A communication is defined as any written or verbal, formal or informal interaction with one or more stakeholders. Communications can include emails, letters, meetings, conferences, social media posts, phone conversation, etc.
Use the Communications register to record, track and categorize all interactions with stakeholders. Doing so can help your company identify key stakeholders and keep track of recurring topics. Accuracy and regularity in recording communications facilitates engagement analysis which can allow your company to be proactive in reacting to potential issues and grievances.
Communications also play a role of institutional memory for the company managers who cannot participate in all meetings but must be aware of the main items to manage their impacts on projects.
As it is important to record various types of communications with stakeholders to maintain transparency, accountability, and effective stakeholder management, here are some examples of the types of communications that should be recorded in Borealis and the information you can add to each:
- Meetings: You can record the details of meetings with stakeholders. This includes the date, time, location, attendees, agenda, minutes, and any decisions or actions taken during the meeting.
- Emails and Letters: You can keep a record of all emails and letters exchanged between the organisation and the stakeholders. This includes both incoming and outgoing correspondence, as it helps track the history of communications and commitments.
- Phone Calls: You can document key points discussed during phone conversations with stakeholders. This includes the date, time, participants, and a summary of the discussion.
- Surveys and Feedback: You can capture stakeholder feedback obtained through surveys, questionnaires, or feedback forms. This includes their responses, suggestions, and any follow-up actions taken based on the feedback.
- Social Media Interactions: You can monitor and record interactions with stakeholders on social media platforms. This includes comments, messages, or mentions from stakeholders.
- Public Consultations: If the organisation conducts public consultations or community forums, you can keep a record the input from stakeholders, the summaries of discussions, and any outcomes or decisions resulting from the consultation process.
- Formal Submissions: If stakeholders submit formal documents or reports to the organisation, you can keep a record of these submissions. This includes information about the sender, date of submission, and a summary of the content submitted.
- Stakeholder Interviews: If interviews are conducted with stakeholders, you can keep a record the key points discussed, interviewee details, and any relevant insights or outcomes from the interviews.
- Workshops and Focus Groups: You can keep records of workshops or focus groups conducted with stakeholders, including the topics covered, participants, outcomes, and any follow-up actions.
- Internal Discussions: You can keep a record of internal discussions and decisions related to stakeholder engagement. This includes discussions within the organisation about stakeholder concerns, strategies, and actions taken to address their concerns.
By maintaining a systematic and organized approach to record all relevant communications with stakeholders, you can ensure that information is readily available for reference, analysis, and reporting, which can help build trust and strong relationships with stakeholders.