Communications plan - latest version 27.10.15
Comms plan in draft above. Next stage includes:
- Breaking down Phase 2 Comms - differences between the faculties for example and how messages may need to be tailored.
- Discussing the stakeholder map with Nigel and seeing whether this is the sort of thing he wanted.
- Comms action plan for remainder of 2015 and 2016
Approach
This came from Kim in Comms. I just copied and pasted it into the page, then start the new (attached) document.
COMPONENT | WHAT DO WE MEAN BY THIS? | PROPOSED MODEL |
BACKGROUND | What the WIP2 is all about | The WIP2 project is about improving Victoria’s Web channel to make it more modern, flexible, sustainable and user-focused. Three principles guide the project:
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OBJECTIVE | What we want communications on the WIP2 to achieve | Where relevant, the Victoria community will know about the project, will understand what it is about and what the expected changes will be. |
STRATEGY | How we will achieve our objective | Clear communications to specific areas where applicable and to the whole University community when needed. |
OUTCOMES | The long-term end goals | Staff across the University know about the project and those who are affected by changes are aware of them and are comfortable with them before they happen. |
GOALS | Desired results that we plan to achieve | The WIP2 is successfully rolled out and staff feel they have been consulted about possible changes and that the changes really are improvements. |
KEY MESSAGE | What is the message you want people to get | The website improvement project is making the University’s web channels more modern, flexible, sustainable and user-focused. |
AUDIENCE/STAKEHOLDERS | Who the strategy intends to influence | Faculties Schools Postgraduates Students General staff Web administrators / publishers |
CHANNELS |
| Email lists Victoria News Yammer Staff intranet home page Presentations |
Communications Matrix
I started fleshing this out, starting with internal comms first. Everything else has since been added into the comms plan but at a higher, and more so external level.
Communication Type | Objective of Communication | Medium | Frequency | Audience | Owner | Deliverable |
Review status of the project with the team Review of priorities and progress Project Manager update Opportunity for team discussion | Face to Face | Weekly | Project Team | Project Manager |
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Technical Design Meetings/Development meetings | Discuss and develop technical design solutions for the project | Face to Face | As Needed | Web team technical staff | Technical Lead (Nathan Irwin) |
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Fornightly Project Status Meetings to PMO /wiki/spaces/PMO/overview (restricted access) | Report on the status of the project to management. | Face to Face | Fortnightly | PMO | Project Manager |
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Report the status of the project including activities, progress, costs and issues Escalation and identification of issues across project triangle (budget, scope, time) | Confluence page | Weekly | PMO (for information) Project Team | Project Manager |
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Project Roles
Pretty self explanatory 
Role | Name | Role and responsibility |
Project Sponsor | Madeleine Setchell | Communications and Marketing Director |
Project Manager | Chrissi Dean Jane Young (Unlicensed) | Project Manager |
Project Stakeholders | ||
Developer |
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Designer/Developer |
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Senior Web Writer |
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Content Specialist |
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Business Analyst |
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