Communications management is the systematic planning, implementing, monitoring, and revision of all the channels of communication within an organization, and between organizations; it also includes the organization and dissemination of new communication directives connected with an organization, network. Communications management is essential to the efficient and effective collection and dissemination of Portfolio, Programme and Project information among participants. Effective communications management includes the following tasks:

  1. Provide timely dissemination of information
  2. Facilitate informed decision making
  3. Provide an auditable Programme history
  4. Integrate Programme information and provide a common basis for the analysis and recording of information
  5. Provide the critical links among people, ideas, and information necessary for Programme success
  6. Inform all stakeholders of decisions in a timely manner

The communications strategy specifically addresses the following areas:

  • Lines of communication
  • Forms of communication
  • Meetings
  • Reports

Lines of Communication

All communication shall be addressed to the identified person of each organisation who will remain the single point of contact SPC). It will be the responsibility of this person to disseminate information within their organisation.  The Portfolio, Programme or Project Directory will indicate the single point of contact (SPC) for each organisation.

Forms of Communication

1. General Correspondence

Every written communication will bear a reference comprising the following:

  • Project Title: Main project title
  • Subject: A subtitle referring to the content of the written communication. Generally letters should refer to a single subject and be referenced accordingly
  • Addressee: Name and address for whose attention the communication is intended must be shown. All correspondence must be copied to the Programme Manager. This includes, amongst other things, letters, minutes, certificates, meeting notes, e-mails and facsimiles. Any significant issues are to be brought to the attention of the Programme Manager and the Project Leader.

Documents shall be transmitted either by hand, email, facsimile or post with receipt assumed as follows:

  • Hand – evidence of receipt (where specially required) shall be a signature of a member of staff of the recipient organisation
  • Facsimile – evidence of receipt shall be a copy of the facsimile message indicating transmission to the notified facsimile terminal
  • Post – receipt shall be assumed two working days after posting to the notified address
  • Electronic Mail – evidence of Receipt (where specifically required) to be provided by electronic Confirmation of Receipt

Until such time as the Programme Management Information System (PMIS) has been established, the use of transmittal slips in accordance with each organisation’s quality management system will provide evidence of receipt.

2. Electronic Document Transmittal

All members of the Programme Team should endeavour, where possible, to use Electronic Data Transmittal (Email) during the course of the Programme, including the issue of drawings, reports, schedules etc.  Once established, all formal issue of reports and other key deliverables are to be issued via the PMIS.

3. Oral Communication

In order to expedite progress of the Programme, direct and telephone conversations between parties involved is be encouraged. However, the Programme Manager must be made aware without delay of the content of the conversation, by telephone and then by written confirmation or sketch, if such discussion has an impact on the Programme or affects the cost and/or the schedule.

It must be stressed that the outcome of oral communications at any level will not relieve the parties of their formal responsibilities.

Requests for Information

Requests for Information (RFIs) and responses should be made using the Standard Request for Information template.

The single point of contact for each organisation shall be the recipient of RFI’s directed to their organisation and will be responsible for administering and expediting a response.  Copies of all requests and replies must be forwarded to the Programme Manager. The Request for Information Sheets should in general be numbered consecutively and should be prefixed by a letter unique to the sender. It is intended that this form is issued without a cover sheet and will form the basis of a system of information requests which will be easy to administer, be readily understood and will ensure that all queries raised are presented for reply.

Publicity

Contact with Press

No communication with the Press, including technical journals, or other outside body, or disclosure or publication of any other matter arising from or in connection with the West Cambridge Programme may be made without prior consultation with and the approval of in writing by the Client. All staff employed by the Consultants are to be made aware of this provision.

Meetings

Meetings shall be implemented to define good communications, management and decision making through the lifetime of the Programme. The Meeting Schedule containing, meeting title and date is in place and will be periodically updated to reflect the meetings and workshops scheduled.