Communication Strategy for the Program


Contributors: Maren, Artur, Jannis, Steven, Ilkin

1. Introduction

Communication within a project does not just happen. It must be organized, developed, defined and built. The communications happens in the entire process of program. It is said that almost 80 % percent of time of project is used to communicate. It is key factory to the management performance and project success.The first step in the process is to define a communication strategy. This strategy is most likely to be developed for a program and not for every project individually.
A communications strategy removes doubt, emphasizes planning, and involves all the project participants in raising the visibility of the project.It identifies the means/medium and frequency of communication between the different parties. It is used to establish and manage on-going communications throughout a program or project.


2. Major Aspects

1. List of stakeholders and their information requirements
2. Communication technologies to be used (such as written reports, seminars, workshops, videos, e-mails, newsletters)
3. Key elements of information to be distributed by the different technologies- including frequency and information collection and collation
4. Roles and responsibilities of key individuals responsible for ensuring communication is adequate / appropriate and timely
5. Identification of how unexpected information from other parties (including stakeholders) will be handled within the scope of the activity.
6. Security aspects and agreements on data-protection
7. Chief Communication Officer (CCO)- put someone in charge of communication

Creating the process for the development of a communication strategy for a program mainly deals with following issues:


  • Stakeholder management: Manage stakeholder expectation and improve the satisfaction of stakeholders
  • Information management: Ensure the security of information and high efficiency and reliability of communication
  • Communication management: Approach for better management performance and ensure the success of project.



3. Program Communication Strategy

3.1 Identification of Stakeholders


3.1.1 Inputs

1. Project charter
2. Procurement documents
3. Enterprise environmental analysis
4. Organizational process assets

  • Lessons learned
5. Legal documents
6. Organizational resources

3.1.2 Tools & Techniques

1. Stakeholder analysis
2. Expert judgment


3.1.3 Outputs

1. Stakeholder register
  • Identification information
  • Assessment information
  • Stakeholder classification

2. Stakeholder management strategy
  • Stakeholder expectation
  • Stakeholder priority
  • Stakeholder participation level

3.2 Communication Strategy


3.2.1 Inputs

1. Enterprise environmental analysis
2. Stakeholder analysis
3. Project charter
4. Risk analysis
5. Organizational process assets
  • Lesson learned
6. Organizational resources
  • Funds budget
  • Time limits
  • Personal
7. Legal requirements
  • Data protection
  • Documentation regulation


3.2.2 Tools & Techniques

1. Communication demand analysis
2. Communication methods
3. Information technology


3.2.3 Outputs

1. Information management strategy
  • Documentation specification
  • Information storage, classification and accessibility
  • Information risk management
2. Communication Strategy
  • Communication frequency and scope
  • Stakeholder management strategy (update)
Program_and_project_Communication_input_and_output.jpg

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4. Additional note to the CCO (Chief Communication Officer)

Data-protection is a relevant issue in our modern way of life. The CCO ensures that the use of different technological and communication tools complies with legal safeguards, such as the principles of data-protection which give rights to individuals to protect their interests,impose obligations on responsible organizations and adequate oversight.