Project Communications Plan for the FireControl Project

Purpose

The purpose $of$ this communications plan $isto$ ensure clear, consistent, and timely communication among all stakeholders involved $in$ the FireControl project. The goal $isto$ build trust, address concerns proactively, and foster collaboration, ultimately leading $to$ a successful implementation $of$ the project.

Structures

$1.$ Stakeholder Identification and Engagement:

Key Stakeholders:

Fire Brigades Union $(FBU)$

Call Center Employees

Department for Communities and Local Government $(DCLG)$

$IT$ Infrastructure Contractors

Local Communities

Engagement Groups:

Primary Group: FBU and Call Center Employees

Secondary Group: $DCLG,IT$ Contractors

Tertiary Group: Local Communities

Project Steering Committee:

Includes representatives from $DCLG,$ FBU, Call Center Employees, and $IT$ Contractors. This committee will guide the project and ensure all voices are heard.

$2.$ Communication Roles and Responsibilities:

Project Manager:

Overall responsibility for ensuring communication $is$ maintained.

Stakeholder Liaison Officers:

Individuals responsible for maintaining communication with each stakeholder group $(e.g.,an$ officer assigned specifically $to$ the FBU$).$

Communications Officer:

Responsible for producing and distributing communications materials $(e.g.,$ newsletters, updates$).$

Methods

$1.$ Regular Meetings and Updates:

Monthly Project Steering Committee Meetings:

Purpose: Discuss project progress, address any concerns, and adjust plans $as$ needed.

Attendees: Representatives from all key stakeholder groups.

$Bi-$weekly Stakeholder Group Meetings:

Purpose: Provide updates specific $to$ each stakeholder group, allowing for focused discussions $on$ their concerns.

Attendees: Liaison Officers and respective stakeholder group representatives.

$2.$ Written Communication:

Monthly Newsletters:

Purpose: $To$ provide a written summary $of$ the project$s$ status, upcoming milestones, and responses $to$ any issues raised.

Distribution: All stakeholders via email and posted $in$ common areas $of$ call centers.

Detailed Progress Reports:

Purpose: $To$ provide $in-$depth updates $to$ senior stakeholders $(e.g.,DCLG)$ regarding the technical and financial status $of$ the project.

Distribution: Senior management and the Project Steering Committee.

$3.$ Feedback Mechanisms:

Online Feedback Portal:

Purpose: $To$ allow all stakeholders $to$ submit their concerns, suggestions, and questions $at$ any time.

Access: Secure $login$ provided $to$ all key stakeholders.

Focus Groups:

Purpose: Gather detailed feedback from smaller, diverse groups $of$ stakeholders, ensuring that concerns are understood and addressed.

Frequency: Quarterly, with the focus group$s$ findings reported back $to$ the Steering Committee.

Timing

$1.$ Pre$-$Implementation Phase:

Initial Stakeholder Briefing:

Timing: Within the first month $of$ the project announcement.

Purpose: $To$ inform all stakeholders $of$ the project$s$ goals, timelines, and expected impact.

Stakeholder Engagement Plan:

Timing: Within the first two months.

Purpose: Develop a detailed engagement plan outlining how and when stakeholders will $be$ consulted throughout the project.

$2.$ Implementation Phase:

Ongoing Communication:

Timing: Monthly and $bi-$weekly meetings $as$ outlined $in$ the $Methods$ section.

Purpose: Keep stakeholders informed, address concerns, and adapt the project plan $as$ necessary.

Mid$-$Project Review:

Timing: $At$ the halfway point $of$ the project timeline.

Purpose: Conduct a thorough review $of$ the project$s$ progress, reassess stakeholder engagement, and make necessary adjustments.

$3.$ Post$-$Implementation Phase:

Project Completion Report:

Timing: Within one month $of$ project completion.

Purpose: Provide a comprehensive overview $of$ the project$s$ outcomes, including a review $of$ stakeholder satisfaction and lessons learned.

Final Stakeholder Meeting:

Timing: Within two months $of$ project completion.

Purpose: $To$ discuss the project$s$ success, address any remaining concerns, and provide closure.