The key to the successful use of a communication plan is to start it before the implementation of the final solution or change in the process.
Start with a realistic evaluation of the the people and groups that have or could have an influence on the outcome of the project.
Look at both people and groups. The end user group is one that should be considered.
Break them down into Positive, Negative or Neutral groups about the project or solution. Then evaluate them by their level of impact. In this case you see the end users are at best neutral and they have a high level of impact. Take any group that is Neutral or Negative and has a Medium to High level of potential impact and develop your communication plan for each.
From that point it is a sales job. Take the WIIFM approach. What's in it for me. What are the end users going to get out of the improvement? Then constantly communicate the status, involve them in the solution and communicate all wins back them to build support.
How would you like us to help you with this challenging assignment?
Once you have written this up, be sure to repost if you want someone to comment on your ideas.
Remember, we are not here to do you work for you. If you have a specific question about the assignment, be sure to post that. Simply posting the entire assignment implies that you expect someone to do it for you!
I'm sorry I did not post the question first and I just posted my Idea of the answer so here is the question. "often projects have a disconnect between executive sponsorship and end-users who rarely commit the anticipated time for project efforts, provide input into project planning and budget, and accept ownership of end results. Descibe how a formal communication plan can save a project when end users fail to engage, or when they have not been involved to the same level as sponsors and executives."
To create a successful communication plan, follow these steps:
1. Start early: Begin the communication plan before the final solution or change in the process is implemented. This allows for ample time to strategize, prepare, and gather necessary information.
2. Identify key stakeholders: Evaluate the people and groups that have or could have an influence on the outcome of the project. This includes both individuals and groups. It is important to consider the end user group as they have a significant impact in this case.
3. Categorize stakeholders: Break down the stakeholders into three categories - Positive, Negative, or Neutral - based on their opinions or attitudes towards the project or solution. This categorization helps identify potential challenges and areas that require attention.
4. Evaluate stakeholders' impact: Assess the level of impact each stakeholder group may have on the project's success. Identify which Neutral or Negative groups have an impact ranging from medium to high.
5. Develop communication plans: For the Neutral or Negative stakeholder groups identified with medium to high impact, devise specific communication plans. Tailor these plans to address their concerns, provide relevant information, and engage them in the process.
6. Focus on WIIFM approach: Determine the "What's in it for me" factor for each stakeholder group, particularly the end users. Highlight the benefits they will gain from the improvement or solution. This approach helps to effectively communicate the value and relevance of the project to the stakeholders.
7. Constant communication: Maintain regular and consistent communication with the stakeholders throughout the project. Provide updates on the project's progress, involve them in the decision-making process, and communicate any successes or wins. This continuous communication helps to build support, address concerns, and keep stakeholders engaged.
By following these steps, you can create a communication plan that effectively engages stakeholders and fosters support for the solution or change in the process.