Implementing Data Governance at Transportation Agencies: Volume 2: Communications Guide (2024)
Chapter: Appendix A: Communications Plan Templates
Appendix A. Communications Plan Templates
The following templates provide a simple way to record planned communications activities and track their status.
1. Target Audiences and Communications Delivery Options
Use this section to identify your different target audiences and the preferred ways for communicating with them. The first shaded row of the table provides some defaults for audiences and communications options, but these should be tailored to your agency.
| Audience | Preferred Communication Options |
|---|---|
| Select one or more audiences for each row and indicate the preferred communication options for this audience | |
|
HQ Leadership/Executive Team District/Region Administrators & Functional Leads Division Administrators/Managers Data Governance Council/Board Members Data Stewards and Custodians Data Program/System Leads GIS Data Warehouse/Reporting/Business Intelligence Traffic Monitoring Planning Asset Management Performance Management |
Presentation at Regular Meeting (indicate when these meetings occur) Special Group Presentation Individual Briefing Team Site Posting Agency Newsletter Other:______________________________ |
| Audience | Preferred Communication Options |
|---|---|
| Select one or more audiences for each row and indicate the preferred communication options for this audience | |
|
Maintenance Management System/Traffic Operations Incident Management Safety Road Inventory/HPMS Program (STIP) Design Construction Land Surveys/Photogrammetry/Remote Sensing Engineering Automation/BIM Financial Management Procurement Human Resources Data Analysts/Power Data Users IT Data Specialists Other (Specify) |
|
| <list audiences here> | <list selected communications methods here> |
2. Materials List
Use this section to maintain a list of communications materials that are needed, under development and completed. The first shaded row of the table provides some defaults, but these should be tailored to your agency.
| Item | Description | Status |
|---|---|---|
|
|
|
| <list communications material here> | <describe what is to be produced here> | <identify the status of this material here> |
Completed – Available for Use3. Communications Activities
Use this section to identify what communications activities you intend to carry out. This should include both one-time and recurring communications activities.
| Activity | Target Audience | Purpose | Timing | Lead | Materials | Delivery |
|---|---|---|---|---|---|---|
| Description of the activity – e.g., “District visits” | Target audience for the activity – reference section 1 | Primary desired outcome for the activity – e.g., “recruit district liaisons to the data governance board” | One-time – planned date OR Recurring – planned frequency + initial date | Name of person responsible for making this activity happen | Materials to be used for this activity – reference section 2 | Delivery method for this activity – reference section 1 |
| <list activity here> | <list the target audience for this activity here> | <describe the purpose for the activity here> | <specify the timing here> | <identify the lead here> | <identify materials needed here> | <identify the delivery method here> |
4. Activity Log
Use this section to track communications activities that have been completed and to identify necessary follow-on actions.
| Date | Activity | Audience | Notes and Follow-Up Actions |
|---|---|---|---|
| Date that the activity took place | Description of the activity – copy from section 3 if this was a planned activity. | Audience for the activity – copy from section 3 if this was a planned activity. | Record any feedback received and note follow up actions to be pursued. |
| <list the activity here> | <describe the activity here> | <identify the audience here> | <summarize feedback and follow up actions here> |
