Communication Plan

Communication Plan

            Through the SWOT analysis conducted on the IT infrastructure of A-Energy Company, some of the opportunities and threats were revealed. Therefore, to prepare A-Energy Company for the expansion procedures, those issues concerning the risks and opportunities must be addressed. The vulnerability of the wireless network was one of the risks to the IT infrastructure of A-Energy Company. Therefore, a communication plan responsible for the implementation of Adaptive Wireless Intrusion Prevention System is necessary for the A-Energy Company’s stakeholders. This kind of communication plan for A-Energy Company will ensure that both the external and internal stakeholders gain information for change of IT infrastructure of the Company and the implementation of Adaptive Wireless Intrusion Prevention. The communication plan is also essential in ensuring that the stakeholders receive the essential information in good time and basic format (Diers-Lawson, 2019).

Analysis of Stakeholders for Communication Plan

The stakeholder analysis is done to identify the key stakeholders in the Company, know their interests and their influence in the Company, and their response to the upgrade of the wireless network system of the Company. The internal stakeholders of A-energy Company have been identified. The Executive director, Sabelle Arnold, is regarded as the owner of the Company and the sponsor of the process. Other executive committees who will work with Arnold are Cameron Kern the IT Manager, and Sawyer Molinas the Assistant Manager or the Security Monitor. All of the A-Energy staff members and the remaining staff members of the IT department are identified as the other internal stakeholders. The current clients and vendors of A-Energy Company and the stakeholders of the Company are the external stakeholders.

Communication with Internal Stakeholder

            Many of the discussions with the internal stakeholders will be done through call and conference meetings. The email will be facilitated to ensure the conversation follow up. First meeting with internal stakeholders will be done to discuss the planning in place for system upgrade and implementation. The company executive will be responsible for approval of the proposal. The plan of the project will be presented through PowerPoint. The method includes the charter, schedule, scope, budget and the given timeline. The live video coverage will be availed for the internal stakeholders working remotely. The hardcopy presentations will be availed for clarifications and concerns. The conclusions will be obtained from Arnold Sabelle, the Executive director. Follow up emails will be sent to the stakeholders. Subsequent meetings will be conducted to address the project concerns. The final conference will be held for project conclusion.

Communication with External Stakeholder

            External stakeholder communication will be conducted through emails or conference call. The introduction of the upgrade team from the IT department and the explanation of the project. Project explanation will include the benefits of the upgrade to the stakeholders. Separate meetings will be held for initiative comprehension. Sending the abbreviated project plan version to the stakeholders. Creating an opportunity for raising issues and concerns. Issuing the newsletter to the clients and vendors of the Company. Releasing of the press statement to the website of the Company stating benefits of the upgrade. Creating awareness to the external stakeholders of the risks involved in the update. Providing contact information to the external stakeholders in case of more inquiries.

Reasons

The communication plan conveys the ideas for the A-energy Company to perform the upgrade initiative effectively. The information communicated involves the details on upgrading the vulnerable wireless system of the A-Energy Company. From the internal and external communication, the needs and the best method of communication has been addressed. The project plan of upgrade initiative has justified the resolution to the wireless network vulnerabilities as well as the needs of both internal and external stakeholders of A-Energy Company. The needs of the external stakeholders and the upgrade initiative will allow the expansion plan for A-Energy Company. Different forms of communication used justified the upgrade in favor of all the stakeholders. Timely and adequate communication will ensure the success of the initiative. The multiple forms of communication will also give space for issues and concerns from the stakeholders. Therefore, the communication plan is justified by its nature of incorporating both internal and external stakeholders with the upgrade initiative (Ristikangas & Rinne, 2018).

Components of internal Stakeholders Communication Plan.

Sabelle Arnold, the Project Sponsor, CEO and Owner.

It is essential to ensure that the communication, issues and concerns of the CEO are met. For proper support of the initiative, she must understand the project plan. The time of contact with her is limited to allow her to attend to other matters concerning the Company. The information scheduled and provided to her at a high level. The information presented should be well structured and uniform. To prevent the delay of the project, the risks are not to be communicated unless when requested.

Sawyer Molinas, the Project Team Lead, Assistant IT Manager, and Security Monitor

Sawyer will be a very vital member responsible for the upgrade needed for the A-Energy Company Security network. He will be responsible for ensuring that the upgrade initiative is in line with the current plans for A-Energy Company expansion. The communication plan must address the resources needed by him, as well as his roles. He makes the informed decisions. High level of information to give him knowledge of the initiative. The communication should include the benefits of the action.

Cameron Kern, the Project Team Lead, and IT manager

He will be an integral part of the plan for an upgrade. His support is vital for the future success of the Company. The communication plan involves all the necessary details for Mr. Kern participation. High-level details communication since Mr. Kern oversees the project. Face to face, and conference meetings are essential to ensure that Mr. Kern is well updated on the progress of the project. Costs, benefits, and resource allocations must be communicated to Mr. Kern.

External Stakeholders Communication Components

The Shareholders

The initial conference meeting is necessary to provide an overview of the project to the shareholders. The press statement to be released on the website of the company will enable the shareholders to understand the details of the upgrade, for example, its benefits to the Company. The communication plan to the shareholders should include the justification of the upgrade initiative. The essential part of communication to the shareholders is the documentation regarding the Company’s savings. The email will be used for stakeholders to raise additional concerns and issues. Therefore, the communication plan ensures that the needs of the stakeholders are met. Also that the project team responds to the questions and concerns promptly.

Reference

Diers-Lawson, A. (2019). The stakeholder relationship management perspective on crisis

communication. Crisis Communication, 41–55. doi: 10.4324/9780429437380-4

Ristikangas, V., & Rinne, T. (2018). Respect internal and external stakeholders. Stellar

Management Teams, 44–50. doi: 10.4324/9781351244114-6

A-Energy. (n.d). “A to the power of Energy”