ISO 21502:2020 Clause 7.13.3 Distributing information

Project Management 5 Minutes

Communications in response to stakeholders’ needs and expectations should be distributed using the agreed media, messages and timing.
Information distribution should provide for adequate levels of confidentiality, security and accuracy of the information, where relevant, and should be in accordance with the communication plan.

In communication management, distributing information involves the systematic dissemination of project-related information to stakeholders in a timely, accurate, and accessible manner. Here are several methods and strategies that project organizations commonly use to distribute information effectively:

  1. Email: Email is a widely used communication channel for distributing information to stakeholders. Project teams can send regular updates, announcements, reports, and other relevant documents via email to keep stakeholders informed about project progress, milestones, and decisions.
  2. Meetings: Face-to-face meetings, virtual meetings, or conference calls provide opportunities for project teams to communicate directly with stakeholders, discuss key issues, and share important updates. Meetings allow for interactive communication, collaboration, and alignment among stakeholders.
  3. Project Management Software: Project management software platforms, such as Microsoft Project, Asana, Trello, or Jira, offer centralized repositories for project-related information. Project teams can use these platforms to share documents, track tasks, update progress, and collaborate with stakeholders in real-time.
  4. Project Dashboards: Project dashboards provide stakeholders with visual representations of project metrics, key performance indicators (KPIs), and progress indicators. Dashboards offer a quick overview of project status and performance, allowing stakeholders to access relevant information at a glance.
  5. Document Repositories: Online document repositories, such as SharePoint, Google Drive, or Dropbox, serve as centralized repositories for project documentation. Project teams can upload and share documents, reports, presentations, and other files with stakeholders, ensuring that everyone has access to the latest information.
  6. Newsletters: Regular newsletters or project updates can be distributed to stakeholders to provide summaries of project progress, achievements, upcoming events, and relevant announcements. Newsletters help keep stakeholders engaged and informed about project activities.
  7. Social Media: Social media platforms, such as LinkedIn, Twitter, or Facebook, can be used to share project updates, news, and announcements with a wider audience. Social media provides an additional channel for reaching stakeholders and generating awareness about the project.
  8. Intranet Portals: Internal intranet portals or websites can serve as centralized hubs for project-related information within an organization. Project teams can publish news articles, announcements, resources, and updates on the intranet portal for easy access by internal stakeholders.
  9. Printed Materials: In some cases, printed materials such as brochures, flyers, posters, or newsletters may be distributed to stakeholders who prefer or require physical copies of information.
  10. Direct Communication: Direct communication channels, such as one-on-one meetings, phone calls, or instant messaging, allow project teams to communicate directly with individual stakeholders to address specific needs, concerns, or inquiries.

When distributing information, project organizations should consider the preferences, accessibility, and communication requirements of stakeholders to ensure that information is delivered effectively and received promptly. Utilizing a combination of communication channels and methods allows project teams to reach a diverse audience and ensure that stakeholders are adequately informed and engaged throughout the project lifecycle.

Communications in response to stakeholders’ needs and expectations should be distributed using the agreed media, messages and timing.

Distributing communications in response to stakeholders’ needs and expectations involves delivering information using the appropriate media, messages, and timing agreed upon by the project team and stakeholders. Here’s how this can be accomplished effectively:

  1. Identify Stakeholder Needs and Expectations: Start by understanding the information needs, preferences, and expectations of stakeholders. Conduct stakeholder analysis to identify their communication requirements, preferred communication channels, and desired frequency of updates. This helps ensure that communications are tailored to meet the specific needs of each stakeholder group.
  2. Agree on Communication Media: Collaborate with stakeholders to determine the most suitable communication media for delivering information. This could include email, meetings, newsletters, project management software, social media, or other channels based on stakeholders’ preferences and accessibility. Agreeing on communication media ensures that information is distributed through channels that are convenient and effective for stakeholders.
  3. Craft Clear and Relevant Messages: Develop communication messages that address stakeholders’ needs, concerns, and interests. Messages should be clear, concise, and relevant to the recipient, focusing on key project updates, milestones, decisions, and actions required. Tailor messages to resonate with each stakeholder group and communicate information in a manner that is easily understandable and actionable.
  4. Establish Timing and Frequency: Determine the timing and frequency of communication based on stakeholders’ requirements and project milestones. Agree on a communication schedule that provides stakeholders with timely updates and progress reports without overwhelming them with unnecessary information. Consideration should be given to critical project events, deadlines, and decision-making processes when scheduling communication activities.
  5. Adhere to Agreed Upon Parameters: Ensure that communication activities adhere to the agreed-upon parameters, including media, messages, and timing. Consistency and reliability in communication help build trust and credibility with stakeholders, fostering positive relationships and engagement. Regularly review and adjust communication approaches based on stakeholder feedback and changing project needs.
  6. Provide Opportunities for Feedback: Encourage stakeholders to provide feedback on communication methods, content, and timing to ensure that their needs are being met effectively. Establish feedback mechanisms, such as surveys, feedback forms, or open-door policies, to solicit input and suggestions for improving communication practices. Act on feedback received to enhance communication processes and address any gaps or concerns raised by stakeholders.

By distributing communications in response to stakeholders’ needs and expectations using the agreed media, messages, and timing, project teams can ensure that stakeholders are well-informed, engaged, and aligned with project objectives. Effective communication fosters transparency, collaboration, and trust, driving project success and stakeholder satisfaction throughout the project lifecycle.

Information distribution should provide for adequate levels of confidentiality, security and accuracy of the information, where relevant, and should be by the communication plan.

Ensuring confidentiality, security, and accuracy of information is crucial during the distribution process. Here’s how these considerations can be incorporated into the communication plan:

  1. Confidentiality: Identify sensitive information that requires confidentiality, such as proprietary data, financial information, or personal details. Clearly define protocols and access controls to safeguard confidential information from unauthorized disclosure. Limit access to sensitive information only to individuals with a legitimate need to know and implement encryption or password protection for electronic communication channels where necessary.
  2. Security: Implement measures to ensure the security of information during distribution, especially when using digital communication channels. This may include using secure email servers, encrypted messaging platforms, virtual private networks (VPNs), or secure file-sharing services to protect sensitive data from interception or unauthorized access. Train stakeholders on best practices for maintaining security when transmitting or handling sensitive information.
  3. Accuracy: Verify the accuracy and reliability of information before distributing it to stakeholders. Conduct thorough reviews and validation processes to ensure that data, reports, and updates are factually correct and free from errors or inaccuracies. Use credible sources, reputable sources, and peer-reviewed information to maintain the accuracy and credibility of communication materials.
  4. Documented Procedures: Document clear procedures and guidelines for handling confidential, secure, and accurate information within the communication plan. Outline roles and responsibilities for ensuring confidentiality, security, and accuracy throughout the distribution process. Establish protocols for data encryption, access controls, data validation, and quality assurance to maintain the integrity of information shared with stakeholders.
  5. Compliance with Regulations: Ensure compliance with relevant laws, regulations, and industry standards governing the handling of confidential or sensitive information, such as General Data Protection Regulation (GDPR), Health Insurance Portability and Accountability Act (HIPAA), or Payment Card Industry Data Security Standard (PCI DSS). Incorporate legal and regulatory requirements into the communication plan to mitigate risks and avoid potential violations.
  6. Regular Audits and Reviews: Conduct regular audits and reviews of communication processes and practices to assess compliance with confidentiality, security, and accuracy requirements. Identify any gaps or vulnerabilities in information handling procedures and take corrective actions to address them promptly. Continuously monitor and improve communication processes to enhance data protection and integrity over time.

By integrating measures for confidentiality, security, and accuracy into the communication plan, project teams can ensure that information distribution processes are conducted in a manner that protects sensitive data, maintains data integrity, and complies with regulatory requirements. This helps build trust, credibility, and accountability with stakeholders, fostering a positive communication environment conducive to project success.

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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