Chapter website: www.kipmi.org
Updated January 2010
1
KIPMI 2009 Communications Strategy and ModelApproved February 2009
Monica Martinson, KIPMI, 2009 VP CommunicationsSteven Driver, KIPMI, 2009 VP-Elect Communications
Chapter website: www.kipmi.org
Updated January 2010
2
2009 Communications Strategic Execution Summary
Strategic Vision and MissionProvided services to enable KIPMI chapter initiatives, services
and operations to efficiently, effectively and consistently communicate with the local PM community
2009 AccomplishmentsDeveloped and Implemented KIPMI Communications Model
Implemented Consistent Download/Scrub of PMI Member Information Performed QA Review for All Chapter Communications Content Managed Event Communications (CVENT)
Recurring Chapter Meetings, eNews, Adhoc Messages Joint International Project Management Day Event (KIPMI / Kindred) Joint Holiday Event (KIPMI / IIBA) Joint PMI Region 5 Leadership Conference (KIPMI / Bluegrass PMI)
Created Information Capture Tool for Strategic Planning Workshops Managed Communications Calendar (kipmi.org in synch with CVENT) Implemented Automated Surveys for KIPMI Events (CVENT) Supported Event Planners
PMP Training Classes Practitioner Support Seminars/Workshops
Co-Sponsored kipmi.org Revitalization
Goal for 2009
To establish a robust and well documented communications foundation to enable future volunteer boards to efficiently and effectively communicate with chapter members and the local PM community.
Chapter website: www.kipmi.org
Updated January 2010
3
2009 Communications Strategic Execution Summary
Operational Roles & Responsibilities• Communications Manager
o Perform QA Review of All Communications Content Before Distribution
o Coordinate/Execute Communications Delivery Maintain Communications Calendar (see kipmi.org) Trigger Event Invitations, Reminders, and follow-up surveys Distribute Periodic (e.g. Bi-Monthly “eNews”) Messages
o Capture/Archive Board Meeting Decisions and Action Itemso Maintain/Build Communications Team
• Channel Manager – Event/Announcement Mgmt Tool(s)o Maintain Event Management Databaseo Download DEP Monthly, Scrub, and Load into Event Mgmt o Support Event Planners, as needed
• Audience Manager – Members (DEP), PM Communityo Respond to Inquiries; Involve Other Boards When Neededo Advocate for Designated Audiences
Ongoing Duties
In addition to delivering the initiatives identified for 2009, the communications board continues to support these recurring activities, and maintain the appropriate tools and artifacts.
Chapter website: www.kipmi.org
Updated January 2010
4
Communications Process• Guiding Principles – integrity, efficiency, relevance• Roles & Responsibilities – may vary by use case
Managing Communications• What Do We Communicate? Content• How Do We Communicate? Channels• Who Do We Communicate To? Audiences• Leveraging Outside Information Liaisons
Decisions from 02/28/09 KIPMI Strategy Meeting• Approved Proposed Approach for Communications Model• Validated Communications Model Detail (some follow-up required)
o Content, Channels, & Audiences, o External Relationships & Liaisonso Owners & Managerso High-Level Communications Processo Process Roles & Responsibilities
How Does KIPMI Want To Communicate?
Goal for 02/28/09
To gain consensus from board members on the chapter’s desired communications approach, and to validate a communications model that will enable immediate mobilization of that approach.
Chapter website: www.kipmi.org
Updated January 2010
KIPMI Board – 2009 Organization ChartAs-of 01/31/2010
Chapter website: www.kipmi.org
Updated January 2010
High Level Communications Process – by Generic Role
2.0 Approve Proposal
ConceptTiming
ChannelsAudience
1.0 ProposeCommunication
ConceptTiming
ChannelsAudience
5.0 Review ContentAccuracy
Presentation
3.0 Create Content
TextGraphics
Video, etc.
