3.2.1 Effective communication is vital to underpin the commissioning process. An important issue for consideration, not just by the commissioning team, but by the senior management will be the effects on staff working at sites which may be earmarked for transfer or closure under the development programme.
3.2.2 Staff who are closely involved with the scheme are likely to be committed to it and keen for it to be in operation. Staff who may be transferring from a facility in which they have worked for years will need clarity and reassurance of the new environment in which they will be working.
3.2.3 It is important to:
• keep staff in touch with project developments on a regular basis. This should assist in promoting general ownership of the scheme and allow staff to prepare for the new working arrangements;
• ensure that information is readily available about progress on the scheme and progress on commissioning, use the Partnership Agreement to ensure the information is widely disseminated.
3.2.4 This may require operational managers, the Commissioning Manager and/or the Project Director to meet staff groups on a regular basis, in small groups or at formal presentations. It is recommended that the Project Owner / Investment Decision Maker is also involved underlining the importance of staff communication.
3.2.5 Suggestions for ways of updating staff include:
• a regular newsletter following the progress of the scheme; and
• an exhibition showing scheme progress and photographs of the work underway. Site visits are also a key way of achieving 'engagement'
3.2.6 The latter method is particularly useful in the months prior to the opening of the scheme. If a number of existing sites are involved, the exhibition should be moved to ensure equity of access to communication and consistency of messages.
3.2.7 The importance of setting key dates well in advance and maintaining them is essential to allow staff to prepare themselves.
3.2.8 Morale should be carefully monitored in these circumstances and counselling should be available for staff in order to build and foster confidence in the new facility and its' organisation.
3.2.9 A full programme of visits to the new facility should be offered, and to the new provider site, if appropriate, in order to give new staff, or staff who are transferring, sound knowledge of their new surroundings. Organisation of this or large projects is a major undertaking and requires rigorous planning.