How to create a project plan with your key priorities and people in mind.

1. Planning your Approach

2. Use Cases
 There are three types of Use Case:
Basic
Simple improvements
Immediate benefits
No training
Easy to scale
Low risk
Big Business Benefit
Tactical
Quick to deliver
Immediate benefits
Deliver to small groups
Easy to repeat
Low risk
Limited Business Benefit
Strategic
Longer term projects
Long term rewards
Affects whole
organisation
Customised approach
Higher risk
Huge Business Benefit

3. Your Approach Strategic Use
Cases
Tactical Use
Cases
Basic
Collaboration
Time

4. Basic Use Cases (Examples)
 Quick Win Kits:
 Web Meetings
 Instant Messaging (Chat)
 Files & Documents
http://bit.ly/29f9f8z

5. Tactical Use Cases
Better
Management
• Projects
• Meetings
Improving
Communications
& Engagement
• Corporate Comms
• Staff Engagement
• Key Customer Engagement
Finding things
more easily
• Expertise
• Documents
• Experience & Skills
Standardizing
Approaches
• Document Management
• Knowledge Capture
Most organizations
have similar tactical use
cases, because they
relate to how people
handle information.
Ask your customer if
they could improve any
aspect of their business
in these areas, then ask
who needs to improve
most.

6. Strategic Use Cases
Workplace Safety
•Information Sharing
•Reporting Incidents
Recruiting &
Onboarding
•New hires acclimatisation
•Off-boarding
•Career Portal
Mergers &
Acquisitions
•Joint Working Community
•Integration of Processes
Customer Service
•External Customer Portal
•Issue Tracking
•Procedure Standardization
Supply Chain
•Reducing transaction friction
•Standardizing Contracts
Sales
•Status Updates rather than Reports
•Customer Collaboration Hubs
Innovation •Idea Collection & Review
Customer
Engagement
•External customer communities
Organization
Wants To
Improve:
Every
Organization’s
Approach is
Unique.
Generally, each
Strategic Use
Case is made
up
of smaller Basic
or Tactical Use
Cases

7. Use Case Prioritization
 Explore with your
customer the different use
cases which need to be
implemented in the
organization.
 Also discuss the groups
of users who should
receive each use case to
come up with a table…
Use Case Group
Web Meetings Mobile Sales People
Web Meetings Executives
Web Meetings Research Dept in
Locations A & B
File Sharing Legal Department
Secretaries
File Sharing HR Department Managers
Safety
Documentation
Safety Managers
Product
Knowledgebase
Sales
Product
Knowledgebase
Product Team

8. Use Case Prioritization
 With a list of Use Cases, we need to prioritize them.
 We want to show early success, get people used to the system
and build confidence.
 Therefore, we want to prioritize Basic Use Cases with a High
Value to the business.

9. Use Case Prioritization
Use Case Group Type Value to Business Score
Web Meetings Mobile Sales People Basic High Basic (3) x High (3) = 9
Web Meetings Executives Basic High Basic (3) x High (3) = 9
Web Meetings Research Dept in
Locations A & B
Basic High Basic (3) x High (3) = 9
File Sharing Legal Department
Secretaries
Basic High Basic (3) x High (3) = 9
File Sharing HR Department
Managers
Basic Medium Basic (3) x Medium (2) = 6
Safety Documentation Safety Managers Tactical Medium Tactical (2) x Medium (2) = 4
Product Knowledgebase Sales Tactical Medium Tactical (2) x Medium (2) = 4
Product Knowledgebase Product Team Strategic High Strategic (1) x High (3) = 3

10. Use Case Prioritization
Use Case Group Type Value to
Business
Score Implementation
Order
Web Meetings Mobile Sales People Basic High 9 1
Web Meetings Executives Basic High 9 2
Web Meetings Research Dept in Locations A & B Basic High 9 3
File Sharing Legal Department Secretaries Basic High 9 4
File Sharing HR Department Managers Basic Medium 6 5
Safety Documentation Safety Managers Tactical Medium 4 6
Product Knowledgebase Sales Tactical Medium 4 7
Product Knowledgebase Product Team Strategic High 3 8

11. Use Case Prioritization
8
1 2 3 4
6 7
Time
Strategic
Tactical
Basic
5

12. Basic or Tactical Use Case Exercise
 Choose 2 use cases, from either the Basic or Tactical Use
Cases.
 Write a Vision Statement to describe a problem expressed to
you, and how it work be addressed by the Use Case.
 Write a Business Case for the Vision, showing how, in theory
implementing the Use Case would provide value for the
customer.
 Consider the impact of these Use Cases on your organization
and prioritize the list.

13. Basic and Tactical Use Case Exercise
• Describe the problem
What
• Define why this has
arisenWhy
• Define who is affected
Who
• Define when it needs to
be doneWhen
• Describe what success
looks likeSuccess
Remember the components of the
Vision Statement?
And the Business Case Proposal?

