Communication Plan for KBL Project Integration

Introduction:

This communication plan outlines the strategies used to keep all stakeholders informed and engaged throughout the project of integrating KBL with its competitor. The plan focuses on clear and consistent communication across all team members, including KBL employees and those from the competitor.

Target Audience:

• KBL Board of Directors
• Project Team Members (KBL & Competitor Employees)
• Other Stakeholders (as identified)

Communication Channels:

• Face-to-Face Meetings:
  • Project Kickoff Meeting
  • Regular Team Meetings (bi-weekly or as needed)
  • Issue Resolution Meetings (ad-hoc)
• Video Conferencing:
  • For geographically dispersed team members or those unable to attend in-person meetings.
• Email:
  • Project Kickoff Welcome Email
  • Project Summary Updates
  • Meeting Agendas and Minutes
  • Action Item Tracking and Follow-up
  • General project communication and information sharing.
• Conference Calls:
  • For quick updates, progress reports, or brief discussions not requiring video conferencing.

Communication Schedule:

• Project Kickoff Welcome Email:
  • Sent one week before the kickoff meeting.
  • This email will introduce the project, list team members and stakeholders, outline the project timeline, and provide details for joining the meeting (in-person or virtual).
• Project Summary Updates:
  • Sent after each major project meeting (e.g., bi-weekly).
  • These updates will summarize key decisions, action items, upcoming milestones, and any roadblocks encountered.
  • Distribution will be tailored based on stakeholder needs (e.g., Board receiving more detailed reports, while others receive high-level summaries).
• Project Meetings:
  • Frequency will be determined based on project complexity (e.g., bi-weekly meetings for complex projects).
  • Agendas will be distributed beforehand and minutes will be circulated after each meeting.
• Project Closing Executive Summary:
  • Sent within one week of project completion.
  • This document will summarize the project’s overall effectiveness, including a comparison of actual vs. pla