Well-functioning internal and external communication is one of the signs of a successful project. Always make a communication plan, and then implement, direct and monitor the successfulness of communication. You should also become thoroughly familiar with the communication instructions given by the finance provider.
All of the interaction that takes place between the participants in the project is classed as internal communication. An open atmosphere and jointly-agreed rules of the game are the driving forces that take you to success. The interaction that takes place between project actors, the target group, and interest groups is classed as external communication.
In addition to goal-orientated and systematic communication, a project also includes spontaneous communication through networks and social interaction. The information communicated through these channels is silent and implicit. Be consistent, even though these so-called unofficial communication cannot be pre-planned or directly guided. A project is a tool for change. Implementing the change requires the information that is exchanged in communication to be on time, reliable, consistent and sufficient.
Use the analysis of the parties involved in the project. What is the effect on persons or groups of persons who are involved in the project, and what are their interests?
- Major effect – major interest: Identify these persons. Make them well tied to the subject and keep them informed about the progress of any change.
- Major effect – minor interest: Endeavour to keep these persons updated, but make sure that the information provided does not exceed the saturation threshold.
- Minor effect – major interest: Keep these persons updated about progress, and listen to silent signals. This group may be of help in single project tasks.
- Minor effect – minor interest: Keep them updated, communicate about most significant stages.
Write down the following in the communication plan (these are shown as examples):
- What is communicated?
- What is the target?
- To whom?
- How? Which channels will be used?
- How often?
- Who will do it?
- How much will it cost?
The rule of four in written communication:
- Pay attention to the content and language: preferably use short and uncomplicated sentences. Use a language that is easily understood.
- Be specific: use the right names when talking about things.
- Concise and structured: making it brief often improves the text.
- Always keep in mind who you are writing to.
The rule of four in elevator pitch:
- Get to the point. Consider what you want to tell to different listeners.
- Practice. Place it on video, if possible. Try speaking at different lengths: half a minute, a minute, three minutes…
- Be convinced. Feel it in your spine.
- Be convincing. Fire up the listener with your own enthusiasm.
The project’s website can be implemented as part of the jamk.fi site. The design is in line with the rest of the website. If the service is procured from an external provider, you should decide before the procurement process what will happen to the website after the completion of the project.
Take advantage of social media. You can efficiently bring about interaction and promote the goals of the project by means of social media. Find out which social media services are used by the target group or those who benefit from the project, consider what you would like to achieve by bringing it into use, and become familiar with the user terms and conditions. If you’re an active blogger, the JAMK blog template offers you a ready environment for the purpose.
The advertising agency, printing, and translation services that are procured by JAMK are subject to the tendering process. Check the validity period and the content of the framework contracts with the marketing service.
Become familiar with the JAMK Marketing Services pages on the intranet. The information provided there includes instructions about social media and project communication. Contact the marketing coordinator of your school, should you need help, such as in areas which include drawing up the communication plan.