Communication Plan
For Content Management Elements
of
myHalliburton.com
May 21, 2003 (updated)
1
Overview
This communication plan for the myHalliburton.com content management
project, contains clear, concise guidance for sponsors, content administrators
and content owners. The purpose of this communication plan is to provide an
effective roadmap for communicating changing processes and technology
enablers associated with this overall project. This plan will help ensure a
smooth and well-paced transition which reduces the depth and duration of the
disruption to the business caused by changes. This plan also helps to mitigate
any issues which may lead to resistance to change (e.g., history of failed
attempts, faulty or missing organizational enablers, doubts about the strength
of sponsorship, technology that was not accepted).
This plan was created through meetings with Melissa Jersey and Jan Mozingo.
This plan will not “go into effect” until it is reviewed and agreed to by Brandon
Lackey, Project Sponsor.
Note: The scope of this plan focuses on the content management elements of this project. In a
longer-term, there will be a need to address the portal side of the plan. This will involve a wider
network of stakeholders associated with myHalliburton.com.
2
We followed the following steps in creating
this communication plan.
Complexity
Final Action
Planning
Iteration &
Follow-up
Stakeholder
Responsibilities
Identify
Stakeholders
Communication
Strategy
Four Phases:
Preparation
Support
Review
Delivery
Time
3
Communication Channels
Communication
Strategy
This table summarizes the Formal and Informal channels we will use for
communicating project details.
Table 1: Formal and Informal Channels
Formal Channels
Informal Channels
•Quarterly Meetings with Content
Owners*
•Interwoven Working Sessions*:
•Regular communication between
Content Administrators to
Content Owners:
• Telephone and face to face
conversations*
• Voice mail*
• E-mail* (including key
announcements – more
formal)
• Appreciation notes
•
•
•
Content Administrators -- Jan
and Melissa – April 9
14 Content Owners – May 7
Possible Later Sessions w/COs
•Taxonomy Challenge 2003
•Surveys* (possibly consider at a
later date with wider audience)
•Training Manual (ready for May 7
training session)
Note: an asterisk indicates that there are opportunities for a feedback.
4
Stakeholder Groups
Identify
Stakeholders
For the content management communication plan, there are three
key stakeholders/groups
Table 2: Stakeholder Groups
Group One:
Sponsor
Group Two: Core Team
Members
Group Three:
Active Members
Group Four:
Peripheral
• Project Sponsor:
Brandon Lackey
• Content
Administrators:
Melissa Jersey and
Jan Mozingo
• Content Owners –
about 14 people in 8
PSLs
• None at this
point
• None at this
point
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Defined Stakeholder Responsibilities
Stakeholder
Responsibilities
We created this table to define stakeholder participation across formal and informal
communication channel. A “1” indicates that this is a primary source of information and a “2”
indicates that this is a secondary source of information for stakeholders. Potential feedback loops
are marked with an asterisk (*).
Project Team
Sponsor
Core
Quarterly Meetings w/Content Owners*
2
1
1
Interwoven Working Sessions*
(including more formal session later)
1
1
1
Training Manual (customized)
1
2
1
Taxonomy Challenge 2003
1
2
1
Appreciation Notes
2
2
1
Telephone/ face-to-face
conversations/one-on-one e-mails*
2
2
1
Email (including key announcements)*
2
2
1
Surveys (consider later)*
1
2
1
Active
Peripheral
N/A for this Plan
Formal and Informal Channels
N/A for this Plan
Table 3: Template for Stakeholder Participation
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Final Action
Planning
Communication Plan
Table 4: Communication Plan for myHalliburton.com
Communication Type
Media
Lead Person(s)
Participants
Frequency/
Dates
Quarterly Meetings
w/Content Owners*
Face to Face
Content
Administrators
All
Quarterly
Interwoven Working
Sessions* (including later
possible training)
Face to Face
Content
Administrators and
Project Team
All
Ongoing for CAs
Training Manual
(customized)
Written Materials
Content
Administrators and
