How do you adjust IT outsourcing communication for different project phases and stakeholders?

1 Initiation phase

The initiation phase is when you define the scope, objectives, and requirements of the project, as well as select the outsourcing partner and establish the contract. During this phase, it is important to communicate clearly and frequently with the project sponsor, the internal team, and potential vendors. Additionally, involving end-users and other relevant stakeholders to gather their input and expectations is essential. The main communication goals in this phase are to build trust and rapport with the outsourcing partner, clarify roles and responsibilities of each party, negotiate the scope, budget, timeline, and quality standards of the project, and define the communication plan, tools, and protocols for the project.

2 Planning phase

The planning phase is when you develop the detailed project plan, including the work breakdown structure, schedule, risk management plan, and quality assurance plan. During this phase, it's important to communicate regularly and consistently with the project team and key stakeholders to get their approval and support for the project plan. You need to align the team on the project vision, goals, and deliverables, assign tasks and dependencies to team members, identify and mitigate potential risks and issues, and establish quality criteria and metrics for the project. By doing so, you can ensure that everyone is on the same page and has the necessary resources and information.

3 Execution phase

The execution phase is the stage in which you implement the project plan and deliver the project outputs. It is important to communicate frequently and effectively with the project team, both internal and external, to monitor and control the project progress, quality, and performance. Additionally, you should communicate with the project sponsor and other key stakeholders to report on the project status, achievements, and challenges. The main communication goals during this phase are to coordinate and collaborate with the project team to complete tasks, track and measure the performance against the baseline plan, communicate any changes or issues that arise, and celebrate milestones and successes with the team and stakeholders.

4 Closure phase

In the closure phase of a project, effective and respectful communication with both internal and external project teams is essential to acknowledge their contributions, provide feedback, and release them from the project. Additionally, it’s important to communicate with the project sponsor and other key stakeholders to deliver the project deliverables, obtain their acceptance and satisfaction, and share the project results and learnings. The main communication goals in this phase are to confirm that the project deliverables meet quality standards and expectations, document best practices and improvement areas, recognize and appreciate the project team and stakeholders for their efforts, and close out the project contract.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?