Communications Strategy

A detailed communications plan can enhance the effectiveness of your deployment project. With proper communication, your work in planning and deploying Windows 2000 is more likely to complement and integrate with the work of other teams deploying new IT projects. This helps management to assist project teams in overcoming obstacles, and prepares users to take advantage of the new infrastructure.

An effective communications strategy identifies the needs of several types of audiences, such as executive management, project teams, IT organization, and users at all levels. Keeping people informed keeps them involved. Use your communications strategy to build support for your deployment project, the new Windows 2000 technologies, and the business processes that the technologies support.

When you create your communications plan, it is important to address the following questions:

How will deployment information be distributed?    You can use e-mail and intranets to complement more traditional media, such as print. Creating an intranet site that is simple to update with deployment status reports is one of the best means of keeping users informed. User experience is enhanced by sufficient self-help. This reduces confusion and lowers support costs.

What information will be conveyed?    Explain how the new infrastructure will make users' jobs easier and how it will serve the business needs of the organization. The status of the deployment is one of the most important pieces of information you can convey to users and deployment team members. Highlight the successes, but also acknowledge any obstacles.

How frequently will information be distributed?    For end-users, monthly updates might be sufficient. For line-of-business managers, more frequent updates might be appropriate, particularly when you get close to the pilot and production rollouts. For members of the IT department, whether they are directly involved in the deployment or not, weekly updates are recommended. The changes that you are instituting have a direct impact on the way IT personnel do their jobs. They need to keep a close watch on the progress of your deployment project.

What type of feedback mechanism will you implement?    Detail your plans for end-user feedback. Creating a feedback mechanism that your users can use to express their concerns and frustrations is important to your success. A two-way communication channel allows users to be part of the project and act as team members who provide valuable information that can contribute to the success of your project.