4.0 Administer ContentCVENT
kipmi.org
QA ReviewerAdministratorApprover Content ReviewerOriginator Distributor
6.0 Request Distribution
ScheduleChannelsAudiences
7.0 Perform QA Review
ComplianceCoordination
8.0 Distribute Communication
ScheduleChannels
Audiences
9.0 Provide Follow-Up
Communication Support
11.0 Provide Follow-Up Content Support
10.0 Provide Follow-Up
AdminSupport
Content OwnerContent Manager/Comms Always CommunicationsKIPMI Board / Designate Content Manager/CommsContent Manager
Chapter website: www.kipmi.org
Updated January 2010
7
Communications Model:What Do We Communicate? Content
Content Owner
Monitor content to ensure alignment with KIPMI principles and interests.
Designate Content Managers.
May originate content.
May escalate content issues to KIPMI board.
Content Content Owner Content Manager 2009 Content Manager
KIPMI-Sponsored Events
Membership Events VP, Membership VP, Membership FirstName LastName
Education Events VP, Education VP, Education FirstName LastName
Certification Support VP, Education Dir, Cert Spt FirstName LastName
Practitioner Support VP, Education Dir, Pract Spt FirstName LastName
University Outreach VP, Education VP, Education FirstName LastName
Marketing Events VP, Marketing VP, Marketing FirstName LastName
Corporate Connection VP, Marketing Dir, Corp Conn FirstName LastName
Community Care VP, Marketing Dir, Comm Care FirstName LastName
Chapter Meetings VP, Programs Directors, Programs Varies by month
Chapter website: www.kipmi.org
Updated January 2010
8
Communications Model:What Do We Communicate? Content
Content Manager
Originate content, subject to Content Owner review.
May escalate content issues to Content Owner.
Content Content Owner Content Manager 2009 Content Manager
KIPMI Recurring Announcements
Marketing Announcements VP, Marketing VP, Marketing FirstName LastName
KIPMI Branding VP, Marketing VP, Marketing FirstName LastName
Sponsorship/Advertising VP, Marketing VP, Marketing FirstName LastName
Newsletter VP, Marketing Dir, Newsletter FirstName LastName
President's Announcements
President President FirstName LastName
Volunteer PM Projects President President FirstName LastName
Job Board Postings President Dir, Career Adv FirstName LastName
PM Center of Excellence
President Dir, PMCOE FirstName LastName
Board Elections President Volunteer PM FirstName LastName
Miscellaneous Communications
By-Laws Updates President President FirstName LastName
KIPMI Surveys Will vary Will vary Will vary
Non-KIPMI Events Will vary Will vary Will vary
Non-KIPMI Announcements
Will vary Will vary Will vary
Chapter website: www.kipmi.org
Updated January 2010
9
Communications Model:How Do We Communicate? Channels
Channel Manager
Monitor channel for compliance with intended usage of the KIPMI communications resource.
May escalate channel usage issues to KIPMI board.
Channels Channel Owner Channel Manager 2009 Channel Manager
Online Channels
Public Channels
kipmi.org VP, Web Integration VP, Web Integration FirstName LastName
Event Management VP, Communications VP, Communications FirstName LastName
Email Broadcasts VP, Communications VP, Communications FirstName LastName
Post-Event Surveys VP, Communications VP-Elect, Communications FirstName LastName
Private Channels (secure)
Board Sharepoint Site VP, Web Integration VP, Web Integration FirstName LastName
PMI.org (DEP Downloads) VP, Communications VP-Elect, Communications FirstName LastName
Hardcopy Channels
Education Channels
University Outreach VP, Education VP, Education FirstName LastName
Marketing Channels
Corporate Connection VP, Marketing Director, Corp Connections
FirstName LastName
Community Care VP, Marketing Director, Community Care FirstName LastName
Chapter website: www.kipmi.org
Updated January 2010
10
Communications Model:Who Do We Communicate To? Audiences
Audience Manager
Serve as the advocate for designated audience(s) in determining what information will be appropriate.
Maintain audience member information (add/change/delete) for events and announcements.
