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
- 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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