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Orbital RPM was part of a recent IT outsourcing project in the role of Global Change Management.  As part of that project we conducted a stakeholder analysis to determine the extent to which key stakeholders were engaged and informed on the areas of the project that interested them.

The ongoing communication plan at the time included activities such as a monthly newsletter, a weekly email from the project lead (an outsourcer), posts to an internal portal page, multiple Power Points and a large variety of other communication vehicles.

The results from the stakeholder analysis were very clear.  There were essentially two audiences in the organization; a) the general end-users to whom the change in outsourcers meant very little save for some basic process changes and b) the IT workforce or those that serve as a liason between their department (i.e. Finance, HR, etc.) and IT whose jobs were significantly altered (or eliminated) by the move.

The above mentioned communication vehicles were mandated by the organization but were useful only to the general end-user audience.  The IT audience was requesting very project specific information - the kind that can not be bottled and distributed in the form of emails or newsletters.  Rather they needed regular interaction with key project team members so that they could ask questions, discuss potential solutions and just stay updated on the project overall.

Specific recommendations were made to the client to address the IT group of the stakeholders such as reinstating a weekly status meeting where different team members presented each week and anyone could attend, Executives working from various locations and walking the halls with free time, and project leads hosting weekly global conference calls where any of their team across the globe could join in to ask questions or just listen. 

None of our suggestions were taken.  We muddled through the laborious effort of creating static communications while many opportunities for rich, informal communication passed by.  And, the informal route would have consumed far fewer resources.

What projects are occuring in your organization where an audience could benefit from a less structured approach to communication surrounding the project?  Most people will appreciate less email and less copies of a rarely read company newsletter.  Make it so that people can get the information they need when they need it.