Audiences Audience Owner Audience Manager 2009 Audience Manager
KIPMI Board President President FirstName LastName
Volunteer PM Leads
President Project Sponsor FirstName LastName
KIPMI Members VP, Communications VP, Communications FirstName LastName
Local PM Community
VP, Communications VP, Communications FirstName LastName
PM Louisville VP, Membership Director, Membership FirstName LastName
Speakers VP, Programs VP, Programs FirstName LastName
Universities VP, Education Director, University Outreach FirstName LastName
Corporations VP, Marketing Director, Corporate Connections FirstName LastName
Community VP, Marketing Director, Community Care FirstName LastName
Chapter website: www.kipmi.org
Updated January 2010
11
Communications Model:Leveraging Outside Information Liaisons
KIPMI Liaison
Maintain relationship with non-KIPMI entities.
Route information between KIPMI content managers and external entities to enable distribution via each others’ communications channels.
We Will Use a Common Process for both KIPMI and External Content
Information originating from outside of KIPMI will be handled using the standard KIPMI communications process,
beginning with approval from the designated content manager.
Non-KIPMI Entity KIPMI Liaison 2009 KIPMI Liaison
Region 5 PMI Chapters President FirstName LastName
LouisvillePM VP, Membership FirstName LastName
Local/Regional Education Provider VP, Education FirstName LastName
Local/Regional Professional Event Will vary Will vary
Adhoc Professional Announcement Will vary Will vary
National Education Events VP, Education FirstName LastName
National Professional Events Will vary Will vary
Chapter website: www.kipmi.org
Updated January 2010
12
Communications Model:Connecting Board Roles & Responsibilities with Process
Board Roles & Responsibilities
Support the end-to-end communications process by complying with the approval, review and distribution policies associated with the role(s) defined in the communications model.
Process Role Originator(Concept)
Approver(Concept)
Administrator(Content)
Reviewer(Content)
QA Reviewer(Compliance)
Distributor(Content)
Content Content Manager
Board Content Manager
ContentOwner
VP, Comms Varies
KIPMI-Sponsored Events/Announcements
Chapter VP, Progs Board VP, Comms VP, Progs VP, Comms VP, Comms
Member VP, Memb Board VP, Comms VP, Memb VP, Comms VP, Comms
LouisvillePM Dir, Memb Board VP, Comms VP, Memb VP, Comms VP, Comms
Education VP, Educ Board VP, Educ VP, Educ VP, Comms VP, Educ
Certification Support Dir, Cert Spt Board Dir, Cert Spt VP, Educ VP, Comms Dir, Cert Spt
Practitioner Support Dir, Pract Spt Board Dir, Pract Spt VP, Educ VP, Comms Dir, Pract Spt
University Outreach Dir, Outreach Board VP, Educ VP, Educ VP, Comms Dir, Outreach
Marketing VP, Mktg Board VP, Mktg VP, Mktg VP, Comms VP, Mktg
Corporate Connection Dir, Corp Conn Board Dir, Corp Conn VP, Mktg VP, Comms Dir, Corp Conn
Community Care Dir, Comm Care Board Dir, Comm Care VP, Mktg VP, Comms Dir, Comm Care2.0 Approve
Proposal ConceptTiming
ChannelsAudience
1.0 ProposeCommunication
ConceptTiming
ChannelsAudience
2.0 Approve Proposal ConceptTiming
ChannelsAudience
1.0 ProposeCommunication
ConceptTiming
ChannelsAudience
5.0 Review ContentAccuracy
Presentation
3.0 Create Content
TextGraphics
Video, etc.
4.0 Administer ContentCVENT
kipmi.org
5.0 Review ContentAccuracy
Presentation
3.0 Create Content
TextGraphics
Video, etc.
4.0 Administer ContentCVENT
kipmi.org
QA ReviewerAdministratorApprover Content ReviewerOriginator DistributorQA ReviewerAdministratorApprover Content ReviewerOriginator Distributor
6.0 Request Distribution
ScheduleChannelsAudiences
7.0 Perform QA Review
ComplianceCoordination
8.0 Distribute Communication
ScheduleChannelsAudiences
6.0 Request Distribution
ScheduleChannelsAudiences
7.0 Perform QA Review
ComplianceCoordination
8.0 Distribute Communication
ScheduleChannelsAudiences
9.0 Provide Follow-Up
Communication Support
11.0 Provide Follow-Up Content Support
10.0 Provide Follow-Up
AdminSupport
9.0 Provide Follow-Up
Communication Support
11.0 Provide Follow-Up Content Support
10.0 Provide Follow-Up
AdminSupport
Content OwnerContent Manager/Comms Always CommunicationsKIPMI Board / Designate Content Manager/CommsContent Manager Content OwnerContent Manager/Comms Always CommunicationsKIPMI Board / Designate Content Manager/CommsContent Manager
Chapter website: www.kipmi.org
Updated January 2010
13
Communications Oversight
Monitor processes for compliance with approval and review policies.
