Project Charter Communication Tool

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Here is a sample communication tool that could be employed in a Six Sigma project that addresses all of the considerations listed on Page 1.

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 @ 9AM)	Black Belt	Notices, agendas sent out 1 week ahead via e-calendar	War Room	???
Meeting Minutes	Distribution List	By next day COB	Black Belt or Team Scribe	Via e-mail	MS Word file on shared drive	???
Team Work/Action Items	Project Team, Champion	TBD	Black Belt	Via e-mail	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 e-mail	MS Word file on shared drive, e-mail to Customer rep	???
Project Budget	Champion, Project Financial Analyst, Quality Dept Head	TBD	Black Belt or Project Financial Analyst	Via e-mail	MS Excel file on Six Sigma database	???
Project Reviews	Project Team, Champion, Quality Dept Head	TBD (Monthly)	Black Belt	Notices sent out 1 week ahead via e-calendar	Six Sigma Conference Room	???
Project Storyline	Deployment Champion, Quality Dept Head, Senior Management	TBD	Black Belt or Team Members	Gallery Walk notices sent out 2 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.

The members who need information the most are often subject matter experts who are not part of the project team, but whose knowledge on a particular aspect of a related process, or a constituent sub-process, is valuable to the team or to the organization. These experts need to be kept in the loop as the project progresses so that when key meetings are to ensue, they are informed, and they can participate in the discussions when important business decisions are made. A well conceived communication plan helps to ensure that potential contributors are not left out of the loop.

First Page > Six Sigma Project Charter Communication Plan

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