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Communication within the project

Communication within the project. Estonia-Latvia-Russia ENPI CBC Programme. Project Management and Implementation training 20 & 2 1 February 2012. Importance of internal communication.

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Communication within the project

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  1. Communication within the project Estonia-Latvia-Russia ENPI CBC Programme Project Management and Implementation training 20&21 February 2012

  2. Importance of internalcommunication • For projects where many partners work together, a well organised and managed internal communication is very important and a critical success factor: • Internal communication keeps all project partners aimed at the same final goal • Helps all involved parties to understand the project aims and activities and their roles • Allows to monitor project progress, keep the workplan updated, anticipate difficulties in implementation… • Good internal communication involves regular and effective two-way communication with all project partners

  3. Agreeoncommunication procedures • Agree on when and how and on what are you and your partners communicating • Make a format for (monthly) internal reports • Agree on tools that will be used: e-mail, internal newsletters, skype meetings, real meetings • Agree on who is responsible for the website and who and when will contribute for the updates

  4. Tools for internal communication • Electronic: • Email: Email has made sharing information much simpler, but avoid clogging up inboxes with too much irrelevant information (think about who should receive a cc.) Also, it can be one-way and you cannot be sure emails are read or digested • Intranet: It is a fast, interactive and cost effective way of distributing information to a large number of people • Internal newsletters (e-mailed or accessible via the intranet) • Oral: regular meetings with your partners to coordinate tasks for project implementation; tele or video conferences • Written materials: Internal memos, meeting notes, progress reports etc.

  5. Sowhenyour project has started • Overall coordinator keeps in regular touch with all partners • All partners report regularly (monthly) to monitor project progress • Regularly meet (in person and via telecom tools) • Make minutes of those meetings and use them as working documents!

  6. Remember • Yourproject is a partnership and CBC project • Invest in establishing good partnership relations and clear andregular communication and meeting procedures

  7. Internal/external communication • Good internal communication is also aprerequisite for efficient external communication and both of them should be in line with each other: • Ensures everyone speaks with one voice!

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