Last Updated on 13 September 2023
I’ve seen so much time wasted in projects (and just in work generally) from not having a strong communication plan. With a bit of planning and structure, you can save huge amounts of wasted resources that comes with bad communication planning. An effective plan can help keep all of the stakeholders working effectively on the project together; without one they can all be pulling in different directions.
What does it involve?
Your plan in Six Sigma is a strategic document that outlines the scheme to convey information related to a Six Sigma project to all relevant stakeholders. The plan primarily paves the way for effective and efficient communication that keeps everyone on the same page about the project’s progress, goals, and changes.
The crucial elements include a clear outline of the stakeholders, their roles, the information to be communicated, the frequency of communication, the mode of communication and the parties in charge of delivering the information. The communication plan is specifically tailored to meet the project requirements, with adjustments as per the project’s growth and evolution.
It ensures that everyone involved understands their part, thus fostering clarity, reducing misunderstandings, and facilitating a smooth execution of the project. It promotes transparency and agreement among team members regarding the project’s direction and targets. Therefore, it serves as the backbone in maintaining engagement, enhancing collaboration, and ensuring success in Six Sigma projects.
When do you make a communication plan?
It is made near the start of the project during the Define phase. It provides a structure for how the team will communicate with each other throughout the project.
Methods of communication
The main methods that are used are:
- Written; such as update forms with a set format
- Quick emails
- Meetings; gets attention but uses a lot of resource
- One-to-one catch ups; best for communication, but uses a lot of time
The output (plan) is a table with all the different communication methods that will be used in the project, along with who will be responsible, how frequently they will be used. This will then be distributed to the team.