Project Team
All
Ready by May 7
Taxonomy Challenge 2003
Ongoing
Competition
Content
Administrators and
Project Team
All (focused on
content owners and
existing content)
Began May 7
Appreciation Notes
Emails and/or hard
copy letters
Sponsor and CAs
All
As needed
Telephone/ face-to-face
conversations/one-on-one
e-mails*
Face to Face
All
As needed
Email
Content
Administrators
Email (including key
announcements)
Email
Sponsor and CAs
All
As needed
Surveys (consider later)*
Email/Portal
Sponsor and CAs
All (others as
defined)
TBD
May 7 for COs
Later Training –
date TBD
Finish – June 20
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May 7 CMS Working Session
Time
Item
Facilitation
8:30 – 8:35
Kick-off and Safety Moment by Brandon Lackey, Project Sponsor
Brandon Lackey
8:35 – 9:00
Introductions and Expectation Setting, Ice Breaker, and Parking Lot
(share and review training manual)
Barbara
9:00 – 10:00
Using Interwoven (from perspectives of Content Administrators and Content Owners)
Benefits and Challenges of CMS (Interwoven)
Review, Tag, Approve – your role
Overcoming Challenges and Emphasizing Benefits
Content Overview Page (Brandon)
Brandon, Melissa, Jan, Barbara
10:00 – 10:15
BREAK
---
10:15 – 11:00
Taxonomy Review
Facets (including new – Location & Organization)
Metatagger
Maintenance
Ron Daniel, David Smith
11:00-11:30
Facet Exercise with your taxonomy guide – highlight the tags you are likely to be using
David Smith
11:30 – 12:45
LUNCH (Ice Breaker Results)
---
12:45 – 3:00
Working Session: Content Administrators work w/emails from Jan & Melissa – focus:
Live Review of TeamSite
Review
Tag (Metatagger and Dates)
Approve (or reject documents) and Show how documents pushed to Portal
Jan, Melissa, Barbara
3:00 – 3:15
BREAK
---
3:15 – 4:30
Mass Tagging, Review of current CMS tags
Review Taxonomy Challenge 2003
Jan, Melissa, Barbara
4:30 – 5:00
Closing Comments
Questions
Review action items (parking lot) and Expectations
Next steps
Brandon, Barbara
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Next Steps
Next Steps for Communication Plan Creation and Execution:
Step 1 – Melissa Jersey and Jan Mozingo reviewed and approved plan
– April 2003; then sent copy to Brandon Lackey
Step 2 – Brandon Lackey reviewed and approved plan – early May
2003
Step 3 – Melissa and Jan working with Project Team to implement
approved plan; update plan as needed; measure progress of the plan
Some of the best means for measuring the Communication Plan:
----------
Project team feedback
Senior management feedback
User feedback
User satisfaction surveys (as necessary)
Increased work efficiency for core and active team members
Timeliness of delivery of change management elements
Hits to the portal
Number of times documents accessed
Results in overcoming “old challenges”
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Taxonomy Challenge 2003
10
Evolution of Content Tagging
80%
Content
Owner Help
-----Taxonomy
Challenge
2003
50%
Taxonomy Challenge 2003 –
general guidelines to get
started:
 Organize Team Meeting
 Review Tagging Spreadsheet
Content
Migration
DMS to
CMS
 Review Taxonomy Guide
 Select 10-20 asp files to review
with Team Leader
32 days
 Set up schedule to complete
tagging reviews by June 20
6/20
Tagging Quality/Content Presentation
100%
5/7
Time
 Follow-up sessions as needed
6/30
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Taxonomy Challenge 2003
Tagateers
Faceteers
 Jan – Team Leader
 Melissa– Team Leader
 TTTCP – Robert
 BAR – Sandie
 CPS – Aileen/David
 CEM – Monte
 L&P – Javier
 SDBS – Christine
 SS – Pamela
 P/E – Walt
 IS/IT – Cindy
1st Prize – $100 Pappas Restaurant Certificate
2nd Prize – $50 Pappas Restaurant Certificate
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Details of Taxonomy Challenge 2003
Following these steps:
 Initial e-mails to your teams
 CO’s review their spreadsheets and start filling in the tags
that should be added
 Jan and Melissa meet with their teams to review how to log
into WebDesk and mass-tag documents
 Content Owners begin tagging and approving files using
WebDesk
 Jan and Melissa follow up with their teams with words of
encouragement, tips of the week, etc.
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