Sauce & Spoon Communication Plan (2026)
Document Status: Draft | In Review | Approved
| Recipient(s) | Type of Communication | Frequency | Sender/Owner | Delivery Method | Goal | Key Dates / Notes | Action Type |
|---|---|---|---|---|---|---|---|
| Project Sponsor (Omar Mubarak) | Project Charter Approval | One-time | Peta (PM) | Finalise and Approve Project Charter (Signals official initiation) | 06 April | Approval | |
| Project Sponsor (Omar Mubarak) | Executive Status Report | Bi-weekly | Peta (PM) | Keep sponsor informed of project progress, risks, budget status, and decision points | Starting 16 April, every second Thursday. The final report before launch (May 28th) will contain the Soft Launch Go/No-Go Recommendation | Approval / FYI | |
| Steering Committee (Omar Mubarak, Deanna Coleman, Peta Tsosie) | Strategic Review Meeting | Monthly | Peta (PM) | In-person/Video | Review project health, address strategic issues, approve major decisions | Mid-Apr, Mid-May 13 Jun: Review currently available performance data if project termination/suspension is justified |
Approval / Decision |
| Core Project Team (Managers, IT, Consultant) | Weekly Status Meeting | Weekly | Peta (PM) | In-person/Video | Coordinate work, identify blockers, track deliverables, manage dependencies | Mondays, 10am (13 weeks) | Action Required |
| Director of Operations (Deanna Coleman) | Operational Readiness Check-Ins | Monthly | Peta (PM) | Ensure alignment between restaurant operations and tech adoption | Starting 16 April, every fourth Thursday | FYI / Action Required | |
| Restaurant Managers (Gilly Tyson, Alex Schmidt) | Implementation Planning Sessions | Bi-weekly | Peta (PM) | In-person | Align on local rollout logistics, staffing, timeline, customer messaging | 13 weeks | Action Required |
| Executive Chef (Carter Ward) | BOH Readiness Check-Ins | Monthly | Peta (PM) | Track waste reduction progress and BOH operational alignment with FOH system | 13 week | FYI / Action Required | |
| Restaurant Managers | BOH-FOH Operational Alignment | One-time | Executive Chef | In-person | Finalise BOH protocols for new order flow and waste tracking to align with FOH tablet system | By 20 May | Action Required |
| HR Department | Training Curriculum Review & Approval | One-time | Vendor / Restaurant Managers / Peta (PM) | Obtain formal sign-off on final training materials and curriculum, ensuring operational alignment and HR policy compliance | By 19 May | Action Required | |
| FOH Staff (North & Downtown) | Training Program & Materials | One-time | Restaurant Managers/ Peta(PM) | In-personWorkshop | Equip staff with tablet system skills, reduce resistance, ensure 100% adoption | By 26 May | Multiple sessions per location | Action Required |
| Peta (PM) & HR Department | Staff Engagement Briefings | Bi-weekly | Restaurant Managers | In-person | Reinforce wins, capture pain points, and motivate adoption | Throughout pilot | Action Required |
| FOH Staff (North & Downtown) | Ongoing Support & Troubleshooting | As needed | IT / Technical Partner | EmailIn-person | Resolve technical issues, answer questions, reduce staff burnout during transition | Throughout pilot | Action Required |
| Peta (PM) | Signage/Table Tent Readiness Sign-Off | One-time | Marketing Lead | Confirm all physical signage and table tents are approved, printed, and ready for deployment | By 08 May | Approval / FYI | |
| Peta (PM) | Website/Online Readiness Sign-Off | One-time | Marketing Lead / IT Lead | Confirm that the website and online ordering system updates are technically functional (IT Lead sign-off) and that all content and design are approved (Marketing Lead sign-off) | By 19 May | Approval / FYI | |
| Customers (Bar area guests) | Marketing & Communication Materials | One-time | Marketing / Peta | SignageWebsite | Educate guests on new ordering option, increase adoption, gather feedback | By 20 May | FYI |
| Legal Team | Compliance Review & Sign-off | One-time | Peta(PM) / IT Lead | Review and sign-off on vendor contract details (warranties, support, licensing) to finalise agreement | By 17 April | Approval | |
