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EDUCAUSE Midwest Regional Conference 2013

Building a Project Management Communications Plan

Project Management Lollapalooza

Initiating
Stakeholders:
Who are they? What is their interest in the project? How can they be reached (media)? When and how often?

Project Charter:
Is it understandable as a public document? Does it accurately convey the business case, scope and goals?

Project budget:
Was a budget for communications considered? Is there $ for media, documentation, training?

Planning
Requirements gathering:
How/when will this step be communicated to the community? What communication mechanisms will be used to collect the information?

Project work:
How will project work impact University business? What should be considered when planning the schedule to minimize the impact on University business? Who might be impacted during project work? How should work be scheduled to minimize impact on customers? How/when/who communicates impact?

On-going project communications:


When will communications occur? What will be trigger? How often? Who will draft communications? Who will/needs to approve communications? Who should send the communications? How will the effectiveness of communications be measured? How often/by whom? How reported? To whom?

Scope:
How detailed should information be to the community regarding project scope? How will the scope impact the communitys use of the service?

Executing & Controlling


Major milestones:
How will major milestones be communicated to the community in a manner that is relevant to them? What impact might each milestone have on the community? How/when/who will communicate?

In-progress project communications assessment:


How effective are communications based on the statistics captured through the communications measuring tools? Who should determine if communications adjustments are necessary? What is the best way to improve communications to better meet the needs of the community?

Are in-person information sessions needed? If so, who is the audience? What is the content? Who should lead the presentation? Where will documentation be housed? What will be the format for information? (online, print, video)? Who will update documentation? How/when/who will convey information about customer training? Where and from whom will customers get help? Online, phone, in-person?

Change management:
How will communications be coordinated in the event an issue/problem/change affects the community? Who/what/when/how will communications be facilitated? Who needs to approve communications?

Service onboarding:
What customer information and documentation is needed? Is it customer-focused?

Closing
Post-launch communications considerations:
Who will draft an executive summary of the project? What will be included? Who will be the audience? How will it be communicated?

Project documentation:
How will communication artifacts be archived? When? Where? By whom?

Paula Brossard, UITS Infrastructure Project Manager brossard@uwm.edu

Wendy Luljak, Senior IT Communications Strategist wluljak@uwm.edu

 Paula Brossard and Wendy Luljak, University of Wisconsin-Milwaukee, 2013. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the author.