1. LOGO
Program Communications Plan &
Standards
NAME OF PROGRAM
Version x1.0b

2. LOGO Program Communications Plan
Document Control
Revision History
Date Version Description Author
Privacy Information
Document Owner
The primary contact for questions regarding this document is:
Owner
Phone:
Mobile:
Email:
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3. LOGO Program Communications Plan
Table of Contents
Document Control.....................................................................................................................2
Revision History..................................................................................................................2
Privacy Information..............................................................................................................2
Document Owner.................................................................................................................2
Table of Contents......................................................................................................................3
Communications Plan...............................................................................................................4
I.Overview.................................................................................................................................4
II.Goals......................................................................................................................................4
III.Success Factors...................................................................................................................4
IV.Outline of Communications...................................................................................................5
V.Approval Process..................................................................................................................5
VI.Standard Conventions..........................................................................................................5
Language............................................................................................................................5
VII.EMO Contacts.....................................................................................................................5
Organizational Chart(s).......................................................................................................5
Contacts List........................................................................................................................5
VIII.Written Communications.....................................................................................................6
Written Communications.....................................................................................................6
IX.PowerPoint Presentations....................................................................................................6
PPT Template.....................................................................................................................6
X.Branding................................................................................................................................6
XI.Electronic Communications..................................................................................................7
Email...................................................................................................................................7
Calendar Scheduling...........................................................................................................7
Telephone Conferences......................................................................................................9
XII.Communications Action.......................................................................................................9
XIII.Approval Process................................................................................................................9
XIV.Project Feedback Mechanisms..........................................................................................9
Feedback.............................................................................................................................9
XV.Meetings..............................................................................................................................9
XVI.Meetings Chart.................................................................................................................10
XVII.Communications Matrix...................................................................................................11
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4. LOGO Program Communications Plan
Communications Plan
I. Overview
The Intent of the Communications Plan is to provide standard guidelines for
communications throughout the Engagement Management Office (EMO), partners,
and all aspects of project engagement for the PROGRAM NAME. Effective
communication between program participants is expected to be enhanced through
the use of these standards.
This document is to serve as the basic for communications for the Engagement
Management Office (EMO) as well as future projects that might arise from
PROGRAM NAME.
II. Goals
The intent of the Communications Plan is to provide standard guidelines for
communications
The purpose of the communication plan is to allow for the achievement of the
following goals:
• Eliminate redundancy
• Create understanding
• Gain support
• Reduce the impact of organizational complexity
• Provide consistent communications
• Improve teamwork
• Achieve measurable results
• Improve morale
• Build consensus
• Integrate communications efforts
• Target messages to appropriate audience
III. Success Factors
The success of this Communications Plan is contingent upon the following:
• Delivery of timely and accurate information to the appropriate recipient(s) in the
proper format
• Effective use of technology to deliver information
• Communication of project status in a consistent format to all stakeholders
• Maintenance of close contact with stakeholders throughout the project
• Stakeholder feedback and reporting of issues and concerns to the EMO
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5. LOGO Program Communications Plan
IV. Outline of Communications
(REVISE AS NEEDED) Human resource integration in conjunction with a Transition can be a
contentious topic if not handled correctly. It involves a change in the way the people have
been doing things, and often affects people who have a long standing relationship with
“customer groups” or and cannot be transitioned without some level of by in both on the part
of the affected personnel and other stakeholders.
The HR Communications Plan is a joint effect of XXXX Transition team and the Customer and
should reflect the real needs of the organization undergoing transition. Items to be
considered include:
i. Week 1 – Notification of affected employees by customer
ii. Week 2 – Inventes and Customer introduction and townhall meeting with customer
HR reps
iii. Week 3 – Affected Employee interviews
iv. Week 4 – HR integration plan presented to customer based upon current staffing and
future needs based upon validation of Due Diligence findings and employee skills
v. Week 5 – Start weekly communication to affected employees from Inventes team
vi. Week 6 – Offers extended to employees
vii. Week 7 – Weekly communication to employees
viii. Week 8 – Offers accepted
ix. Week 9 – Employee orientation and training
x. Week 10 Employee Transfer and service assumption
V. Approval Process
This area should include the approval processes regarding each item in the HR
Communications Plan.
VI. Standard Conventions
Language
REVISE AS NEEDED English (UK) will be the standard language format for all
documents.
VII. EMO Contacts
Organizational Chart(s)
(see current Functional Organisation Chart)
Contacts List
(see current BPMAP Contacts List)
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6. LOGO Program Communications Plan
VIII. Written Communications
Written Communications
Written communication should be prepared using the Document Management (see:
BPMA.EMO.DocumentManagement.20050617.Inventes.CEJ.vX01) standards.
Written communications should generally be prepared using standard Microsoft
document formats (Word, Excel, Powerpoint, Visio, and Project) and be prepared in
A4 format.
