User:Matt knoepfli

Communication Planning Tool

A Communication Planning Tool, also know as a Communication Grid, is a Management Information System which facilitates the internal flow of information from upper management to those employees responsible for carrying out task within a organization. The idea is to provide management with a location to display long and short term project goals as well as any relevant details critical for the success of the project. Those working on any particular project can then view the information and apply as necessary. The Communication Grid tool is common in shift work industries where communication lines flow from upper management to floor laborers, as well as between various shifts workers.

So what does a communication grid look like physically? The general idea is to have a matrix like grid displayed somewhere that is visible, accessible, and central to all floor employees. Depending on your infrastructure and technological capabilities the grid could appear a variety of ways; from a white board updated with erasable maker to a large monitor(s) mounted to a wall and connected to a computer system that management update by inputting information via a keyboard. Although the look of the grid may vary, the main template is basically the same everywhere. The consensus is to display all ongoing and future projects down the one side of the Grid. Along the other, a variety of project relevant categories are placed such as: date commenced, completion date, production goals vs. actual production, project manager, members working on project, and supplier contact info, etc. There are no limits to the amount or variety of the column headings depending on the specific needs of each organization. However it is recommend not over complicating the grid. The Purpose of the Communication Grid is to provide feedback and information from upper management to employees. It is a quick and easy reference that eliminates ambiguity and shows simple information like where a project is at and what needs to be done by when. Thus to provide too much information, or complicate the details of the information, would defeat the purpose of the Grid. It is to serve the purpose of a quick reference, not a lengthy read. This quick reference would apply to each new shift to inform them where the previous left off and where they are to pick up. It is timely to transfer project progress information from one shift to another via paper documentation or verbally. The Grid eliminates these inefficient and costly processes that can cause inaccuracies. A Communication Grid will allow management to place, periodically, project goal related information on the grid, which is updated by a shift manager at the end of each shift. When a new shift arrives, the progress of the last shift is already on the grid and their replacements will know where to pick up. The belief is that at the start of each shift, employees will first go to the Communication Board to view any new messages and become aware of the progress of various projects. It can also be a useful indicator to see if all shifts are meeting production goals. If one group is constantly below production levels at the end of their shift, it obviously indicates that something is wrong with that shift or those workers. The Grid can be used to inform employees where they are and where they need to be in terms of production, and by what date. Therefore giving them an idea of whether they are behind or ahead of schedule and adjust their productivity levels accordingly. In assembly line like work, this type of feedback is crucial.

As well in these type of industries the flow of information is often from Upper management to middle management or floor managers, and then to floor workers. The Grid would allow middle management to focus more on specific problems rather than spending the majority of their time reiterating instructions. It would replace middle managers as the primary source of information. This frees up management to deal with strategic tasks rather than instructional or informative ones.