Communication Plan Considerations

Six Sigma Black Belts, Master Black Belts and project Champions, when embarking on a DMAIC (Define, Measure, Analyze, Improve, Control), DMADV (Define, Measure, Analyze, Design, Verify) or process management project, need to be aware of the importance of establishing a communication plan when developing and validating a team charter. A finely executed Black Belt project can suffer disappointing results if an efficient mechanism is not already in place to ensure that vital information is relayed to those members who need it.

A simple table could be constructed that would display what will be communicated, who will do the communicating, when the communication will take place, to whom the communication will be delivered, how the communications will be delivered and where the information will be stored.

Who – Person who is responsible for delivering the communication (e.g., project Champion, Master Black Belt, Black Belt, Green Belt, quality analyst, Process Owner, team member, etc.)

What – The type of communication(e.g., team meetings, meeting minutes, team work/action items, project status reports, project timeline, project reviews/tollgates, project success stories/storyboards, etc.)

Why – The rationale for the communication plan (i.e., establish and enforce a contract for communication)

Where – The location where the recipient will find the communication, if specified

When – The time and/or frequency at which the communication is delivered (e.g., every Friday at closeof business, weekly, within 24 hours or next day close of business, etc.)

How – The delivery mechanism that will facilitate the communication (e.g. electronic mail, voice mail, conference call, video presentation, etc.)

To Whom – The audience or recipients of the communication (e.g., senior management, the quality department, project champion, MBB, team members, etc.)

Here is a sample communication tool that could be employed in a Six Sigma project that addresses all of the considerations listed above.

Typically, team charters include such deliverables as a business case, problem and goal statements, scope, milestones and roles. What should be added, perhaps in the team charter or as a separate Define phase deliverable, is a plan or strategy for communicating information that is related to the Six Sigma project to its appropriate recipients.

Six Sigma Project Charter Communication Plan

What To Whom When Who How Where Comments
Project team meetings Project team, invitees Weekly (every Thurs at 9 a.m.) Black Belt Notices, agendas sent out one week ahead War room
Meeting minutes Distribution list By next day COB Black Belt or team scribe Via email Word file on shared drive
Team work/action items Project team, Champion TBD Black Belt Via email Nature of file TBD, placed on shared drive
Status reports, including timeline Project team, Champion, customer/client Weekly (every Friday at COB) Black Belt Via email Word file on shared drive, email to customer rep
Project budget Champion, project financial analyst, quality dept head TBD Black Belt or project financial analyst Via email Excel file on Six Sigma database
Project reviews Project team, Champion, quality dept head TBD (monthly) Black Belt Notices sent out one week ahead Six Sigma conference room
Project storyline Deployment Champion, quality dept head, senior management TBD Black Belt or team members Gallery walk notices sent out two weeks prior Six Sigma gallery room

By establishing this communication tool up front and verifying its usage with the project team, the Black Belt becomes indoctrinated on the importance of having an effective communication plan and the team becomes aware of the important role of communicating the team’s work.

 

Source: http://www.isixsigma.com 

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