Communication plan

Communication plan

 

According to ISO 9001:2015’s new standard, elaborating an action plan for internal and external communication has become a principal requirement of a quality management system. At Prod Space, our mission is to ensure that our communication plans identify in detail, who needs certain information when needed, and how to provide that information.

Being responsible for communication planning, we identify and share the following with those involved in the project in a structured way:

• The project stakeholders.
• The communication items to be used throughout the project.
• The people who hold the responsibility to transmit information.

 

• Stakeholders

 

The first step in our planning method is to list all stakeholders in your project. You can read more about stakeholders and our strategy to engage them in your project by visiting our Stakeholder engagement strategy page.

 

• Communication items

 

We note down and rank every communication item that affects the project’s success. The communication’s goal or purpose is the first aspect of this classification:

 

• Information collection: The person communicating needs to gather information from other people.
• Dialogue: Those involved in the project need to discuss and find the best way to respond to problems or risks.
• Decision/Action: The person communicating expects that people receiving the communication will reach a decision or act in response.

 

With the goal in mind, we set the ideal way to achieve the outcome of each communication item. The elemental forms are verbal, nonverbal, and mediated, but it is mandatory to think about the specific communication environment of your project. We can site a few examples of distinct work communication types: interpersonal, announcements, meetings, and reports.

 

• Responsibilities

 

We will elaborate a plan indicating who is responsible for communication at each stage and according to each situation. The two other designations we use for each communication item are the frequency (daily, weekly, occasional) and the channel (direct communication, e-mail, phone call, text message, photo, or video via mobile phone).

When designating responsibility for each communication item, we identify the sender and receiver. 

According to each situation, that person will be responsible for transmitting the message, to whom, and in what way. 

When visualizing the different settings, it is crucial to consider the environment and the available resources. It is up to us to take care of communication optimization.

 

What are the available tools to ensure that all communication occurs in the best possible way?

 

Our agency has a keen eye for tracking even the slightest detail. We make sure that we record communications for future reference and evaluation. At meetings, for example, the meeting duration should be in such a registry.

 

Communication between office and construction site

 

In the construction sector, people work in two distinct environments for each project: the office and the construction site. External studies show that, on one side, 80% of activities happen at construction sites. 

However, on the other side, in many companies and projects, most decisions about planning, budget control, and resource allocation take place in the office. Therefore, people must be aligned when collaborating from a distance.

Construction sites can hold a lot of unpleasant surprises all the time. What often determines the success or failure of the project is the ability and efficiency in communication and decision-making about the contingencies.

We opt for these five methods to foster strong communication practices on any construction site:

• Getting the just information to the right people at the right time.
• Ensuring that your messages are clear, concise, and timely.
• Assisting you in choosing a good platform for your message.
• Investing in fast technology that communicates critical updates to your team.
• Being transparent and staying positive towards everyone.