Communications Strategy Instructions

According to the Standard for Program Management—Second Edition (2008), the communications strategy is comprised of the stakeholder register, the “stakeholder engagement log” (presumably the communication log since most communications are with stakeholders), and the program communications management plan. This communications strategy is prepared in the plan communications process.

The communications strategy includes the following:

Purpose: A brief introductory statement defining the purpose of the communi-cations strategy, such as:

The communications strategy ensures that stakeholders receive the information they need about the program and that their issues and concerns are resolved in a timely and appropriate way.

Communications are especially important on programs given the numer-ous stakeholders involved, the high level of interest in the outcomes of the program in terms of achieving benefits, and the link between the program’s objectives and the organization’s strategic objectives.

The communications strategy is the document that incorporates the stake-holder register, stakestake-holder management plan, stakestake-holder management strat-egy, and the program communications management plan. These documents can be attached to this strategy.

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It is prepared as an output of the plan communications process, in Standard for Program Management—Second Edition (2008), but it is an iterative docu-ment and should be reviewed on a periodic basis to ensure that stakeholders receive the information they need in a timely way and that the information provided is relevant and accurate. It also is used to ensure that any stake-holder issues and concerns are addressed and resolved as appropriate.

Organization’s communications strategy: If the organization has a commu-nications strategy, it should be noted in this section. The section also should state whether this strategy is to be used without change or whether tailoring is needed to meet the specific program requirements. If this strategy is to be used without any changes, there is no need to complete the rest of this tem-plate except for the approvals section.

Constraints: This section documents those items that may limit the program team’s communications options. Examples are stakeholders who are located in different geographic areas to ensure they are not affected adversely when virtual meetings are held; the need to use a common language for commu-nications, such the standard English vocabulary of four thousand words; an inability to access common systems because of the lack of software compat-ibility; and the use of different technical capabilities.

Assumptions: This section describes those items that are considered to be true, real, or certain concerning the communications strategy. Examples may be regulatory requirements, changes in technology, the need to consult with advisory boards, media involvement at certain phases of the program, involvement of consumer groups, terms and conditions and other confiden-tial clauses in contracts, and organizational requirements.

Information transfer from components to the program: This section states the format and process the components will use to transfer information from the component to the program and how often information will be trans-ferred. It also describes the mechanisms to ensure that the information that is transferred is timely and accurate. To ensure stakeholders receive needed information, major component milestones should be addressed as part of the program’s master schedule, and information should be provided when these milestones are met.

Assessment of potential communications channels: This section states the potential communications channels in the program given the number of stakeholders. The program manager then can determine who needs to com-municate with whom and how often communications should occur in order that there is an optimal exchange of information with stakeholders.

Resolution of stakeholder issues and concerns: This section describes the methods to be used to resolve any stakeholder issues and concerns.

It describes how component managers will escalate issues to the program manager. It states the items the program manager can resolve on his or

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her own and the process to use to escalate items to the governance board for resolution.

Approvals: This section contains the written approval of the communications strategy by the program sponsor, program manager, program management office, members of the governance board, and others as appropriate.

Communications Strategy Template

<Insert Program Name>

Communications Strategy

Program name:

Program manager: PM’s email address here as a hyperlink Program sponsor:

Proposed start date:

Proposed end date:

Prepared by:

Revision history:

Business unit:

A. PurPoSe

A brief introductory statement defining the purpose of the communications strat-egy, such as:

The communications strategy ensures that stakeholders receive the informa-tion they need about the program and that their issues and concerns are resolved in a timely and appropriate way.

_____________________________________________________________________

B. orGAnIzATIon’S CoMMunICATIonS STrATeGy

This section states whether the organization’s communications strategy will be followed in the program.

_____________________________________________________________________

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C. ConSTrAInTS

This section documents those items that may limit the program team’s communi-cations options.

_____________________________________________________________________

D. ASSuMPTIonS

This section describes those items that are considered true, real, or certain con-cerning the communications strategy.

_____________________________________________________________________

e. InForMATIon TrAnSFer FroM CoMPonenTS To The ProGrAM This section states the format and process the components will use to transfer information from the component to the program and how often information will be transferred. It describes mechanisms to ensure the information that is trans-ferred is timely and accurate.

_____________________________________________________________________

F. ASSeSSMenT oF PoTenTIAl CoMMunICATIonS ChAnnelS

This section states the potential communications channels in the program given the number of stakeholders.

_____________________________________________________________________

G. reSoluTIon oF STAkeholDer ISSueS AnD ConCernS

This section describes the methods to be used to resolve any stakeholder issues and concerns.

_____________________________________________________________________

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h. APProvAlS

This section contains the approval of the communications strategy by the pro-gram manager, propro-gram sponsor, propro-gram management office, members of the governance board, and others as required.

SignatureSand date approval obtained

Program manager ____________________________________

Program sponsor ____________________________________

Program management office director ____________________________________

Governance board chairperson ____________________________________

Governance board member 1 ____________________________________

Governance board member 2 ____________________________________

Governance board member N ____________________________________

Stakeholder 1 ____________________________________

Stakeholder 2 ____________________________________

Stakeholder N ____________________________________

In document The Standard for Program Management (Page 118-122)