When Planning and Implementing TCOMMs (Triggered Communications) in the ReadyWorks deployment, the implementation team should focus on setting up automated communication workflows that enhance user engagement, provide timely updates, and streamline project-related messaging. TCOMMs are crucial for ensuring that users, stakeholders, and project teams remain informed throughout the deployment process and beyond, improving adoption and reducing support needs.
Key Considerations for Planning and Implementing TCOMMs:
- Define Communication Objectives and Target Audiences:
• Identify Key Use Cases for TCOMMs: Determine the primary reasons for this particular triggered communication under consideration, such as notifying users of asset updates, alerting stakeholders to deployment milestones, or prompting users to complete specific actions. Define clear objectives for each TCOMM type to ensure they align with project goals.
• Clarify Desired Actions: For each TCOMM, identify what action, if any, is expected from the recipient. Whether it’s reviewing an asset status, updating a data field, or confirming task completion, making the desired action clear enhances responsiveness and ensures smooth workflows. Communicate with an action plan.
- Design the Workflow and Trigger Conditions for TCOMMs:
• Establish Trigger Conditions Based on Workflow Stages: Define specific triggers within ReadyWorks, such as a change in asset status, completion of a task, or an approaching milestone, that will automatically send out a TCOMM. These triggers should align with critical points in the workflow where user engagement or notification is needed.
• Determine TCOMM Timing Based Off T-Day: Avoid overwhelming recipients by setting frequency limits and optimal timing for each TCOMM. For example, status updates may be sent weekly, while action-oriented notifications might be sent immediately upon meeting the trigger condition.
- Draft and Standardize TCOMM Templates:
• Create Template Libraries for Consistency: Develop a library of TCOMM templates for different types of messages, including reminders, status updates, task prompts, and milestone notifications. Standardized templates ensure consistency in language, tone, and formatting, supporting professional and clear communication.
• Engage Corporate Communications for Compliance and Branding: Work with corporate communications to align TCOMM templates with company branding and messaging standards. This collaboration ensures that all TCOMMs adhere to communication policies and resonate with the organization’s voice.
• Include Clear Call-to-Actions (CTAs): Each TCOMM should have a well-defined CTA, such as “View Asset Status,” “Complete Update,” or “Acknowledge Receipt.” Using concise CTAs helps guide recipients toward specific actions, enhancing the effectiveness of each communication.
- Configure and Test TCOMM Workflows:
• Set Up TCOMM Triggers in ReadyWorks: Within ReadyWorks, configure each TCOMM by selecting the appropriate timing based on the wave start (T-Day), wave participants, and template.
• Conduct Testing Across User Groups: Run test TCOMMs using the built in TCOMM test functionality to send sample messages to yourself or others.
- Implement a Rollout Strategy for TCOMMs:
- Document TCOMM Setup and Management for Future Reference:
• Create a TCOMM Configuration Guide: Document each TCOMM, including date vs T-Day, templates, and recipient groups, in your own TCOMM Configuration Guide. This guide can serve as a reference for managing existing TCOMMs and setting up future workflows.
• Maintain Change Logs for TCOMM Adjustments: Track any changes to TCOMM templates, triggers, or workflows in a change log. This ensures visibility into adjustments and supports continuity as team members update or refine communications.
• Conduct Knowledge Transfer to Operational Teams: Once TCOMMs are fully implemented, hand over responsibility for ongoing TCOMM management to operational teams. Include training and access to the TCOMM Configuration Guide to ensure the team can independently manage and adjust communications as needed.
By establishing standardized templates, and a structured approach to improvement, your organization can ensure that TCOMMs play a key role in keeping users and stakeholders informed, engaged, and responsive throughout the ReadyWorks deployment. This automated, targeted communication approach drives project momentum, enhances user understanding, and contributes to a smoother, more successful deployment.