A critical role for the contract manager is to ensure that stakeholders are kept informed about relevant matters and contract developments.

To manage complex contracts with multiple stakeholders it can be useful to establish committees with membership that is representative of stakeholders and end-users. Using committees can provide a structured approach for communicating with relevant parties. Such committees should meet at key points in the procurement cycle and be provided with information and be able to discuss issues, problems or future directions. It may also be appropriate to develop an agreed communication plan or strategy.

Working or reference groups can also assist by providing advice and guidance on various aspects of the contract. For example, an expert reference group could assist with various aspects of contract management where the relevant skills are not available in-house.

A critical role for the contract manager is to ensure that stakeholders are kept informed about relevant matters and contract developments.

Where committees or working groups have been established they should be supported and maintained for the agreed period of time, for example, for the life of the contract or for a particular technical phase. Difficulties can arise where these mechanisms are established but then suspended or discontinued without full consideration of the implications for the management of the contract.97

Liaison with, and involvement of, stakeholders can also benefit from establishing a communications protocol if one has not already been included in the contract. A communications protocol can set in place arrangements for:

•  formal meetings, at which minutes are taken and distributed to all parties for agreement;

•  regular written communications between the parties including letters and emails; and

•  progress or performance reports.

Use of such a protocol can help to ensure that those who need to know about particular matters are informed in a timely fashion and that all communications flow to the appropriate person.

A communications protocol can set in place arrangements for progress or performance reports.