14. Establish a
Vision
Seek
Leadership
Approval
Define Use
Cases
Plan
Deploy
Iteratively
Focus on Planning

15. Planning
 Several Types of Plans Are Needed:
 Project Plan
 Iterations Plan
 Communications Plan
 Engagement Plan
 Support Plan

16. Planning Hierarchy
Overall Project
Plan
Use Case 1
Project Plan
Iteration 1 Plan
Communication
Plan
Engagement
Plan
Support Plan
Iteration 2 Plan
Communication
Plan
Engagement
Plan
Support Plan
Iteration 3 Plan
Communication
Plan
Engagement
Plan
Support Plan
Use Case 2
Project Plan
Iteration 1 Plan
Communication
Plan
Engagement
Plan
Support PlanIteration 2 Plan
Use Case 3
Project Plan

17. Use Case Project Plan
Overall Project
Plan
Use Case 1
Project Plan
Iteration 1 Plan
Iteration 2 Plan
Iteration 3 Plan

18. Use Case Project Plan
Some Points To Note about the Plan:
1. Customers expect to see something like this!
2. Iteration 1 is longer because it’s the first run
of use case, requiring
1. New Comms Plan
2. New Engagement Plan
3. New Support Plan
3. The delivery runs in a linear, sequential
manner.
4. Iteration 2 is shorter because we review the
last set of plans, adjust, and go.
5. Implementation is also shorter because we
are better at it!
We discuss the iteration steps
themselves in the next
section.

19. Iteration Plan Overall Project
Plan
Use Case 1
Project Plan
Iteration 1 Plan
Communication
Plan
Engagement
Plan
Support Plan
Communication
Plan
T-30 Introducing What’s Going to Happen
T-15 Reminder about what’s coming
T-5 Next Week We’ll Be…
T-1 Tomorrow…
T+1 Tip #1
T+3 Tip #2
T+7 Tip #3
….
Engagement
Plan
T-30 Email About What’s Coming
T-20 Posters in Kitchen announcing initiative
T-10 Novelty items at reception
T-2 Lunchtime briefing
T+1 Floor-walking / Mentoring
T+3 Lunch & Learn
T+5 Affected Users Conf Call
…
Support Plan
Introduction Videos?
Frequently Asked Questions
Expert Training
Mentoring Training
Support Email Or Community?

20. Example Communication Plan
Point in
Iteration
Precise
Date
Title Contents
T-30 01/06/2018 Exciting News for Our Mobile Sales Team We will soon be introducing an exciting way of holding meetings
from any …..
T-15 16/06/2018 Web Meetings are coming in 2 weeks Are you looking forward to the arrival of web meetings? In just
over 2 weeks….
T-5 26/06/2018 Join us next Tuesday at lunchtime to learn
about web meetings
We’ll be delivering web meetings for you in a little over a week.
Join us for lunch on Tuesday to …..
T-1 30/06/2018 Are you coming to lunch tomorrow? Join us tomorrow for a lunch and learn session about how you
get make the most of the web meetings…
T+1 02/07/2018 Tip #1 – How to Share Your Screen Thanks for being part of our rollout of web meetings. Here’s the
first of the tips we’ll be sending you….
T+3 05/07/2018 Tip #2 – Recording a Meeting Here’s Tip #2 ….. Don’t forget to reach out to your mentor John
Doe (1-800-555-2001) if you have…..
T+7 09/07/2018 Tip #3 – Handing Discussions Here’s Tip #3 …. Have you contacted a mentor? Do you have
any questions, feedback or comments?....
T-30T-29T-28T-27T-26T-25T-24T-23T-22T-21T-20T-19T-18T-17T-16T-15T-14T-13T-12T-11T-10T-9 T-8 T-7 T-6 T-5 T-4 T-3 T-2 T-1 T-0 T+1 T+2 T+3 T+4 T+5 T+6 T+7

21. Engagement Plan
 The Engagement Plan follows a similar
structure to the Communications Plan.
 The focus of the Engagement Plan is
indirect communication to raise
awareness.
 The Engagement Plan is sometimes
combined with the Communications
Plan on smaller projects.
Engagement
Plan
T-30 Email About What’s Coming
T-20 Posters in Kitchen announcing initiative
T-10 Novelty items at reception
T-2 Lunchtime briefing
T+1 Floor-walking / Mentoring
T+3 Lunch & Learn
T+5 Affected Users Conf Call
…

22. Support Plan
 The purpose of the support plan is to make you
think about what support the users will get.
 Recommendations:
 Consider and implement, but don’t rely on on-demand
enablement materials. Only the most motivated
people use them. Use them as backup materials for
most users.
 Try to keep a log of who has been helped and
compare it to those in the iteration. Those who have
not been helped should be contacted towards the end
of the iteration – to make sure they are up and running
and happy.
Support Plan
Introduction Videos?
Frequently Asked Questions
Expert Training
Mentoring Training
Support Email Or Community?

23. Planning Exercise
For the two use cases you defined earlier, decide on the groups of users who
will receive Connections Cloud and sketch out a sample:
• Project Plan
• Use Case Plan where the total number of users are split across several
iterations. Consider which users will be first: “friendly” users or executives?
• Design a communications plan, a support plan with specific actions, like a
schedule of emails, types of support you will offer. Consider the work
involved in these – are these in your proposal?