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Communication PlanFor Content Management Elements

of

myHalliburton.com

May 21, 2003 (updated)

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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

Email

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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Taxonomy Challenge 2003

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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.