Comm Pln Template

1. SOCJ
Communication Plan
August 2008

2. Contents
1. Outline/context
2. Strategy & key objectives
3. Supporting info
• Overall timelines
• The stakeholder map
• The activity plan (excel)
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3. 1. Project outline/context
• Procurement+ aims to support [Client Name] to become an effective and efficient Procurement
organization by optimizing and standardizing infrastructure, processes and technology. As a result,
we will provide better decision making at a lower cost.
• As a result of Procurement+ a variety of roles across all [Client Name] businesses will move work to
the Global Service Center in India, and to Regional Service Centers in Asia and Europe.
Approximately 50 roles in 10 locations will eventually migrate.
• Procurement+ is also an IT implementation to [Client Name] ’s version of SAP, and each of the
[Client Name] sites/business needs to complete a series of activities to achieve site readiness.
• Comms will be delivered across 3 levels:
– [Client Name] Comms (xxx, [Client Name] Service Center messages)
– [Client Name] Comms (Communication of roll-out 4 milestones, supporting Site Comms
objectives)
– Site Comms (local activity towards go-live)
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4. 2. Strategy & key objectives
Site Communications Objectives
– Create a single identity for Procurement+ at each site, based on the vision & end structure
– Create an understanding of Procurement+, activities involved and their employee/business
impact
– Support the HR and Change Management strategies and activities
– Reinforce Executive support, commitment and business ownership for Procurement+ at a local
level
– Help Managers and Employees understand their role and expectations
– Engage local Procurement+ advocates to drive the message and ensure consistency
– Increase employee’s willingness to accept the change
– Encourage stakeholders’ engagement and support information flow through face to face
communication
– Manage rumours
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5. 2. Strategy & key objectives
Site communications – desired outcomes
Employees should understand:
• What is happening? (The scope and scale of Procurement+)
• Why is it happening (How Procurement+ builds on [Client Name] ’s past acquisition strategy and fits into its growth
plans for the future. The benefits of the new system for both Thomson and its employees)
• The implications of the change. (New roles and responsibilities that will result from the Procurement+ program
efforts. How Procurement+ will impact processes, technology and infrastructure.)
• What they are expected to do, and when they are expected to do it. (Explain how and when employees will be
affected by the change. How and when employees will receive training on the new SAP systems. What the new
policies, procedures and compliance standards are.)
• How they will be supported through the change. (Change management leads and Super Users will prepare their
groups for implementation of the new system. Retention and redeployment support will be in place to handle role
transitions).
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6. 3. Supporting Information - Stakeholder map
Stakeholder/ Current attitude Desired (attitude Current key Preferred channels Due date/ By whom
audience & behaviour) messages frequency
outcomes
xxx Supportive & Issue resolution Here’s our Steering committee Bi-weekly • Op Comm
engaged concerns (and
how we’re
handling them)
Managing Neutral, but mindful Enable them to act Here’s the • Updates from [Client]? Monthly ?
Directors of possible impact to as a proposed impact • Updates from site
plan & employee spokesperson on your business, lead/FD?
morale. (local staff we’re visiting your
updates) sites to kick the
project off.
Procurement Engaged and Key spokesperson Regular progress • Guy’s weekly FDs call Weekly • SOCJ team
Directors supportive for Mgmt peers & updates Updates from Site lead • Site lead
Procurement
team.
Accountable for
the change in their
business.
Human Business Extended member Employee Comms • Conference calls Currently CDH & AS
Resource Transformation of the site team, announcements weekly
Directors Champions aware of activity
now & planned
Site project Positive, keen to Champions, Here’s our roles & • Site kick-offs Bi-weekly •[Client] team
teams understand what responsible for the yours, and how • Site conference calls • GBS team
needs to happen. change in their we’ll work together (going forward)
business.
Site Varied, but generally Business rationale Here’s how • Procurement Director Depends • FD/Team
Procurement basic knowledge. understood, and Procurement+ updates upon site leaders
departments the part they have affects our • Team leader updates (Supported by
in the change business, and our Site Comms
team Rep)
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Site employees Little/no knowledge Business rationale Global & regional • MD updates Depends • MD (Supported
until Employee & impact service centres upon site by Site Comms
Comms understood Rep)

7. SOCJ Comms Roadmap
Audience Vehicle Sep Oct Nov Dec Jan Feb
Employee Feature on Service
Communication. Employee Centres.
[Client] MD Project Status Consultation update. Project Status Project Status Project Status report Project Status
MDs Report report Project status report report report (Site Readiness) report
MDs &
Senior Go Live
Mgrs’ Feature on Communication (eg.
their local Business Reporting
Site staff Employee Comms Employee Service & processes post
Employees updates slide deck Consultation update Centres change)
Conversion Procure-to-Pay
comms,
Site Support Testing, Trial
UAT, End User Go Live Countdown,
Cutover, Process
Comms Pack Review, Super Knowledge Transfer, Mock Close # 2, Training Mock Close # 3,
Reps Users Mock Close # 1, Aftercare
Translated,
FDs adapted
Site staff Translated, Translated, adapted Translated, adapted support pack Translated, adapted Translated,
adapted support support pack support pack detailing support pack adapted support
Procureme update pack detailing detailing names, detailing names, names, dates detailing names, pack detailing
nt Teams names, dates etc dates etc dates etc etc dates etc names, dates etc
OWNER:
[Client] [Client] Site Site
Comms Rep Comms Rep Comms Rep Comms Rep
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8. Site Comms Responsibilities
• xxx, xxx & xxx – coordinate translations of Staff communication.
• Give feedback to training team regarding translation needs for site (e.g., numbers of individuals
requiring translation).
• Build and maintain a project distribution list at site level.
• Support executive communication at site level (FD, MD & Senior Managers).
• Putt [Client Name] Corporate F+ messaging into local context (within Executive Comms)
• Customize detailed messaging to support ERP; arrange for distribution.
• Communicate key milestones related to local business transformation activities (e.g., knowledge
sharing)
• Maintain and drive site communication plan.
• Participate in and report out at weekly Site Management Team Meetings
• Share updated communication plans, milestones, progress to [Client] Communication lead.
• Accountable to site leadership (FD & Site Lead) for delivering on site Communication Plan.
• Participate in project meetings and activities as appropriate (e.g., change management sessions).
• Responsible for keeping final versions of all site communication pieces on file.
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9. [Client] comms responsibilities
• Coordinate translations of corporate messages (as necessary)
• Support executive communications (xxx, xxx & MD’s)
• Updates on [Client] plan for excomm, weekly FD calls, HRD calls
• Materials/content for briefing stakeholders
• Ensure overall F+ messaging consistency across [Client]
• Coordinate overall communication plan that includes key milestones; report overall communication
activities across [Client] sites
• Meet regularly with site communications people to guide and support site communication plans
• Adapt and customize business transformation messages to support the site communications
• Support TOC F+ communications by providing [Client] specific info
• Measure effectiveness of communication strategy and execution by reviewing local communication
plans
• Clarify and communicate governance between Communications and HR (e.g., what needs to be
signed off at a [Client] level)
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10. Appendix
• Key comms contacts
• Integrated calendar (Sept-Dec ’07)
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