| Finance & Procurement | Hardware Order Pre-Authorisation Notice | One-time | Peta(PM) | Notify Finance that the ≈$30,000 hardware order is going to be placed, committing project funds and signaling pending invoice | By 22 April | FYI / Action Required | |
| IT / Technical Support & Peta (PM) | Implementation Report | One-time | Vendor / Technical Partner | Video callReport | Install tablets, resolve issues, provide technical training to Restaurant Managers | By 06 May | Action Required |
| IT / Technical Support & Peta (PM) | System Integration Completion Confirmation | One-time | IT Lead + Consultant | EmailStatus meeting | Ensure seamless integration with POS and host systems, verify functionality | By 06 May: Integration complete | Action Required / FYI |
| Peta (PM) | Final Technical Testing Completion | One-time | IT Lead / Consultant | Obtain technical sign-off confirming that full system testing and bug resolution is complete | By 12 May | Aproval | |
| Finance & Procurement | Budget & Vendor Management Updates | Monthly | Peta (PM) | Track spending, manage invoices, ensure budget compliance ($53,050-$55,550) | Throughout pilot | FYI / Action Required | |
| HR Department | Staff Readiness & Turnover Monitoring | Monthly | Peta (PM) + Restaurant Managers | Monitor employee engagement, address burnout concerns, track turnover metrics | Throughout pilot | Goal: Reduce turnover | Action Required | |
| All Stakeholders | Project Kickoff Meeting | One-time | Peta (PM) + Omar | In-person/Video | Align on goals, roles, timeline, communicate project charter to all parties | 13 April | FYI / Action Required |
| Restaurant Managers & Finance | Metrics & Performance Tracking Reports | Weekly | Peta (PM) | Track KPIs (table turn, guest counts, check totals, waste, upsells), inform decision-making | Throughout pilot | Data collected for final report | Action Required / FYI | |
| All Stakeholders | Final Evaluation Report & Presentation | One-time | Peta (PM) | PresentationReport | Present pilot data, ROI, and lessons learned. Includes Sponsor sign-off and Steering Committee recommendations for full-scale rollout | By 02 July | Approval / FYI |
| Legal Team, IT Lead, Procurement Lead | Fixed-Cost Statement & Escrow Confirmation | One-time | Peta (PM) | Confirm receipt of the signed, fixed-cost statement from the vendor (covering all API keys/licenses) and confirm the portion of the payment to be held in escrow | By 19 April | Action Required | |
| IT Lead, HR Lead, Restaurant Managers | Training Content Development Status | One-time | Peta (PM) | Confirm that the 10-minute video modules and quick-reference guides are finalised and accessible on the internal site | By 24 May | Action Required | |
| IT Lead, Consultant, Restaurant Managers | Tier 1 Troubleshooting Guide Sign-off | One-time | Peta (PM) | Finalise and distribute the Tier 1 Troubleshooting Guide | By 10 May | Approval / Action Required | |
| Project Sponsor (Omar Mubarak) | Contingency Fund Drawdown Summary | Bi-weekly | Peta (PM) | Keep the sponsor informed on contingency fund usage. Immediate notification if the fund drops below 50% | Starting April 16, every second Thursday | FYI / Action Required | |
| Finance Team | Contingency Fund Usage / Reconciliation | Monthly / One-time | Peta (PM) | Provide a detailed summary of contingency fund usage / conduct the Final Budget Reconciliation | Final Reconciliation: 01 July | Action Required / FYI | |
| Core Project Team | Change Request (CR) Log Review | Weekly | Peta (PM) | In-person/Video | Review the log of all feature requests | Action Required | |
| Restaurant Managers | Spare Hardware Storage Confirmation | One-time | Peta (PM) | Confirm receipt of the 2 spare tablets and their storage at each restaurant | By 3 May | Action Required | |
| Peta (PM) | Staff Training Schedule Submission | One-time | Restaurant Managers | Lock down the operational commitment needed for 100% staff training to prevent a mandatory launch schedule slip | 11-15 May | FYI | |
