A Communication Strategy
During the course of the audit, which may take many months, it is important to keep all stakeholders informed about, and happy with, the progress. A well-developed communication strategy, using all available methods, is vital.
A general statement to all members of staff explaining that the information audit is to take place and why it is in the interests of everybody that it should be done properly. This should have the full support of senior management and should be short and to the point.
Regular communication beforehand with those who are acting as the local contact/champions. Initially this might involve a training session/discussions and telephone calls. Later an informal newsletter or feedback to this group as the audit progresses whether or not they are directly involved at that point in time.
Direct communication with the area, department, school or unit before the audit is scheduled to take place. After it is completed give feedback with some preliminary suggestions and conclusions.
Regular Progress Reports to Senior Management even if this is not formally required as part of the task. This is a vital element for ensuring continued support and, if need be, resolving disputes, or difficulties.
Regular general bulletins to all members of staff containing general news, wins, or fascinating facts unearthed during the audit are important in winning over the unconvinced. This can be done through existing news bulletins which most institutions issue or via the intranet. Short and snappy is the general rule.
