6.3 Communication, record keeping, and decision-making processes
Successful project management relies heavily on establishing, maintaining, and managing stakeholder relationships (as discussed in Topic 1). These relationships must be managed with good communication strategies that minimise the possibility of things going wrong. Consideration should also be given to the options available for dispute/conflict resolution.
In the initial stages of the project you will need to identify processes for the collection, storage, and dissemination of information. You will also need to communicate with all stakeholders and collaborators to determine which stakeholders need information, when it is required, and the format it will be delivered in. The correct, consistent, and timely flow of information is vital to the success of any project and research team.
The communication strategy and plan should be developed based on stakeholder expectations and relationships – at both operational and strategic levels. The plan should include type, level, objective, and frequency of the communication, who should communicate and to whom (including email CCs), and timelines. The plan that you develop at the commencement of your project should be reviewed and updated regularly, allowing the information to be kept current for any new collaborators/stakeholders.
The following table provides an example of a simple communication plan. The first row has been completed to give an idea of what sort of communication events may be required by particular stakeholders/collaborators.
| Stakeholder |
Communication objective |
Type of communication |
Frequency |
Level of
communication |
Individual(s) responsible |
| Funding agencies |
Demonstrate project progress for continued funding |
Progress Report |
Annually |
Scheme/Project Manager |
Research Leader |
| Research Managers/Administrators |
|
|
|
|
|
| Ministerial |
|
|
|
|
|
| Assessors and Reviewers |
|
|
|
|
|
| Auditors |
|
|
|
|
|
| Collaborators – Industry (business development, legal, academic) |
|
|
|
|
|
| Collaborators – Academic (inside institution, outside of institution) |
|
|
|
|
|
| Internal administration – host institution and other institution – Executive |
|
|
|
|
|
| Internal administration – host institution and other institution – Administration |
|
|
|
|
|
| Internal administration – host institution and other institution – Legal office |
|
|
|
|
|
| Internal administration – host institution and other institution – HR |
|
|
|
|
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| Internal administration – host institution and other institution – Finance |
|
|
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|
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| Internal administration – host institution and other institution – Marketing |
|
|
|
|
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| Project staff and students |
|
|
|
|
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| Australian community – Taxpayer |
|
|
|
|
|
If you would like your own copy of this table, you can download it via one of the following links:
Communication plan (Word file)
Communication plan (rtf file)
Reflective activity
Take 10 minutes to reflect on your current research project in terms of stakeholder communication. Identify any groups that you feel are not getting the level or frequency of communication they need.
Reflect on your own communication skills. Which group of stakeholders in your current project is the group you find most difficult to communicate with? What additional skills might help you deal with those stakeholders?
Modules