Run: Roadmap Communication SOP

The owner verifies the roadmap scope before any communication is prepared. 1. Identify whether the update covers product, project, program, or portfolio items. 2. Confirm the intended audience: internal team, leadership, customers, partners, or other external stakeholders. 3. Define the time window covered by the update, such as current quarter, next release, or rolling 90 days. 4. Record any items that are explicitly out of scope for this communication. If the scope is unclear or conflicts with the approved roadmap source of truth, escalate to the roadmap owner before proceeding.

The owner verifies that the communication is being issued at the approved frequency. 1. Check the communication calendar or release schedule. 2. Confirm the cadence requirement, such as weekly, biweekly, monthly, or milestone-based. 3. Compare the planned issue date against the approved schedule. 4. Record any deviation from the normal cadence and the reason for the deviation. If the cadence is missed by more than one reporting period or the schedule has changed without approval, escalate to the roadmap sponsor or manager.

The communicator prepares the update using only approved artifacts. 1. Retrieve the current approved roadmap artifact from the controlled repository. 2. Verify the version number, approval status, and effective date. 3. Remove draft notes, internal-only comments, and unapproved future-state details. 4. Ensure the artifact matches the intended audience and communication channel. Do not distribute screenshots, working files, or unapproved drafts unless the roadmap owner has granted explicit permission.

The owner screens the content before distribution to prevent unauthorized disclosure. 1. Identify any items marked confidential, internal-only, or restricted. 2. Check whether the recipient group is covered by an executed NDA or equivalent confidentiality agreement. 3. Remove or redact information that exceeds the recipient's authorized access. 4. Confirm whether legal, procurement, or account management review is required for the audience. If any recipient is not covered by an NDA and the content contains restricted information, stop the communication and escalate for review.

The owner obtains approval before sharing any sensitive roadmap information. 1. Present the final artifact and audience list to the roadmap sponsor, manager, or designated approver. 2. Confirm that the release level matches the approved confidentiality classification. 3. Record the approval date, approver name, and any release conditions. 4. Retain the approval record with the communication package. If approval is denied or conditional, revise the artifact and re-submit before distribution.

The communicator distributes the update through the approved channel. 1. Use the designated channel, such as email, portal post, meeting deck, or customer success briefing. 2. Send the update only to the approved recipient list. 3. Include the version, date, and confidentiality label in the message or cover page. 4. State any limitations, assumptions, or items subject to change. Do not forward the update to unapproved recipients. If accidental distribution occurs, escalate immediately according to the confidentiality incident process.

The presenter communicates changes in a clear and structured way. 1. Highlight additions, removals, delays, and scope changes since the last update. 2. Explain the reason for each material deviation, such as dependency shifts, resourcing changes, or priority changes. 3. Identify the expected impact on dates, deliverables, or customer commitments. 4. Distinguish confirmed items from tentative items. If a change affects committed delivery dates or contractual obligations, escalate to the appropriate business owner before finalizing the message.

The communicator captures stakeholder feedback during or after the update. 1. Record questions, concerns, requests, and suggested changes in the feedback log or intake form. 2. Classify each item as clarification, enhancement request, risk, dependency, or escalation. 3. Assign an owner and target response date for each actionable item. 4. Note whether the feedback changes the roadmap, the communication plan, or both. If feedback indicates a material risk, non-conformance, or a likely commitment breach, escalate to the roadmap owner immediately.

The owner closes the communication record after distribution and feedback intake. 1. Confirm the final artifact, distribution list, approval record, and feedback log are saved in the controlled repository. 2. Verify that any redactions, exceptions, or deviations are documented. 3. Confirm follow-up actions have owners and due dates. 4. Retain the record according to the document retention schedule. If required records are missing or incomplete, do not close the communication record until the gap is corrected.