| Project Sponsor (Omar Mubarak) | Late Hardware Delivery Alert | One-time | Peta (PM) | Immediate executive escalation to trigger contractual penalty clauses if hardware is late, threatening installation schedule | 28 April | Action Required | |
| IT Lead, Consultant, Vendor Technical Lead | Pre-Integration Check | One-time | Peta (PM) | In-person/Video | Confirm system compatibility (POS version, APIs, Technical / Operational Constraints) to avoid major technical roadblocks and integration delays | 20-24 April | Action Required |
| FOH Staff | Job Security / Pilot Bonus Message | One-time | HR Department | In-person/Video | Stabilise FOH staff by communicating job security messaging and the pilot participation bonus structure to minimise critical turnover, minimise Technology Resistance by linking tablet adoption to Performance Reviews | 29 May | Action Required / FYI |
| Peta (PM), GMs | Pre-Launch Data Validation Sign-off | One-time | Consultant (Seydou) / IT Lead | Consultant/IT validates and confirms 100% accuracy of the Pre-Launch Data Validation Test | By May 25 | Approval / Action Required | |
| Peta (PM), HR Lead, Finance Team | Weekly Refresher Session | Weekly | GMs | GMs track and submit the log of peer-led sessions to enforce continuous training | 4, 11, 18, 25 June | Action Required | |
| IT Lead, Vendor | Weekly Data Quality Review | Weekly | Consultant / Peta (PM) | PM/Consultant flag data discrepancies (over 2%) and mandate immediate IT/vendor fix within 48 hours to ensure the integrity of the pilot data | 5, 12, 19, 26 June | Action Required | |
| Legal Team, Procurement Leads | Final SLA / Financial Penalties Sign-off | One-time | Peta (PM) | In-person/Video | Obtain formal sign-off on the SLA guaranteeing maximum 2-hour vendor response during service hours to transfer and mitigate Downtime Risk | 17 April | Approval / Action Required |
| Legal Team, Procurement Leads | Escrow Clause / Termination Rights Sign-off | One-time | Peta (PM) | Transfer vendor dependency risk by obtaining formal sign-off on the contract, including the technology escrow clause and clear termination rights | 17 April | Approval / Action Required | |
| Marketing Lead, Director of Operations | Adoption Rate Review / Incentive Mandate | One-time | Peta (PM) | Review tablet usage rate; mandate activation of promotional incentive if adoption is below 60% after two weeks | 22 June | Action Required |
Key Communication Principles & Notes
- Escalation Path: Issues flow from Project Manager → Steering Committee → Project Sponsor as needed
- Documentation: All meeting minutes and decisions logged and stored in the shared project folder, with the link distributed via email within 24 hours of meetings
- Transparency: Weekly metrics dashboard shared with Restaurant Managers and IT to maintain visibility on progress toward Q2 goals
- Staff Engagement: FOH staff communications emphasise benefits (less manual work, clearer orders) to reduce resistance to technology adoption
- Risk Communication: Any delays impacting the 06 May integration deadline or 26 May training deadline escalated immediately to Sponsor
- Issue Reporting: Operational and technical issues encountered during Implementation, Testing, and the Pilot will be reported via a dedicated Slack channel
- Response SLA: All recipients must acknowledge and provide required decisions for communications within 48 hours to maintain project momentum. (This includes responses on risks, budget approvals, and decision points)
- Feedback Loops: Customer feedback collected during pilot; shared weekly with management to address adoption issues early - Marketing Lead compiles weekly guest feedback summaries for PM and Managers
- Success Metrics Communication: Monthly updates to stakeholders highlight progress toward the three CSFs (business performance, adoption by staff and customers, quality data for further rollout decision)