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:
- Identify: Map the various audiences that you need to communicate with
- Analyze: Categorize and track the different types of communications (messages you want to convey) that will occur during the life cycle of a project
- 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: |
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 |
Oct 2011 |
Sponsor |
Not started |
|
Project Team |
Status of work units |
Feedback |
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) |
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