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To download template, click here: Constituent Communication Plan Template.doc

To see a completed example, click here: Constituent Communication Plan Completed Example

Why do a Constituent Communication Plan?  

The Constituent Communication plan allows the project to update external groups of stakeholders and create and promote awareness of and buy in for the project. Constituent communications include community presentations, newsletters, training sessions, posters, brochures, focus groups, and email announcements.

Steps:

Panel
  1. Identify: Map the various audiences that you need to communicate with
  2. Analyze: Categorize and track the different types of communications (messages you want to convey) that will occur during the life cycle of a project
  3. Engage: Develop and execute communication strategy for each audience based on level of interest and impact using the matrix below

Constituent Communication Plan Matrix*

Audience

Key messages to communicate

Behavior

Communication method

Timeline

Owner

Status

With whom do we need to communicate?

What do we want to tell them?

What action do they need to take, if any?

What channel(s) will we use to reach the audience?

When will we communicate our message?

Who is responsible for communicating the message?

What is the status of particular communication?

Example:
Students

Wiki space for each Stellar course

Register via @Stellar

Stellar banner, email, Ad in The Tech

Sept 2011

Jane Smith

Draft in progress

End Users

Project Go Live

N/A

Email

Oct 2011

Sponsor

Not started

Project Team

Status of work units

Feedback

Email

Weekly

Vendor

In progress

The following is an incomplete list of target audiences and appropriate communication channels for project managers to consider:

Target audiences

Appropriate channels

First-year students

IS&T News page, MITAC, flyers, The Tech

Undergraduates (all)

IS&T News page, MITAC, flyers, The Tech

Graduate students

IS&T News page, MITAC, flyers, The Tech

Alumni (sub groups?)

Email, IS&T News page, IS&T Quarterly Newsletter

MIT employees (faculty/staff)

Email, IS&T News page, IS&T Quarterly Newsletter

MIT faculty only

Email, targeted mailing

Administrative Officers

Email (aos@mit.edu) and VPF Newsletter

Fiscal Officers

Email (ao-fo@mit.edu) and VPF Newsletter

MIT community (as a whole)

Email, IS&T News page, IS&T Quarterly Newsletter

Public

Local newspapers (press releases)

*Based in part on Duke University’s Service Lifecycle Management Communication Plan