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M3 Playbook > Phase 1: Readiness > 1.8 Define Stakeholders and Develop Communications Plan

1.8 Define Stakeholders and Develop Communications Plan

Workforce, Organization, and Stakeholders

Task Activities

  1. Customer

    Conduct Stakeholder Analysis to identify all stakeholders that will potentially be affected

  2. Customer

    Develop an initial Communications Plan including audience, purpose, delivery methods, and timeline considerations

  3. Customer

    Document migration and Operations and Maintenance (O&M) training needs to inform the Target State Concept of Operations and Initial Scope of Services

  4. Customer

    Create a feedback mechanism to collect input from stakeholders throughout the program

  5. Customer

    Update the Project Business Case

  6. Customer

    Populate the Investment Readiness Checklist

1.8 Best Practices

  • The Stakeholder Analysis is necessary to strategically and proactively communicate and involve stakeholders in change management activities, which will improve stakeholder engagement, reduce risk, and remove barriers to migration
  • Incorporate change management strategies and approaches, as applicable, directly into communications planning (e.g., targeted email campaigns, leadership brown bags)
  • Include Communications Lead early in the process and consider Communications Lead’s roles throughout the entire process
  • Provide frequent, early, and as close to real-time audience targeted communication updates throughout the process. Communications may need to account for a union presence, reach out internally within the agency to determine appropriate handlings
  • Communicate the value and benefits of migration and business process changes to the larger workforce after the business case and throughout the implementation

Stakeholders

Customer

  • PMO Team
  • Change Management Lead
  • Communications Lead

Inputs

  • As-Is Workforce Documentation
  • Current Organization Structure
  • Change Readiness Assessment
  • Change Management Plan
  • Project Business Case

Outputs

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