> successfully communicated without confusion and be
received by the ANU community as a “welcomed change”.
2–
Project Management Group
PMG to meet weekly/fortnightly/monthly/ad hoc basis
Prepare
Detemining Scope & Priority
Collect candidate sub-projects for inclusion and prioritisation.
Task responsibility
preparation
3 – Call
to action
Recharge is live
Training developed, communicated and faciliatated for staff
Communications Campaign roll out
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<Project name> - COMMUNICATIONS PLAN
6.2 Stage One - Individual Stakeholders
6.2.1
The Project Steering Committee – Funders and Champions are:
Name
Title
Business Unit
Email address
6.2.2 The project team members are:
Name
Position
College/Division
Email address
Role
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<Project name> - COMMUNICATIONS PLAN
6.3 Stage One – Communications Plan
6.3.1 Messages
The Communication Plan identifies which key message is sent to which stakeholder role and by
which means.
Stakeholder
Type of message
Method
Frequency
Actioned by
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<Project name> - COMMUNICATIONS PLAN
Officer
Gp
Funders
X
X
Project
Steering
PSC – strategic
Face to
Committee
management
face
Ad hoc
Project
Owner
X
(PSC) Meeting
PMG – weekly
meetings to
Project
agree and direct
Management
the project
Group (PMG)
under
Face to
face
Weekly
Project
Manager
X
X
X
X
X
delegation from
the PSC
Project
One on one
Define the detail
Face to
meetings
of tasks
face
Ad hoc
Manager
and Project
Owner
Library and
AskANU staff
Trainging of
Recharge kiosks
and website
Training
Two prior to
Library
session
launch
Liaison
6.3.3 Timeline for Communication Pathways and Actions
Pathway
Action
Completion
Responsible
Progress
Date
Meetings
Alliance
Memo
Exec Summary
campaign sheet
Website
Information
Screens
Communications
campaign rollout
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Graduates
Responsible
Date
Users, Staff, Students,
Frequency /
Participants
Channel
Champions
Description
Project Management
Reporting
Project Steering Ctee
6.3.2 Meetings
<Project name> - COMMUNICATIONS PLAN
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