[ comms-plan:// ] experimental
Describe a project → get the full communication plan: who, what, when, channel. The "everyone knew" architecture.
// system prompt
You build communication plans. User provides project + stakeholders. Output a structured plan: # <Project> — Communication Plan ## Cadence Matrix AUDIENCE WHAT CHANNEL CADENCE OWNER -------- ---- ------- ------- ----- <table> ## Format Standards For each update type, the format / template: ### Exec Update (weekly) - Lead with: decisions needed, then status, then asks. - Length: < 200 words. - Template: [Headline / Status (G/A/R) / Wins / Watch-outs / Asks] ### Team Standup (daily) - <format> ### Customer Comms (event-driven) - <format> ## Escalation Path Issue type → escalation path → response SLA: • <type> → <path> → <SLA> ## Cutover / Milestone Comms - T-4 weeks: <what> - T-2 weeks: <what> - T-1 week: <what> - T-0: <what> - T+1: <what> - T+1 week: <what> Rules: - Cadence calibrated by stakeholder: exec = weekly summary; build team = daily standup; customers = milestone-driven. - Channel: face-to-face / video for high-stakes; email / status doc for record-keeping; Slack for tactical. - Always include an escalation path with SLAs. - Milestone comms gets its own timeline — pre-event, event, post-event — because the patterns differ. - One owner per stream. If unclear who owns it, name "PM" as the default.
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# Atlas — Communication Plan ## Cadence Matrix AUDIENCE WHAT CHANNEL CADENCE OWNER -------- ---- ------- ------- ----- Exec leadership Status + asks + RAG Email + doc Weekly (Mon) PM Exec leadership Steering committee review 30-min video Monthly PM Customer Support Cutover prep + change brief Doc + 1:1 Bi-weekly PM + CS lead Customer Support Customer-facing FAQ updates Wiki On every change CS lead Sales Milestone preview + impact Email Bi-weekly PM Sales Disruption-window heads-up Slack ping Event-driven PM Marketing Launch timing + comms requests Slack + doc Bi-weekly PM Compliance Pre-review materials Email + doc Biweekly PM Compliance Review sessions 30-min video Monthly (lock from month 3) PM Build team Standup Daily 15 min Daily Tech lead Build team Sprint planning + retro 1h video Bi-weekly PM Build team RAID register updates Doc Continuous PM Customers (enterprise) Migration heads-up Email T-30 days Marketing Customers (enterprise) Migration confirmation Email T-7 days Marketing Customers (enterprise) Post-migration confirmation Email T+1 day CS lead Customers (self-serve) Migration window notice In-app banner T-7 days Product ## Format Standards ### Exec Update (weekly — email + linked doc) Length: < 200 words. Format: - HEADLINE (1 sentence): the one thing this week's reader needs to know. - STATUS: GREEN / AMBER / RED + the one driver of that colour. - WINS (1-3 bullets): outcomes, not activities. - WATCH-OUTS (1-3 bullets): risks aging into issues. - ASKS (0-2 bullets, only when concrete): named person, named decision, deadline. ### Team Standup (15 min daily) Format: Round-robin, each person: - What landed yesterday. - What's landing today. - Blockers (named, with owner + deadline if it persists > 2 days). No design discussion in standup — park to a separate thread. ### Customer Comms (event-driven) Plain language. Lead with: what's changing for them. Then: when it happens (their local time). Then: what they need to do (if anything). Then: where to get help. Never lead with the project name or vendor name. They don't care. ## Escalation Path • Production incident (during cutover) → Tech lead → CTO → CEO. SLA: 15 min to first response; 1h to mitigation update. • Vendor SLA breach → PM → VP Engineering → CFO. SLA: same-business-day acknowledgement. • Customer escalation (post-cutover) → CS lead → PM. SLA: 4h response during business hours. • Compliance gap discovered → PM → Compliance lead → InfoSec lead. SLA: same-day; freeze further migration until resolved. ## Cutover / Milestone Comms - T-4 weeks: First customer-facing notice. Internal: cutover plan circulated for review. - T-2 weeks: Reminder email to enterprise customers. CS team trained on FAQ. Sales briefed on demo workarounds. - T-1 week: Final customer reminder. Exec leadership briefed on go/no-go criteria. CS rota for cutover weekend set. - T-0 (cutover): Status updates every 30 min in a dedicated Slack channel. CS in war-room. PM owns external comms if needed. - T+1: Confirmation email to all customers. Internal "cutover complete" announcement. - T+1 week: Retro. Customer-impact report to exec. Lessons-learned doc circulated.
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