Posted: August 4th, 2022

Software Process Improvement – Software Process Improvement

As discussed

Sources: http://www.projectmanagementdocs.com/templates/Communications%20Management%20Plan last accessed 12.14.2011

F2 Process Improvement Toolkit: https://f2.washington.edu/sm/sites/default/files/training-materials/PI/PI%20Toolkit%20Feb%202010

last accessed 12.13.2011

Implementation Communication Plans

Determining who will communicate what to whom and when

Implementation communication plans can help bring about the successful implementation of a solution or project.
Appropriate implementation and communication plans increase the probability of stakeholder buy-in. The Plan will
list necessary steps for the implementation communication, provide a mechanism for tracking progress, and
document who should be notified and when.

How To Use the Tool:

Several questions must be answered by the owner in order to lay the groundwork for implementation and
communication. Among those are the following:

 Whom do we want to reach?
 What do we want them to do differently from the current situation?
 What is the benefit of doing so?
 What are the obstacles to doing so? How will we deal with them?
 What is the primary key message to be communicated?
 What types of media will we use to communicate? When will we communicate?

The following steps are commonly utilized to construct an implementation or communication plan:
 List the steps that need to be completed.
 Determine who is responsible for each step.
 Decide on a realistic completion date for each step.
 Update the tool as the status changes and communicate to all who need to know.

An simple general communication/implementation plan can be constructed as shown below:

Service to be Implemented:

Action Step Responsible Person(s) Complete By Status/Date

1.

2.

3.

4.

5.

6.

7.

8.

9.

Implementation / Communication Plan

Sources: http://www.projectmanagementdocs.com/templates/Communications%20Management%20Plan last accessed 12.14.2011

F2 Process Improvement Toolkit: https://f2.washington.edu/sm/sites/default/files/training-materials/PI/PI%20Toolkit%20Feb%202010

last accessed 12.13.2011

For a project, the purpose of the communications plan is to define the communication requirements for the project and
how information will be distributed. The communications plan defines the following:

 Communication requirements based on roles
 What information will be communicated
 How the information will be communicated
 When will information be distributed
 Who does the communication
 Who receives the communication

This plan sets the communications framework for this project. It serves as a guide for communications throughout the
life of the project and will be updated as communication needs change. This plan identifies and defines the roles of
persons involved in this project. It also includes a communications matrix which maps the communication requirements
of this project. An in-depth guide for conducting meetings details both the communications rules and how the meetings
will be conducted, ensuring successful meetings. A project team directory is included to provide contact information for
all stakeholders directly involved in the project.

The Project Manager takes a proactive role in ensuring effective communications on this project. The communications
requirements are documented in the Communications Matrix presented below. The Communications Matrix will be
used as the guide for what information to communicate, who is to do the communicating, when to communicate it and
to whom to communicate. More complex projects will likely need a more complex implementation and communication
plan. An example with the detail needed to track the project is shown below:

Topic: Project XYZ

Communication

Type
Objective of Communication Medium to Use Frequency Audience Owner Deliverable(s)

Project Kickoff

Meeting

– Intro project

– Intro team

– Review project objectives

– Review mgmt approach

In person One Time

– Project sponsor

– Project team

– Project manager

– Selected stakeholders

Project

Manager

– Agenda

– Meeting minutes

– Outline of project

Status Meeting

etc.

Example Communication Plan

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