NOTE: MS Office 2000 versions should be used to ensure accessibility
IX. PowerPoint Presentations
PPT Template
When preparing PPT presentations, please use the BPMAP PowerPoint Template
(see current BPMAP PPT Template )
X. Branding
Branding consideration for BMPAP will seek to identify the project, without specifically
identifying the constituent partners, which may change, over time.
Branding will include specific naming for the project – Business Partnership Model
Asia Pacific (BPMAP) and a simple logo.
Logo (Full Size):
LOGO
Logo (Half Size):
LOGO
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7. LOGO Program Communications Plan
Logo (Half Size without wording):
LOGO
XI. Electronic Communications
Electronic communications, including email, calendars, and scheduling, should
primarily be communicated in a manner that allows for date-time registration.
Email
Email should include appropriate subject headers that indicate the content of the
email and whether specific actions (i.e. “for approval” , “urgent”) are needed.
Attachments:
E-mail attachments should included standard Microsoft Documents and should be
limited in size to under 3Mb When possible, if access to a file can be accomplished
via the web – or if it is in a shared repository of the program – then a logical link or
URL for the file should be included rather than the file itself.
Subject Field Convention:
The subject field should include BPMAP and the document name along with “For
Approval” “Urgent” “For Review”, etc. as needed
Emails should include a standard disclaimer as part of the signature:
Disclaimer:
“This email is confidential and intended only for the use of the individual or entity
named above and may contain information that is privileged. If you are not the
intended recipient, you are notified that any dissemination, distribution or copying of
this email is strictly prohibited. If you have received this email in error, please notify
us immediately by return email or telephone and destroy the original message. Thank
you.”
Copies:
All BPMAP Email communications should be copied to the following boxes:
CC:CUSTOMER EMO Box -
CC: Inventes EMO Box -
Zipped Files:
If sending zipped files via toCUSTOMER, please append with .eds.zip to ensure that
they can pass through the firewall.
Calendar Scheduling
Outlook/Exchange should be used when scheduling calendars. The appropriate
required invitees and optional invitees should be indicated, along with the location of
the event and method of communicating (i.e. telephone bridge) for those unable to
attend.
Time Zones should be listed for both Sidney (SADT) and Hong Kong (HKT)
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8. LOGO Program Communications Plan
NOTE: Prior to scheduling meetings, meeting rooms, conferencing equipment, and
projects should be scheduled, as needed.
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9. LOGO Program Communications Plan
Telephone Conferences
In general, a telephone bridge will be established for each meeting.
Conference Access:
Participant Passcode:190081
Conference Access:
Local – City: +number
National toll free - city number
NOTE: If only 1 person is dialing a speaker phone should be used instead of setting
up a bridge.
XII. Communications Action
Communications action planning will utilise an agreed on format to transmit all
communications items that arise as a result of either planned or ad hoc meetings.
This plan will identify, as a minimum, the following:
• Date communication item/need was identified
• Date item was assigned to Subject Matter Expert;
• Description of item;
• Subject Matter Expert assigned to implement solution;
• Date issue was corrected and closed.
XIII. Approval Process
After a formal communications process is agreed, Inventes will update any changes
on a monthly basis after reviewing changes with CUSTOMER. Approval processes
will be determined based on the type of communication.
XIV. Project Feedback Mechanisms
Feedback
The following feedback is expected during this project:
TBD
XV. Meetings
Meetings in XXXXXXXXXXXX will generally be held at regularly scheduling times and
locations.
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10. LOGO Program Communications Plan
XVI. Meetings Chart
Group Required Attendees Optional Attendees Location Frequency Tele. Proj.
Group or Team Name, name, name, name,
name
Name, name Location Weekly - Tuesdays
10:30-12:00 (SADT)
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly – Tuesdays
1:30-3:30 (SADT)
Next meeting 12-Jul
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly – Wednesdays
11:00-1:00 (SADT)
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly - Thursdays
11:30-1:30 (SADT)
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly - Thursdays
2:00-4:00 (SADT)
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly – Tuesdays
12:00-2:00 (SADT)
X X
Group or Team Name, name, name, name,
name
Name, name Location Weekly – Wednesdays
2:00-4:00 (SADT)
X X
Name in Bold = Chair
X = required
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Location Address
Location Address
Location Address
Location Address
Location Address

11. LOGO Program Communications Plan
XVII. Communications Matrix
ID Communication Item Deliverable Purpose Frequency Audience Owner Distribution
Approvals (if
required)
1 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
2 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
3 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
4 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
5 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
6 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
7 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
8 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
9 Document Deliverable Purpose Weekly TBD Fname Lname Teams,
Groups
Team, Individual
xx TBD TBD TBD TBD TBD TBD TBD TBD
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