A Structured Communications Plan
A massive deployment project's communications plan must include the following elements:
A project name to identify the project.
A project logo to enable users to quickly and easily identify every project intervention.
A series of bulletins to the user base that include information about project scope, project objectives, advantages for users, changes brought about by the project, user responsibilities, and so on. This series of bulletins should begin at the very start of the project and last until the very end of the project.
A user committee that serves as a two-way communications vehicle between IT and the user base.
A user survey focusing on user needs, current issues, and general user comments.
A series of presentations demonstrating the upcoming changes to the user base.
Regular meetings with user committees to collect comments and suggestions.
A demonstration room or rooms containing the new tool set. This room should be open to users so that they may judge for themselves the impact of the change. This room should also be staffed with a project representative who can help users understand the scope of the change.
A pilot project that tests and identifies the impact on the user base during deployment.
The structure of the communications plan is detailed in the sections that follow.