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OverviewThis communication plan for the myHalliburton.com content management project, contains clear, concise guidance for sponsors, content administrators and content owners. The purpose of this communication plan is to provide an effective roadmap for communicating changing processes and technology enablers associated with this overall project. This plan will help ensure a smooth and well-paced transition which reduces the depth and duration of the disruption to the business caused by changes. This plan also helps to mitigate any issues which may lead to resistance to change (e.g., history of failed attempts, faulty or missing organizational enablers, doubts about the strength of sponsorship, technology that was not accepted).
This plan was created through meetings with Melissa Jersey and Jan Mozingo. This plan will not “go into effect” until it is reviewed and agreed to by Brandon Lackey, Project Sponsor.
Note: The scope of this plan focuses on the content management elements of this project. In a longer-term, there will be a need to address the portal side of the plan. This will involve a wider network of stakeholders associated with myHalliburton.com.
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We followed the following steps in creating this communication plan.
Time
CommunicationStrategy
IdentifyStakeholders
StakeholderResponsibilities
Final ActionPlanning
Co
mp
lex
ity
Change Management
For myHallib
urton.com
Four Phases:Preparation
SupportReview
Delivery
Execution
Iteration &Follow-up
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Communication ChannelsThis table summarizes the Formal and Informal channels we will use for communicating project details.
Table 1: Formal and Informal Channels
CommunicationStrategy
Formal Channels Informal Channels
•Quarterly Meetings with Content Owners*•Interwoven Working Sessions*:
• Content Administrators -- Jan and Melissa – April 9
• 14 Content Owners – May 7• Possible Later Sessions w/COs
•Taxonomy Challenge 2003•Surveys* (possibly consider at a later date with wider audience)•Training Manual (ready for May 7 training session)
•Regular communication between Content Administrators to Content Owners:
• Telephone and face to face conversations*
• Voice mail*• E-mail* (including key
announcements – more formal)
• Appreciation notes
Note: an asterisk indicates that there are opportunities for a feedback.
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Stakeholder GroupsFor the content management communication plan, there are three key stakeholders/groups
IdentifyStakeholders
Table 2: Stakeholder Groups
Group One: Sponsor
Group Two: Core Team Members
Group Three: Active Members
Group Four: Peripheral
• Project Sponsor: Brandon Lackey
• Content Administrators: Melissa Jersey and Jan Mozingo
• Content Owners – about 14 people in 8 PSLs
• None at this point
• None at this point
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Defined Stakeholder ResponsibilitiesStakeholder
Responsibilities
Table 3: Template for Stakeholder Participation
N/A
for
this
Pla
n
We created this table to define stakeholder participation across formal and informal communication channel. A “1” indicates that this is a primary source of information and a “2” indicates that this is a secondary source of information for stakeholders. Potential feedback loops are marked with an asterisk (*).
Formal and Informal Channels Project Team Sponsor Core Active Peripheral
Quarterly Meetings w/Content Owners* 2 1 1
Interwoven Working Sessions* (including more formal session later)
1 1 1
Training Manual (customized) 1 2 1
Taxonomy Challenge 2003 1 2 1
Appreciation Notes 2 2 1
Telephone/ face-to-face conversations/one-on-one e-mails*
2 2 1
Email (including key announcements)* 2 2 1
Surveys (consider later)* 1 2 1
N/A
for
this
Pla
n
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Communication PlanFinal Action
Planning
Communication Type Media Lead Person(s) Participants Frequency/Dates
Quarterly Meetings w/Content Owners*
Face to Face Content Administrators
All Quarterly
Interwoven Working Sessions* (including later possible training)
Face to Face Content Administrators and Project Team
All Ongoing for CAs
