FA06 - System Integration – Connecting Care Across the Continuum Establishing Successful Cross-Sector Partnerships A Simple-to-Use Tool for Communication Planning and Stakeholder Engagement Session Date & Time: June 21, 1015 – 11:30 Presenters: Mila Ray-Daniels, Manager, Communications, HNHB CCAC Jody Wellings, PMO Lead, Continuous Improvement, HNHB CCAC
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Connecting Care Across the Continuum Establishing ......FA06 - System Integration – Connecting Care Across the Continuum Establishing Successful Cross-Sector Partnerships A Simple-to-Use
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FA06 - System Integration – Connecting Care Across the
Continuum
Establishing Successful Cross-Sector Partnerships
A Simple-to-Use Tool for Communication Planning and
Stakeholder Engagement Session Date & Time: June 21, 1015 – 11:30
Presenters:
Mila Ray-Daniels, Manager, Communications, HNHB CCAC
List all internal and external stakeholders, as specifically as
possible. Use the Stakeholder Impact Analysis Tool.
Eg. Staff, Client Services Care Coordinators
WHAT What is the change?
Identify what change each stakeholder will experience. Consider
direct impact, as well as the “ripple effect”.
Eg. Staff will need to access the information at a different web
site.
WHERE Where will the change take place?
Identify geographic and technology- based impacts.
Eg. staff in Hamilton, using intranet
WHEN When will the change happen? Consider a “work back” and “work
forward” process to identify a timeline of activities that will have
an impact.
Eg. preparation June 10, implementation Sept. 10 and
measurement Nov. 10
WHY Why is the change happening? Link the impact back to the
overarching objectives for the project or program.
Eg. To improve patient care by….
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Previous Slide
10
Hamilton Niagara Haldimand Brant CCAC
COMMUNICATION PLAN CONTENT
Component Description
Purpose This specifies the problem(s) and/or the opportunity (opportunities) your plan intends to address.
Situational Analysis This section analyzes the current situation and includes an overview of the organization (background); the major positive or
negative factors that will impact the success or failure of the initiative and/or organization: Strengths, Weaknesses,
Opportunities, and Threats (SWOT); and the communications to date, if any.
Audiences and/or Stakeholders This is a description of the groups of people the plan intends to influence. They might have a vested interest, they might
benefit from knowing something, their support, understanding and/or action may be needed for the organization to achieve
an objective or they might be hampering the achievement of some objective. This component includes enough detail
(demographics and characteristics) to enhance your understanding of the group's interests, values, biases, communication
preferences, etc.
Communication Objective(s) These are statements of what the plan wants to achieve or what action(s) it wants audiences to take. Objectives must be
SMART: Specific, Measurable, Achievable, Realistic, and Timely. They should also refer or link to all the named audiences.
Key Message(s) These are the succinct statements (usually 3 to 5) that are the messages we want the audience to receive. They are the
positioning statements for your program, project, or organization. Your audiences should relate to these statements and be
able to remember them. To be effective, messages should answer WIIFM: "What's in it for me?" from the point of view of
each audience.
Strategies
and Tactics
Strategies are the broad initiatives that will be undertaken to achieve each objective. Tactics are the actions that will be
taken to implement each strategy. Strategies and tactics must ensure that communication reaches each audience with
sufficient impact to achieve the objective(s).
Action Plan This chart facilitates implementation of the plan. It lists the tactics or actions to be undertaken, who is responsible for
ensuring each tactic is completed, who else is involved and the completion date and/or time.
Collateral Materials These are the tangible materials to be produced or used to implement the strategies and tactics.
Resources These are the resources, both human and financial, required to implement the plan.
Evaluation These are the measures that will be used to evaluate the success of the plan.
Continuous Improvement In situations where communication is continuous, the evaluation findings are used to
adjust the plan and improve the communication process and/or content.
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11
Hamilton Niagara Haldimand Brant CCAC
COMMUNICATION ACTION PLAN
ACTION PLAN TRACKING
# Key Message Stakeholder
Group
Tools/Tactic (face
to face,
presentation)
Responsible
Timing of
Delivery
(project
milestone)
Who will
deliver to
stakeholder
Where
Delivered
/Forum
Who is
Responsible for
Content
Who is
Responsible for
format & design
Who
Approves
distribution
copy
Date/ Time
Delivered Feedback
Key
Lesson
Learned
Document Name
(reference to project
artefact files)
1 Lunch Facilities
Kitchen Staff
Urgent staff meeting Post note on old location door.
Facilities Manager
Kitchen
Manager
ASAP
Facilities Manager
Kitchen
Manager
Facilities office
Kitchen
Conference Organization
Lead
Conference Organization
Lead
Conference
Organization Lead
N/A
2
Move Posters to
New Location
Poster Presenters
Announce requirement to relocate poster
Conference
organizer ASAP
Conference
organizer
Email Vmail
Facilitators to
announce at sessions
Conference Organization
Lead
Conference Organization
Lead
Conference
Organization Lead
3
Staff required to
support poster move
Facilities Announce at staff meeting
Facilities manager
ASAP Conferen
ce organizer
Meeting, Voice
mail/paging
Conference Organization
Lead
Conference Organization
Lead
Conference
Organization Lead
4 Present at
new location
Conference attendees
Servers VIP’s
Announcement, Poster
Conference
organizer
At each session
Conference
Organizer
Session announcements, poster
on old location
door, Greeter at
old location to provide directions
Conference Organization
Lead
Conference Organization
Lead
Conference
Organization Lead
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12
Hamilton Niagara Haldimand Brant CCAC
Closing Thought -
• How could this help mitigate risk within our organizations?
• How will this build and strengthen relationships with key
stakeholders?
• How would utilizing this process have changed the outcomes for