Distribute content in a manner that is consistent with the communications model.
May escalate compliance issues to KIPMI board.
Audiences
Content
Channels
Communications Model:Connecting Content, Audiences, and Channels
Chapter website: www.kipmi.org
Updated January 2010
14
Communications Model:KIPMI Events - Content, Audiences & Channels
Audience Board KIPMIMember
Local PM Community
Volunteer PM
LouisvillePM.com
Speaker LocalUniversity
Local Business
Local Community
Content LastName LastName LastName LastName LastName LastName LastName LastName LastName
KIPMI-Sponsored Events
Membership Events LastNameInvite,
Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Education Events LastName Varies Varies Varies Varies Varies Varies Varies Varies
Certification Spt LastNameInvite,
Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Practitioner Spt LastNameInvite,
Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Univ Outreach LastName tbd tbd
Marketing Events LastName Varies Varies Varies Varies Varies Varies Varies Varies Varies
Corp Connection LastNameInvite,
ReminderInvite,
Reminder
Comm Care LastNameInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
ReminderInvite,
Reminder
Chapter Meetings / Annual Holiday Event
LastNameInvite,
Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
Invite, Remind, Survey
2009 Audience Mgr2009 Content Mgr
Chapter website: www.kipmi.org
Updated January 2010
15
Audiences Board KIPMIMember
Local PM Community
Volunteer PM
LouisvillePM.com
Speaker LocalUniversity
Local Business
Local Community
Content LastName LastName LastName LastName LastName LastName LastName LastName LastName
KIPMI Announcements
Marketing LastName Varies Varies Varies Varies Varies Varies Varies Varies Varies
Newsletter LastName
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Email with link to
kipmi.org
Corporate Connection
LastName Brochure Brochure
Community Outreach
LastName Brochure Brochure
President Varies Varies Varies Varies Varies Varies Varies Varies Varies
Volunteer PM Projects LastName
kipmi.org Volunteer
Page
kipmi.org Volunteer
Page
kipmi.org Volunteer
Page
kipmi.org Volunteer
Page
kipmi.org Volunteer
Page
kipmi.org Volunteer
Page
Job Board LastNamekipmi.org Job Board
kipmi.org Job Board
kipmi.org Job Board
kipmi.org Job Board
kipmi.org Job Board
PM Center of Excellence
LastName tbd tbd tbd tbd
Adhoc Surveys LastName Survey Survey Survey Survey Survey Survey Survey Survey
Board Elections
LastNamekipmi.org Elections
kipmi.org Elections
Communications Model:KIPMI Announcements - Content, Audiences & Channels
2009 Content Mgr2009 Audience Mgr
Chapter website: www.kipmi.org
Updated January 2010
16
Audiences Board KIPMIMember
Local PM Community
Volunteer PM
PM Louisville
Speaker LocalUniversity
Local Business
Local Community
Content LastName LastName LastName LastName LastName LastName LastName LastName LastName
Non-KIPMI PM-Related Professional Events & Announcements
Existing KIPMI Relationship
Event sponsored by regional PMI chapter, PM Louisville
Varies – see KIPMI Liaisons
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
May Email and post on kipmi.org with event link & RSS
feed
Local/Regional
Educational or Professional Event (see above for PMI-related sources)
LastName May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
Adhoc Announcement
Varies – see KIPMI Liaisons
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
National
Educational or Professional Event
LastName May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
May add tobi-mthly
News Email; not posted
on kipmi.org
Communications Model:Non-KIPMI Activities - Content, Audiences & Channels
2009 Liaison2009 Audience Mgr
