What are the best ways to ensure a successful system implementation project communication plan?

1 Define the communication objectives

Before you start communicating, you need to have a clear idea of what you want to achieve with your communication. What are the main messages you want to convey? Who are the target audiences and what are their needs and preferences? How will you measure the effectiveness of your communication? By defining the communication objectives, you can align your communication strategy with the project goals and outcomes, and ensure that your communication is relevant, consistent, and impactful.

2 Choose the appropriate communication channels and tools

Once you have defined the communication objectives, you need to select the best ways to deliver your messages. There are many communication channels and tools available for system implementation projects, such as emails, meetings, reports, presentations, newsletters, surveys, webinars, dashboards, and collaboration platforms. However, not all of them are suitable for every situation and audience. You need to consider factors such as the frequency, timeliness, format, and interactivity of your communication, and choose the channels and tools that match your communication objectives and the characteristics of your audiences.

3 Create a communication plan and schedule

A communication plan and schedule is a document that outlines the details of your communication activities, such as the purpose, content, audience, channel, tool, frequency, timing, and responsibility of each communication. It also defines the communication roles and responsibilities of the project team members, such as who will initiate, approve, deliver, and monitor the communication. A communication plan and schedule helps you organize and coordinate your communication efforts, avoid duplication or omission of information, and ensure that your communication is timely and accurate.

4 Follow the communication best practices

No matter the communication channel or tool you use, following some general communication best practices is essential to ensure your communication is professional and effective. For example, use clear and concise language while avoiding jargon and acronyms. Incorporate visuals and examples to illustrate your points, making them easier to understand. Additionally, tailor your communication to the needs and expectations of your audience, using the appropriate tone and style. Show feedback and acknowledgment to your communication partners, encouraging their participation and input. Prior to sending or presenting it, review and proofread your communication for errors and inconsistencies. Finally, follow up on your communication and track its results and outcomes.