Proposal Pack / All Templates / Qualifications - Informed

Overview of the Informed Chapter

In the field of business communications, keeping relevant parties updated is crucial for the flow and success of any project. The Informed chapter is a vital part of a proposal document, particularly when it is important to clarify who needs to be kept in the loop about the project's progress and decisions. This specific chapter template aids in organizing and detailing the communication strategy to ensure that all necessary stakeholders are adequately informed.

How is the Informed Chapter Used?

The Informed chapter is used within a business proposal to outline the communication plan that will be followed throughout the duration of the project. It serves as a guide to identify the individuals or groups that must be updated on project developments. Typically, this chapter is used in conjunction with tools like a RACI matrix, which defines roles and responsibilities in a project, including who is responsible, accountable, consulted, and informed (RACI). The chapter helps in delineating the process and methods through which information will be disseminated, ensuring clarity and efficiency in communications.

What is Included in the Informed Chapter?

The Informed chapter typically includes several key elements:

• List of Stakeholders: Identifies who needs to be informed, which can range from internal team members to external partners or vendors.
• Communication Method: Specifies how stakeholders will be informed, whether through email, meetings, reports, or digital tools.
• Information Format and Details: Describes what kind of information will be shared (e.g., email updates, completed forms, progress reports) and any specific details or formats required.
• Frequency and Deadlines: Outlines how often updates will be provided and any critical deadlines for information sharing.
• Response Requirements: Indicates whether recipients need to acknowledge receipt of information or take any action, ensuring accountability and engagement.

Use Case Examples for the Informed Chapter

• Projects: In a large IT deployment, the Informed chapter can specify how different departments are updated about installation phases and testing results.
• Relationships: When managing a new partnership, the chapter can outline how partners are kept informed of contractual obligations and project milestones.
• Change Management: During a company restructuring, the chapter can help communicate shifts in roles or policies to all employees efficiently.
• Compliance: For compliance-driven projects, it can specify how regulatory bodies will be informed about compliance statuses and audits.
• Event Planning: In organizing a major corporate event, this chapter can detail how stakeholders are informed about logistical changes and event schedules.

Key Takeaways

• The Informed chapter is important for defining who needs to be kept up to date on project progress and decisions.
• It works in conjunction with tools like a RACI matrix to ensure clear communication roles are established.
• This chapter details the methods, frequency, and format of updates to optimize communication efforts.
• It is and can be adapted to a wide range of projects, from IT deployments to corporate event planning.
• Proper use of the Informed chapter ensures all stakeholders are engaged and accountable, contributing to the project's overall success.

Related Chapters

• Project Management
• Project Oversight
• Responsibilities
• Accountability
• Consulted
• RACI Matrix