Topics
Communications - Detail
An effective Communications Strategy will provide satisfactory answers to the following questions:
- Has the information given to stakeholders met their requirements?
- Has the information received from stakeholders met the programme/project owner's requirements?
- Has all the necessary information been disseminated?
- Have the roles and responsibilities of the individuals involved in the communication strategy been understood by them?
- Have these roles been carried out satisfactorily?
Suggested areas to cover in a Communications Strategy are listed below.
| Area to Cover | Description |
|---|---|
| Information Requirements | List the stakeholders and their information requirements |
| Communications Mechanisms | Communication mechanisms to be used (such as written reports, seminars, workshops, videos, e-mails, newsletters) |
| Information Elements | Key elements of information to be distributed by the different mechanisms - including frequency and information collection & collation |
| Roles & Responsibilities | Roles and responsibilities of key individuals responsible for ensuring communication is adequate / appropriate and timely |
| Handling Unexpected Communication | Identification of how unexpected information from other parties (including stakeholders) will be handled within the scope of the activity |
There are many good sources of Programme/Project communications best practice. This includes the general information available from the Office of Government Commerce (OGC) and the Association of Project Management (APM). In addition OGC’s Programme and Project Management methods, especially the Managing Successful Programmes (MSP) method, includes detailed guidance on how to approach effective communications. These sources provide information on the content of a Communication Strategy which should be developed in conjunction with an approach to stakeholder engagement
The main communications responsibilities for each of the key players within a Programme/Project environment are illustrated below. These are strongly linked to the needs and expectations of the various stakeholder groups affected by the change process.
| Role | Main Responsibilities |
|---|---|
| Senior Responsible Owner (SRO) | Taking a strong lead at communications events. Engaging key stakeholders and maintaining effective communications links with particular focus on communicating key milestones to senior stakeholders |
| Programme/Project Sponsor | Visible participation at communications events. Taking the lead in stakeholder communication in their particular areas. Close communication with the SRO on wider stakeholder issues and the wider business environment |
| Programme/Project Board | Approving and reviewing programme/project communications plan. Taking ownership of stakeholder communications in their own particular areas |
| Programme/Project Manager | Developing and implementing programme/project communications strategy. In a programme, controlling and aligning communications across the projects. Much of the day-to-day communications with stakeholders will be done via the programme/project manager |
| Business Change Manager | Strong communication with the programme/project manager during the transition to business as usual. Communication with stakeholders being affected by the changes. Taking the lead on key communications into their own business area |
| Programme/Project Office | Maintaining stakeholder & communications information. Facilitating and supporting communications activities |
