Sample Communications Table

Sample Communications Table (Word 131Kb)

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
The Department Senior Management / Department Public Relations Group
Target Audience
Public, Press
Objectives
Keep the Public and key constituents informed of program status, and maintain positive opinion of program
Communication Vehicles
Face to face meeting, road shows
Frequency
As required
Setting
As required
Author / Originator
The Department Senior Management
Target Audience
Targeted Client and Department Ministers / Deputy Ministers / Directors
Objectives
Keep Organisation Leaders and key sponsors informed of program status, and maintain positive opinion of program. Assist Steering Team with maintaining support for program
Communication Vehicles
Town Hall presentations to high and medium impacted audiences
Frequency
Quarterly
Setting
To coincide with pre-scheduled Town Hall meetings

The following Communication Plan information is within the scope of the Project Implementation Team

Author / Originator
Project Sponsor / Project Manager
Target Audience
The Department Senior Management
Objectives
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
Communication Vehicles
Face to face meeting and presentations. Written status
Frequency
Once per quarter (face to face meeting and presentations) Once per month (written status)
Setting
Policy Meetings (face to face meeting and presentations) Policy Meetings internal e-mail (written status)
Author / Originator
Project Manager
Target Audience
Project Sponsor
Objectives
Keep Project Sponsor and key Client Staff informed of program and to gain support
Communication Vehicles
Face to face meeting and presentations. Status Reports, Partner and e-mail groups
Frequency
As required (face to face meeting and presentations) Weekly (status reports, partner and e-mail groups)
Setting
As required (face to face meeting and presentations): We are using e-mail as a way to communicate at this level of the organisation (Status reports, partner and e-mail groups)
Author / Originator
Project Manager
Target Audience
Other Major Internal Groups / Authorities having Jurisdiction
Objectives
To distribute information / bulletins on program
Communication Vehicles
Face to face meeting and presentations: post to Enterprise Document and Records Management
Frequency
As required
Setting
As required
Author / Originator
Project Manager
Target Audience
Project Team
Objectives
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
Communication Vehicles
Face to face meeting and presentations. Issues database. Shared Network Drives
Frequency
Monthly (face to face meeting and presentations). As required (Issues database). As required (Shared Network Drives)
Setting
Team Meeting (face to face meeting and presentations). Issues database. Shared Network
Author / Originator
Project Sponsor and Project Manager
Target Audience
Key Stakeholders and Senior Management
Objectives
To create buy in and support for project objectives
Communication Vehicles
Steering Team meetings. One on one meetings
Frequency
Monthly (Steering Team meetings) Quarterly (One on one meetings)
Setting
Meeting
Author / Originator
Project Implementation Project Team
Target Audience
Project Office, Other Project Teams
Objectives
To keep other project team members informed of issues and activities
Communication Vehicles
Face to face meeting and presentations. Status Reports. Issues database. Shared Network Drives. Team Intranet
Frequency
Weekly / Monthly (face to face meeting and presentations). Weekly (Status Reports). As required (Issues database, Shared Network Drives, Team Intranet)
Setting
Team Meeting (face to face meetings and presentations). As required (Status Reports). Issues database. Shared Network
Author / Originator
The Project Manager and Commissioning Team
Target Audience
End-Users Internal and External, Operations Personnel
Objectives
Inform interested operational and user groups on project status and innovations and limitations
Communication Vehicles
Face to face meeting and presentations. Manuals and Documents. Mechanism for users to submit questions
Frequency
Pre-Hand-over stage (Face to face meeting and presentations). As required (Manuals and Documents. Mechanism for users to submit questions)
Setting
On site presentations and training sessions (face to face meeting and presentations) E-mail (Manuals and Documents. Mechanism for users to submit questions)
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