How Effective Contracting Teams Create and Deploy Communication Strategies

Jim Bergman

For contract management leaders, a robust communication strategy is essential to keep all stakeholders on the same page. Effective communication not only fosters collaboration but also drives contracting success by minimizing misunderstandings and ensuring everyone is aligned with contract goals.

Here’s how leading practice contracting teams create and deploy their communication strategies.

1. Understanding the Audience

Before crafting any communication strategy, it’s crucial to understand the audience. This includes internal stakeholders, such as team members and managers, and external stakeholders, like clients, subcontractors, and suppliers. Understanding their needs, preferences, and communication styles helps in tailoring messages effectively.

2. Setting Clear Objectives

The next step is to set clear communication objectives. Whether it’s updating stakeholders on contract progress, managing expectations, or addressing issues, having clear objectives ensures that the communication is focused and relevant.

3. Choosing the Right Channels

Different messages require different channels. For instance:

  • Email is perfect for detailed updates and formal communication.
  • Instant Messaging apps like Slack or Microsoft Teams are great for quick questions and informal chats.
  • Video Conferences are ideal for real-time discussions, brainstorming sessions, and status meetings.
  • Project Management Tools like Monday.com, Asana, or Trello help in tracking tasks and deadlines, ensuring everyone knows their responsibilities.

4. Developing a Communication Plan

A well-documented communication plan outlines who communicates what, to whom, and when. It includes:

  • Communication Matrix: This maps out the flow of information between different parties.
  • Frequency of Updates: How often updates are provided (daily, weekly, monthly).
  • Escalation Procedures: Steps to follow if issues arise that need immediate attention.

5. Implementing Feedback Loops

Communication should be a two-way street. Implementing feedback loops allows team members and stakeholders to provide input, ask questions, and express concerns. This fosters a culture of transparency and continuous improvement.

6. Training and Development

Training team members in effective communication skills is vital. Workshops on active listening, clear writing, and assertive speaking can significantly enhance the overall communication effectiveness of the team.

7. Utilizing Technology

Leveraging the latest communication technologies can streamline processes and improve efficiency. Tools like project management software, cloud-based document sharing, and collaboration platforms can keep everyone connected and informed.

8. Monitoring and Adjusting

Regularly monitoring the effectiveness of the communication strategy and making necessary adjustments is crucial. This can be done through surveys, feedback sessions, and performance metrics to ensure the strategy remains effective and aligned with contract goals.

Conclusion

Effective contracting teams understand that communication is the lifeblood of any contracting project. By understanding their audience, setting clear objectives, choosing the right channels, developing a robust communication plan, implementing feedback loops, investing in training, utilizing technology, and regularly monitoring and adjusting their strategy, they ensure that their contracts run smoothly and successfully. Communication isn’t just about exchanging information; it’s about building relationships, fostering collaboration, and driving contracting success.

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Published by Jim Bergman

Jim Bergman is a commercial contract professional with global experience spanning the USA, Latin America, UK, Europe, China, South Korea, Japan, India, SE Asia, the Middle East, Africa and Australia. He has worked on a wide range of direct and indirect spend categories in numerous sectors, developing a deep knowledge of services, goods and technology procurement and sales. Across this wide array of commodity and services experience, Jim has found the keys to success in maximizing value for money through customer-supplier relationships founded on innovative category management and strategic sourcing practices, key performance metrics and measures, as well as Total Cost of Ownership principles and collaborative contracting tenets. He has shared his knowledge through advisory engagements, as well as in developing and delivering training programs both on-line and in classrooms, in both open-enrollment and internal environments. Jim has assisted his clients through all phases and steps of contracting, negotiation, strategic sourcing and bidding processes, demonstrating value generation in excess of $250 million. His audiences and clients have included over 7,000 attorneys and commercial professionals students from over 1,000 corporations and public-sector entities.

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