Learn how to communicate effectively with your stakeholders about your BPI initiatives. This article explains how to create and implement a BPI portfolio communication plan.

💡Not only are communication plans important … so are the communications within them. They can be time consuming to draft and deliver. If you work at an enterprise, identify & leverage your communications team for support. Co-create your communication plans with them. If you work at a smaller organization without a communication team, it would be worthwhile to find other individuals at your organization that may be able to assist. Those with communication, public relations and or English majors may be a good place to start. Additionally, there are generative AI tools out now including but not limited to ChatGPT & Google’s Bard. Matt Rebeiro - Challenge the Status Quo #CommunicationPlan #BusinessProcessImprovement #LeanSixSigma

What are the common challenges and risks of BPI portfolio communication?

Business process improvement (BPI) is the practice of analyzing and optimizing the way an organization performs its core functions and delivers value to its customers. BPI can help improve efficiency, quality, customer satisfaction, and profitability. However, BPI is not a one-time project, but a continuous and strategic effort that requires effective communication and coordination among multiple stakeholders. In this article, we will discuss how to create and implement a BPI portfolio communication plan, and what are the common challenges and risks that you may encounter along the way.

1 What is a BPI portfolio communication plan?

A BPI portfolio communication plan is a document that outlines the goals, scope, roles, responsibilities, methods, tools, and frequency of communication for a set of BPI initiatives within an organization. A BPI portfolio communication plan helps align the expectations and interests of different groups involved in or affected by the BPI efforts, such as senior management, process owners, process improvement teams, employees, customers, and suppliers. A BPI portfolio communication plan also helps monitor and report the progress, outcomes, and benefits of the BPI initiatives, and solicit feedback and input from the stakeholders.

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Matt Rebeiro

Strategic Advisor | Startup | SaaS | GTM | AI Automation Strategy | Founder of the Tech Retriever | New York | San Francisco
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💡Not only are communication plans important … so are the communications within them. They can be time consuming to draft and deliver. If you work at an enterprise, identify & leverage your communications team for support. Co-create your communication plans with them. If you work at a smaller organization without a communication team, it would be worthwhile to find other individuals at your organization that may be able to assist. Those with communication, public relations and or English majors may be a good place to start. Additionally, there are generative AI tools out now including but not limited to ChatGPT & Google’s Bard. Matt Rebeiro - Challenge the Status Quo #CommunicationPlan #BusinessProcessImprovement #LeanSixSigma

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Imrul Kayes

Co-Founder, Camel Tech | Business Automation Expert
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A BPI portfolio communication plan outlines how you will share information about business process improvement initiatives with stakeholders. It includes details on what will be communicated, how often, and through which channels. In a previous role, we created a communication plan to keep everyone informed about our BPI projects. This included regular updates through emails and meetings. Having a clear plan helped manage expectations and ensured that all stakeholders were aligned with our goals.

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2 Why do you need a BPI portfolio communication plan?

A BPI portfolio communication plan is essential for ensuring the success and sustainability of the BPI efforts. Without a clear and consistent communication plan, you may face several challenges and risks, such as lack of awareness and understanding of the BPI goals, scope, and benefits among the stakeholders, leading to confusion or apathy. Additionally, there is a risk of lack of engagement and participation from the stakeholders, resulting in low commitment or support for the BPI initiatives. Furthermore, there could be a lack of alignment and coordination among the BPI initiatives, causing duplication or inconsistency. Finally, the lack of transparency and accountability for the BPI results can create distrust or dissatisfaction among the stakeholders.

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Imrul Kayes

Co-Founder, Camel Tech | Business Automation Expert
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A BPI portfolio communication plan is essential because it ensures that all stakeholders are informed and aligned about the progress and outcomes of process improvement initiatives. It helps manage expectations, addresses concerns, and keeps everyone on the same page. For example, when we launched a BPI initiative, having a communication plan in place kept team members and executives updated on progress and changes. This transparency helped build trust and made the process smoother.

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3 How to create a BPI portfolio communication plan?

To create a BPI portfolio communication plan, you need to follow a systematic and collaborative process. This includes identifying the key stakeholders and their communication needs, preferences, and expectations (e.g., using stakeholder analysis, mapping, or engagement matrix). You should also define the communication objectives and messages for each stakeholder group, tailored to their level of involvement, interest, influence, and impact. Additionally, select the most appropriate and effective ways to deliver your messages (e.g., email, presentation, meeting, webinar) and determine the communication frequency and schedule. Last but not least, assign the communication roles and responsibilities for each stakeholder group with clear escalation and resolution procedures.

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4 How to implement a BPI portfolio communication plan?

To effectively implement a BPI portfolio communication plan, a structured and iterative process must be followed. This includes executing the communication activities in accordance with the plan, ensuring the communication content is clear, accurate, and relevant to the objectives and messages. Additionally, it's important to monitor and measure the communication effectiveness and outcomes by tracking the deliverables and assessing the awareness, understanding, engagement, alignment, transparency, and accountability among stakeholders. Finally, feedback and input should be collected from the communication team and stakeholders to review and update the plan as needed. This will help identify any gaps or risks that may arise during implementation, allowing for adjustments to ensure relevance, effectiveness, and efficiency.

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What are the common challenges and risks of BPI portfolio communication?

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1 What is a BPI portfolio communication plan?

2 Why do you need a BPI portfolio communication plan?

3 How to create a BPI portfolio communication plan?

4 How to implement a BPI portfolio communication plan?

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