How do you handle program communication challenges and conflicts?

1 Define communication objectives and requirements

The first step to integrate program communication is to define the communication objectives and requirements for your program. What are the main messages, audiences, and channels for your communication? How often and in what format do you need to communicate? What are the communication roles and responsibilities of your program team and stakeholders? By answering these questions, you can create a communication plan that aligns with your program vision, scope, and deliverables, and that meets the needs and expectations of your communication partners.

2 Establish communication protocols and standards

The next step is to establish communication protocols and standards for your program. These are the rules and guidelines that define how, when, and by whom communication will be conducted, documented, and stored. For example, you may have communication protocols for meeting agendas, minutes, action items, status reports, change requests, and issue logs. You may also have communication standards for quality, consistency, and accuracy of your communication products and outputs. By having clear communication protocols and standards, you can ensure that your communication is effective, efficient, and transparent, and that it follows the best practices and norms of your program environment.

3 Monitor and evaluate communication performance

The third step is to monitor and evaluate your communication performance throughout your program lifecycle. This involves collecting and analyzing feedback, data, and metrics on your communication activities, outputs, and outcomes. For example, you may use surveys, interviews, focus groups, or analytics tools to measure the satisfaction, engagement, and impact of your communication among your program team and stakeholders. You may also use indicators, dashboards, or scorecards to track the progress, quality, and results of your communication against your communication objectives and requirements. By monitoring and evaluating your communication performance, you can identify and address any communication issues, gaps, or risks, and improve your communication effectiveness and efficiency.

4 Adapt and improve communication strategies and practices

The fourth step is to adapt and improve your communication strategies and practices based on your monitoring and evaluation findings and feedback. This involves reviewing and updating your communication plan, protocols, and standards to reflect any changes, lessons learned, or best practices that emerge during your program execution. For example, you may need to adjust your communication frequency, format, or content to suit the changing needs, preferences, or expectations of your program team and stakeholders. You may also need to adopt new communication tools, methods, or techniques to enhance your communication quality, consistency, or accuracy. By adapting and improving your communication strategies and practices, you can ensure that your communication remains relevant, responsive, and aligned with your program goals and context.

6 Integrate communication with other program processes and functions

The sixth and final step is to integrate your communication with other program processes and functions, such as planning, monitoring, reporting, and risk management. This means that your communication is not a separate or isolated activity, but a part of your overall program management approach and system. For example, you can use your communication plan as a tool to align and coordinate your program activities, outputs, and outcomes with your program team and stakeholders. You can also use your communication outputs and outcomes as inputs and outputs for your program monitoring, reporting, and risk management processes and functions. By integrating your communication with other program processes and functions, you can ensure that your communication is consistent, coherent, and comprehensive, and that it supports and enhances your program performance and results.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?