A crucial part of a successful implementation is effective communication at the institution. For communication to be effective, it must deal with how to communicate with all important internal and external stakeholders. In order to correctly schedule your communication with the stakeholders, the planned communicative activities should be executed, and the information needs of the stakeholders fulfilled. UNIwise has extensive experience tailoring the communication to fit the needs of your organisation. The purpose of this article is to give you an overview of what is necessary to create successful communication for the implementation of WISEflow and how UNIWISE can help you do this.
With experience from other implementation projects, UNIwise will help you optimise the communication in relation to the implementation of WISEflow. These five steps can be used in the planning of your communication strategy:
- Identify your stakeholders
- Choose the right communication channels (how)
- Plan and develop content (your message)
- Plan and execute the plan
- Evaluate and improve
Step 1: Identify your stakeholders
Many different stakeholders must be taken into account when implementing WISEflow. The changes to your workflows will affect a wide variety of stakeholders. Identifying all the important stakeholder groups should be your first priority. Examples of stakeholders could be: students, academics and secretaries.
Step 2: Choose the right channels (how)
Which type of communication channels are suitable for each of the stakeholder groups you identified in step 1? To identify the suitable communication channels, consider how WISEflow will affect their daily workflow and what information they need to manage and understand these changes. Please find a few examples used in other implementation projects here.
Step 3: Plan and develop content (your message)
When all relevant stakeholder groups and communication channels have been identified, it is then time to decide what you want to tell your stakeholders. It is important that the content is adapted to the individual stakeholder groups as their relation to WISEflow and their subsequent information need will be different from one another. You may consider the following:
- Overall goal: What is the overall strategic goal of your implementation of WISEflow?
- Direction: What do you aim to achieve by implementing WISEflow? What must you achieve for the implementation to be a success? (
- Reasons: You will face stakeholders asking why WISEflow is being implemented; it is a good idea for your communication to answer such questions even before they have been explicitly asked. Why have you chosen a digital assessment solution? What is the business case behind the decision?
- Stakeholder specific information: Remember to include information aimed at the individual stakeholder groups to accommodate their specific communicative needs. What does the implementation of WISEflow mean for an administrative employee? How will WISEflow benefit the individual stakeholder groups?
- The next step: Consider whether a schedule for the implementation process will be helpful for the stakeholders. Furthermore, provide the stakeholder with information about the process and where they can seek assistance if necessary (it might be helpful to look at our article about implementation strategy).
Step 4: Plan and execute
In our experience, the number of conflicts can be limited if you ensure sufficient communication to your stakeholder groups from the beginning while involving the necessary stakeholders at the right times during the implementation. Schedule how and when your communication activities will take place and make sure to reach the relevant stakeholders. It is important that all stakeholders are well informed before their daily work is affected by the WISEflow implementation.
Step 5: Evaluate and improve
After and/or during the execution of your communication plan, it is a good idea to evaluate if the communication seems sufficient. This can lead to second rounds of communication to certain or all stakeholders to ensure that all implicated stakeholders are sufficiently informed during the implementation process and further work with WISEflow.
- Be proactive: Be proactive in your communication and remember that your stakeholders prefer too much communication rather than too little communication.
- Visual communication: Use T-shirts, flyers and other visual aids to create visually engaging communication.
- Remember the order of your communication: It is important to schedule your communication, so stakeholders are engaged in the correct order. Managers should be properly informed, so as to be able to answer their employees’ questions when they are affected by the implementation process.
- Transparency: It is often advantageous to make the communication strategy available for all stakeholders. This ensures, e.g. that your assessors know what information the students have received. In other words, who communicates what and when does this take place?
- Follow-up: Tell your success stories.