Route 3 - Contract Implementation - Communication
Below are the key considerations for communicating the contract. These should be considered in your communications plan.
Having completed all of the vital work to get the procurement to the point of award it is essential that it be communicated effectively. Communication of the Contract Award and the subsequent procedures is an essential element of ensuring compliance and maximisation of the planned benefit of the procurement exercise.
It is essential to know who it is that you are targeting with your communications. During the strategy development phase you should have identified all key stakeholders from suppliers to end users. It is important that you consider the communications in terms of the three areas below, for each of the identified stakeholder groups.
What is your communication about? Be clear on your key and supporting messages. Ensure that the subject is appropriate for the audience (stakeholder group) and ensure that the communication stays focused on what they need to know and what is expected of them.
You should plan and consider the timing of your communications carefully, in line with the implementation process. It is important that communications arrive in good time and allow for the audience to digest the information and to then act upon or respond within the timescales. Communication should not only take place at the start and end of the process but should be undertaken periodically.
You must fully consider how you are going to communicate to your audience, some of the activities you will undertake are described more fully further along this process e.g. buyer/end user information packs, supplier buyer events. You may also wish to consider (but not limited to):
- Intranet/internet article
Your communication method should be determined by the stakeholder audience you are targeting e.g. e-mail -small targeted group, newsletter - stakeholder community, internet - public audience. It should also take account the accessibility requirements of your stakeholders. This is intended as a guide rather than being prescriptive.