# AI communications plan

Template id: `ai-communications-plan`

Responsible skill: `change-and-communications:ai-communication-strategy`. Section 2 is completed with
`change-and-communications:ai-stakeholder-mapping` and `change-and-communications:people-change-impact`; section 6 with
`change-and-communications:manager-enablement`; section 7 includes campaigns from
`change-and-communications:adoption-campaign-plan` and stories from `change-and-communications:success-stories`.

Use this plan for one AI change, programme or wave. Every fact the organisation must supply is marked
`[To confirm: ...]`; replace the marker when the fact is confirmed, and never fill it with a guess. Example rows are
fictional and are there to be replaced or deleted. Stakeholders are recorded as groups and offices, and listening data
is reported by theme and group above the agreed minimum group size, never for named individuals.

## 1. Summary

| Field | Entry |
|---|---|
| Change in scope | [To confirm: what is changing, for whom, from when] |
| AI experiences involved | [To confirm: for example Copilot Chat, Microsoft 365 Copilot, a named agent, a Cowork pattern] |
| Executive sponsor | [To confirm: role] |
| Change lead (plan owner) | [To confirm: role] |
| Outcome the sponsor wants people to understand | [To confirm: one sentence] |
| Linked adoption plan | [To confirm: `adoption-plan` reference, or "none"] |
| Agreed minimum reporting group size | [To confirm: agreed with HR and the data protection lead] |
| Plan status | Draft / Agreed by sponsor / Superseded |
| Review date | [To confirm: date] |

## 2. Stakeholders and impact

| Stakeholder group or office | Interest or impact | Influence | Engagement mode | Main concerns (their words) | Relationship owner | Rhythm |
|---|---|---|---|---|---|---|
| Fictional example: contact centre team leaders | High | Lower | Involve | "When do we get time to learn this?" | Change lead | Fortnightly during wave |
| [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |

Groups with consultation or information rights, and the agreed sequence before any announcement:
[To confirm: confirmed by HR and the legal adviser]

## 3. Narrative and core messages

Narrative (why, what will be different, what the organisation will not do, what it asks of people):
[To confirm: a few plain sentences agreed by the sponsor]

| Core message | Evidence or reason behind it | Audiences that need it most |
|---|---|---|
| [To confirm] | [To confirm] | [To confirm] |

## 4. Hard questions and agreed answers

Answers must be agreed by the named approvers and must match the organisation's actual configuration. Where a decision
is pending, say so and give the date it is expected.

| Question | Agreed answer | Approved by | Date | Review date |
|---|---|---|---|---|
| Is this about reducing jobs? | [To confirm: position agreed by the sponsor and HR] | [To confirm] | [To confirm] | [To confirm] |
| Will my use of AI be monitored, and by whom? | [To confirm: agreed with the DPO] | [To confirm] | [To confirm] | [To confirm] |
| What happens to my prompts and files? | [To confirm: from configuration and current source records] | [To confirm] | [To confirm] | [To confirm] |
| What am I not allowed to do? | [To confirm: link to approved-use guidance] | [To confirm] | [To confirm] | [To confirm] |
| Who is responsible if the AI gets something wrong? | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| [To confirm: further recurring questions] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |

## 5. Audience, message, sender and channel matrix

| Audience | What they need to know or do | Sender | Channel | Timing | Next step offered |
|---|---|---|---|---|---|
| Fictional example: managers of wave 1 teams | Why, what changes for their team, agreed answers, their role | Change lead, then sponsor | Briefing session and talking points | Two weeks before their teams | Team conversation guide |
| [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |

## 6. Managers and change network

| Group | Briefing before teams hear | Materials | Owner | Date |
|---|---|---|---|---|
| Line managers in scope | [To confirm: yes, and how far ahead] | [To confirm: briefing pack, conversation guide, team norms canvas] | [To confirm] | [To confirm] |
| Change agents | [To confirm] | [To confirm: briefing pack and feedback form] | [To confirm] | [To confirm] |

Statement on what managers may and may not do with AI usage information, agreed with HR and the DPO:
[To confirm]

## 7. Calendar by phase

| Phase | Item | Audience | Sender | Channel | Date | Status |
|---|---|---|---|---|---|---|
| Awareness | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| Readiness | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| Launch | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| Sustain (campaigns, stories, changes) | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] | [To confirm] |

## 8. Listening and response

| Listening route | Owner | How often reviewed | Where answers are published |
|---|---|---|---|
| Open question channel | [To confirm] | [To confirm] | [To confirm] |
| Questions collected at sessions | [To confirm] | [To confirm] | [To confirm] |
| Group-level pulse questions | [To confirm] | [To confirm] | [To confirm] |
| Manager and change network themes | [To confirm] | [To confirm] | [To confirm] |

Route for concerns that reveal a security, data protection or responsible AI issue: [To confirm]

## 9. Approval path

| Message sensitivity | Approvers | Lead time needed |
|---|---|---|
| Routine updates and tips | [To confirm: for example adoption lead] | [To confirm] |
| Jobs, monitoring, employee data or consultation | [To confirm: sponsor, HR, DPO, legal adviser, employee representatives where required] | [To confirm] |
| Statements about product capability or data handling | [To confirm: adoption lead with security and data protection leads] | [To confirm] |

## 10. Measures

Measured at group level above the minimum group size, never for individuals. Reach figures are context, not results.

| Measure | Baseline (before first broad message) | Source | Owner | Rhythm |
|---|---|---|---|---|
| People can say why the organisation is adopting AI | [To confirm] | [To confirm: pulse question] | [To confirm] | [To confirm] |
| People know what is allowed and where to get help | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| Confidence to raise concerns | [To confirm] | [To confirm] | [To confirm] | [To confirm] |
| Time to publish answers to new questions | [To confirm] | [To confirm] | [To confirm] | [To confirm] |

## 11. Approval

| Role | Name | Decision | Date |
|---|---|---|---|
| Executive sponsor | [To confirm] | [To confirm] | [To confirm] |
| HR lead (sections 2, 4 and 6) | [To confirm] | [To confirm] | [To confirm] |
| Data protection lead (sections 4, 6 and 10) | [To confirm] | [To confirm] | [To confirm] |

> Credit: Template from CopilotForge by Simon Foote (https://github.com/SimonFoote-greensparx/CopilotForge), licensed under CC BY 4.0. Keep this credit when you share or adapt the template; in your own completed document you may keep it as a footer or remove it.