May 7 for COs
Later Training – date TBD
Training Manual (customized)
Written Materials Content Administrators and Project Team
All Ready by May 7
Taxonomy Challenge 2003 Ongoing Competition
Content Administrators and Project Team
All (focused on content owners and existing content)
Began May 7
Finish – June 20
Appreciation Notes Emails and/or hard copy letters
Sponsor and CAs All As needed
Telephone/ face-to-face conversations/one-on-one e-mails*
Face to Face
Content Administrators
All As needed
Email (including key announcements)
Email Sponsor and CAs All As needed
Surveys (consider later)* Email/Portal Sponsor and CAs All (others as defined)
TBD
Table 4: Communication Plan for myHalliburton.com
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May 7 CMS Working SessionTime Item Facilitation
8:30 – 8:35 Kick-off and Safety Moment by Brandon Lackey, Project Sponsor Brandon Lackey
8:35 – 9:00 Introductions and Expectation Setting, Ice Breaker, and Parking Lot (share and review training manual)
Barbara
9:00 – 10:00 Using Interwoven (from perspectives of Content Administrators and Content Owners)Benefits and Challenges of CMS (Interwoven)Review, Tag, Approve – your roleOvercoming Challenges and Emphasizing BenefitsContent Overview Page (Brandon)
Brandon, Melissa, Jan, Barbara
10:00 – 10:15 BREAK ---
10:15 – 11:00 Taxonomy ReviewFacets (including new – Location & Organization)MetataggerMaintenance
Ron Daniel, David Smith
11:00-11:30 Facet Exercise with your taxonomy guide – highlight the tags you are likely to be using David Smith
11:30 – 12:45 LUNCH (Ice Breaker Results) ---
12:45 – 3:00 Working Session: Content Administrators work w/emails from Jan & Melissa – focus:Live Review of TeamSiteReviewTag (Metatagger and Dates)Approve (or reject documents) and Show how documents pushed to Portal
Jan, Melissa, Barbara
3:00 – 3:15 BREAK ---
3:15 – 4:30 Mass Tagging, Review of current CMS tagsReview Taxonomy Challenge 2003
Jan, Melissa, Barbara
4:30 – 5:00 Closing CommentsQuestionsReview action items (parking lot) and ExpectationsNext steps
Brandon, Barbara
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Next Steps
Next Steps for Communication Plan Creation and Execution:
Step 1 – Melissa Jersey and Jan Mozingo reviewed and approved plan – April 2003; then sent copy to Brandon Lackey
Step 2 – Brandon Lackey reviewed and approved plan – early May 2003
Step 3 – Melissa and Jan working with Project Team to implement approved plan; update plan as needed; measure progress of the plan
Some of the best means for measuring the Communication Plan:-- Project team feedback-- Senior management feedback-- User feedback -- User satisfaction surveys (as necessary)-- Increased work efficiency for core and active team members-- Timeliness of delivery of change management elements -- Hits to the portal-- Number of times documents accessed -- Results in overcoming “old challenges”
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Evolution of Content TaggingT
agg
ing
Qu
alit
y/C
on
ten
t P
rese
nta
tio
n
Time
100%
50%
80%
5/7 6/30
Content MigrationDMS to
CMS
CMS Lifecycle
6/2
0
Content Owner Help
------Taxonomy Challenge
2003
32 days
Taxonomy Challenge 2003 – general guidelines to get started: Organize Team Meeting
Review Tagging Spreadsheet
Review Taxonomy Guide
Select 10-20 asp files to review with Team Leader
Set up schedule to complete tagging reviews by June 20
Follow-up sessions as needed
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Taxonomy Challenge 2003
Tagateers Jan – Team Leader
TTTCP – Robert
CPS – Aileen/David
L&P – Javier
SS – Pamela
Faceteers Melissa– Team Leader
BAR – Sandie
CEM – Monte
SDBS – Christine
P/E – Walt
IS/IT – Cindy
1st Prize – $100 Pappas Restaurant Certificate
2nd Prize – $50 Pappas Restaurant Certificate
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Details of Taxonomy Challenge 2003
Following these steps:
Initial e-mails to your teams
CO’s review their spreadsheets and start filling in the tags that should be added
Jan and Melissa meet with their teams to review how to log into WebDesk and mass-tag documents
Content Owners begin tagging and approving files using WebDesk
Jan and Melissa follow up with their teams with words of encouragement, tips of the week, etc.