M3 Playbook > Phase 1: Readiness > 1.8 Define Stakeholders and Develop Communications Plan
1.7 Define Change Management Approach
1.9 Define As-Is and Initial Target State Systems Environments
1.8 : Define Stakeholders and Develop Communications Plan
Workforce, Organization, and Stakeholders
Objective
Conduct a thorough stakeholder analysis to understand all impacted organizational groups including the most appropriate ways to communicate with each group. Develop a detailed and comprehensive communications plan.
View Lessons LearnedRecommended Best Practices
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Customer
Conduct Stakeholder Analysis to identify all stakeholders that will potentially be affected
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Customer
Develop an initial Communications Plan including audience, purpose, delivery methods, and timeline considerations
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Customer
Document migration and Operations and Maintenance (O&M) training needs to inform the Target State Concept of Operations and Initial Scope of Services
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Customer
Create a feedback mechanism to collect input from stakeholders throughout the program
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Customer
Update the Project Business Case
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Customer
Populate the Investment Readiness Checklist
1.8 Lessons Learned
- 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.
- Communicate the value and benefits of migration and business process changes to the larger workforce after the business case and throughout the implementation
Stakeholders
Recommended stakeholders, inputs, & outputs may vary by implementation; however, agencies that contributed to this Playbook reported these factors as increasing the likelihood of success.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
- Stakeholder Analysis
- Communications Plan
- Migration and O&M training needs
