4.2.7 Communication


 

Strategies

 

Communication Strategy

 

Background and Scope

The implementation of PeopleSoft HRMS will affect internal University processes, data, technology, and the people. The communications for this project will target all department heads, employees in specific departments (such as HR), external business partners and all employees. Other project teams will address those affected by the system that are not employees but are still affiliated with the University, i.e. students, alumni. As with any substantial change, communication, over a long period of time, delivered to multiple audiences, is the key to enabling and succeeding in the change.

 

Develop the Communications

We suggest you treat the Communications just like a software development project, i.e., identify the requirements, design the solution, build it, and then maintain it. Determine the requirements by answering the who (Audience), why (Purpose), what (Information Content), when (Schedules), by whom (Responsible Parties), and how (Delivery Channels) questions. Build the Communications incrementally.

 

Audience

 

Over the course of the project, you will need to communicate with the following Audiences

 

Purposes of Communicating to Each Specific Audience

Communication to the above areas will serve a variety of purposes:

Information Content

The content will vary by audience, purpose, timing, delivery media, etc. but may address any of the following:

Note some of this effort might be delegated to other university departments. Example: Payroll Office may want to send out their own communication if the employee’s pay stub is being revised or more banking options are being offered to direct depositors.

Schedules

In building a communication plan, you will need to determine when specific audiences need specific information content and why. Schedule the delivery of the communications on a regular frequency as well as coordinated with specific events (e.g., milestones, decision point, issue resolution, training, planning conferences, etc.), as appropriate. Consider "Just-in-time" as well as long lead times, as appropriate for achieving the communication’s purpose.

Responsible Parties

Identify the roles and allocate responsibility to specific individuals. Consider when consistency in the deliverer of communications is important.

Roles include:

Delivery Channels

Identify options and the best fit to audience, purpose, and content.

Options include:

Maintain Inventory of Communications

Maintain the continually updated inventory in a log. Consider saving all project communication in the shared drive used for this project with a Communication Folder.

 

Audit and Improve Communications

Measure progress toward goals using questionnaires or other feedback mechanisms. Establish a team to review the feedback and improve communications as appropriate

 


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