Chevron Gid Communications Office Procedures 2008
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Submittal and Approval Process v2.5 3-3-08 © Chevron 2008 GID PMO Communications Office External Communication Submittal and Approval Processes V2 March 3, 2008
Transcript of Chevron Gid Communications Office Procedures 2008
Submittal and Approval Process v2.5 3-3-08© Chevron 2008
GID PMO Communications Office
External Communication
Submittal and Approval Processes
V2 March 3, 2008
© Chevron 2005
External Communication Approval Process and Guidelines
Overview
One of the GID PMO Communication Office’s objectives is to improve customer and partner perception of GID and our services.
All communication that goes to an audience outside of GID is considered an external communication and must be reviewed by the GID General Manager and a GID Communications Controller (CC).
The General Manager reviews the communication from a GID perspective.
The Communications Controller reviews for consistency, clarity, readability, grammar and punctuation, consolidation of language, etc.
The Communications Controller is responsible for securing the approval of the GID General Manager.
© Chevron 2005
Overview of Communication Review Process
Identify Draft Consult Submit Deliver
CC engages appropriate approvers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
Submitter
GID Communication Office
Team drafts message with CC
Draft is edited by the CC, who implements AP style editing, (grammar, punctuation, flow, etc.)
Ensure the proper audience receives the message
Once the appropriate approvers receive the message, it is imperative that the communication is reviewed in a timely and efficient manner
Message distributed to target audience
The approver will either:Approve the communication for distribution, or send it back to CC for further editing
Submitter with Comm Office
© Chevron 2005
Determine the Audience
Consider the following:
• To whom is this message intended?
• What is the message to be communicated?
• How will the communication be delivered (medium)?
• When will this communication be distributed??
• Who are the key stakeholders and who are the Subject Matter Experts (SMEs) to be consulted?
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
© Chevron 2005
Develop the Message
See Chevron’s House Style Guide at http://pgpa.chevron.com/docs/housestyleguide.pdf
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
• Work with your CC to gather all the necessary information
• Consult with SMEs
• Consult GID Style Guide
• Create a first draft, working with your CC
• Submit a first draft to your supervisor/manager/team lead to obtain approval
© Chevron 2005
Submit Draft to GID Comm Office
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
• Submit your communication to the CC assigned to your project if you have one. If not, submit it to [email protected]
• Clarify any questions regarding your request
• Review distribution and delivery method and make recommendations/revisions as needed
• Consider other processes, departments or communication teams who might need to be involved, e.g., eHubs
© Chevron 2005
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
Submit Draft to GID Comm Office
The Communication Team takes it from here. They will:
• Ensure compliance with Chevron and GID standards
• Work with the content to maximize readability, flow, and proof for grammar and spelling
• Work with you on revisions and make recommendations for improvement
• Coordinate and track the approval process for you
© Chevron 2005
See Chevron’s House Style Guide at http://pgpa.chevron.com/docs/housestyleguide.pdf
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
The Approval Process
• Once the draft is ready for approval, the CC will send it to the Division Manager and General Manager (if deemed necessary)
• The communication will be reviewed in a timely and efficient manner
• If changes are required, it will be returned to the CC for re-work (step back to Comm Team Review) and then sent back for approval until ready for distribution.
© Chevron 2005
Identify Draft Consult Submit Deliver
CC engages appropriate reviewers
Comm Team Review
Distribute message
Develop Message with CC
Determine Audience
Submit draft to GID Comm
Distribution
• Once the communication is approved, it is returned by the CC to the team for distribution
© Chevron 2005
What kind of Communications Need to be Reviewed?
• GID’s point of view, accomplishments or challenges as an organization
• Language on policy, procedure or budgets
• Major changes in project direction or schedule
• Organizational changes in GID (not including minor staffing changes)
• Information that may raise questions that would be directed to the GID General Manager
• Advertisements, brochures, flyers or promotional materials
• Information on Resource Management, Risk Management, Safety, Town Halls or Days Away
Email Website Copy
Presentations Articles
Any of the above that contain:
© Chevron 2005
What kind of Communications Need to be Reviewed?
• Chief Information Officers’ Council (CIOC) or IT manager updates
• A large Chevron user community (defined as 1,000 or more)
• All GID, All Chevron, All ITC
• Executive Leadership
Email Website Copy
Presentations Articles
Or information that is targeted to:
© Chevron 2005
Communication approval is not required for regular, day-to-day business communication, including:
Email discussion threads
Decision Review Board (DRB) communications with pre-read attachments
Technical communications such as pilot testing, adoption, announcements in presentations or email
Project progress reports
Service reports and status updates
What communication does NOT need to be reviewed
