member roles and responsibilities, including their communication responsibilities. In addition, the requirements of the non-project team stakeholders are also captured. Sample Stakeholder Communications Requirements Role Description Communication Needs Communication Responsibilities Name/Group Project Team Stakeholders Executive Sponsor Champions the project; provides high level vision Thorough understanding of Project Charter and Project Management Plan Up-to-date Project Status Project and Responses Project issues and obstacles Sponsorship-specific communications tactics/techniques Communications should be presented in summary format unless the Project Sponsor requests more detailed communications Provides guidance and direction for key communication strategies Communicates business vision Communicates high-level issue resolution decisions Approves and/or delivers strategic project communications Joe Smith Ann Walker Rita Rogue Business Sponsor The role of the Business Sponsor is to provide guidance and direction for key business strategies. The Business Sponsor answers the question, "Why are we doing this?" and ensures that all stakeholders know and understand the answer. Thorough understanding of Project Charter and Project Management Plan Up-to-date Project Status Project Risks and Responses Project issues and obstacles Sponsorship-specific communications tactics/techniques Communications should be presented in summary format unless the Project Sponsor requests more detailed communications Communicates the resolution of business policy issues Communicates issues needing escalation and business decisions to executive levels Provides input into issues resolution alternatives before they are brought to executive levels Deliverables Provides Agency communications resource Joe Smith Carl Numenth Senior Project Director The Senior Project Director owns and drives the solution delivery process. He/she mobilizes and uses the project team to complete the project successfully. This role is responsible and accountable for the overall planning, execution and control of the Business vision from Executive Sponsor Immediate notice of business decisions, policy changes, etc. that could impact execution of the project Status from project team leadership Communication initiatives, artifacts, review and approval processes Oversees the implementation of the project on a daily basis, working with the project work stream leads (such as OCM Lead) to ensure consistent communication Responsible for clear, timely, documented, correct communication with project team and executive leadership Sara Project
<Approvers Name> Executive Sponsor Date: <Approvers Name> Business Sponsor Date: <Approvers Name> Project Director/Manager Date: <Approvers Name> Stakeholder Appendix A – (Sample) Communication Matrix Column Heading Definitions/Descriptions Communication Deliverable: The communication artifact/message itself Target Audience: The receivers of the communication Objective: The reason for delivering the communication Frequency: Indicates reoccurring or one-time-only communication delivery Delivery Vehicle: Indicates the method of providing the information The originator of the communication content Effectiveness: Audience perception of the effectiveness of the communication (its content, delivery, clarity, etc.) Communication Matrix As of [DATE] Communication Deliverable Audience Description Desired Outcome or Behavior Delivery Vehicle Author Review and Approval Sender/ Facilitator Timing Effective-ness (scale of 1-5 with 5 being most effective) REOCCURING – CURRENT Agency business status, updates and decisions All Agency personnel Information on Agency metrics, goals, objectives, progress toward goals, project news, etc. Leaders share best practices, settle issues, identify risks and responses, improve processes Agency Leadership Meeting Commissioner or Assistant Commissioner n/a Commissioner or Assistant Commissioner Bi-Weekly 4
[AGENCY NAME] News All Agency personnel Information on Agency metrics, goals, objectives, progress toward goals, project news, human interest stories, information on process changes, legislative changes, etc. Agency’s leadership team provides content; Agency personnel read news and stay up-to-date on project progress; increased excitement e-Newsletter on Agency website Agency leaders (assistants) Commissioner or Assistant Commissioner Agency Leader Monthly 5 Agency Employee Dialogue Agency members Executive-level information sharing sessions on "hot topics" informed and involved; incorporates new regs into daily work; increases employee morale Town Halls and/or WebEx Agency Communication Leader Agency Leaders Agency Leaders Quarterly 3 TRIGGERED – CURRENT STATE Legislative Updates Agency members Detailed updates on legislation and changes in processes Agency members follow revised processes Alerts in email and posted on Agency Intranet Site followed by team meetings Agency Communication Leader and regulation SME Agency legal team and Commissioner Agency Leader As needed 5 REOCCURING – PROJECT Project Steering Committee Meetings PSC members, PD, Executive Sponsor, Business Sponsor Executive-level leadership meeting to share status, seek answers or help Challenge status, provide resources, offer decisions, remove barriers PSC meetings; sometimes pre-read documents PD Exec Sponsor PD Bi-Weekly Project Team Leader Meetings Project leads, PD Team leads share status, challenges, concerns, obstacles, etc. Team seeks solution to problems, issues Project Leader Team Meetings; reports PD n/a PD Weekly Project All-Hands Meetings All project team members Status updates, celebrate progress, discuss next steps, review upcoming changes Team members take responsibility to maintain or increase progress toward milestone goals Project Meetings; status reports; celebratory certificates PD or OCM team lead Project team leads PD Quarterly [PROJECT NAME] News All project team members and Project status, system benefits, human interest stories, etc. Project team provides content; non-project stakeholders read news and stay up-to-date on project progress; increased excitement e-Newsletter on Project and Agency websites PD or OCM team lead Exec Sponsor or Project and/or Agency webmaster Monthly TRIGGERED – PROJECT Project Milestone Met All project team members Milestone description; congratulatory content; implications/impacts; next steps PD and appropriate team lead/PM provide content; project team members energized by success or organized for risk response PowerPoint deck; talking points PD or OCM team lead PD, Exec Sponsor or proxy PD, Exec Sponsor or date anticipated from project schedule