Enterprise Integration Toolkit

Determine the communications approach(es) based on the level of change and target audiences.

Construct initial communications plan to guide project communications and ensure buy-in and adoption of change. Include as exhibit in the Project Charter.

Engage senior level management to approve the approach, sign off on initial plan, and sponsor key communications.

Review the business case and define a "value proposition" statement that will be effective within all levels of the organization. Additional statements may be needed for different target audiences but the overall message should be consistent.

Define a detailed task plan of who should receive what type of communication, when and how. The communication plan should cover the entire life cycle of the project and address different target audiences. Include elements that will assure buy-in and adoption of change.

Make an initial announcement to the organization about the program and describe the communication plan.

Determine if a repository, project portal, or intranet mechanism will be used by the organization/user community to access information about the project.

Establish a repository, project portal, or other mechanism for making information about the project accessible to the user community.

Create communication tools to "push" communications throughout the organization (videos, briefings, town hall meeting plans/materials, collateral).

Perform the tasks in the detailed task plan. Assure that the timing stays in sync with the actual progress of the project. Proactively adjust the plan as necessary.

Follow up with the different levels in the organization to determine if the goals and objectives have been met and if the users are satisfied. This activity should be coordinated with post implementation efforts to measure against the business case and proactively identify areas that need to be addressed. This activity may also identify end users that may require additional training.