How do you adapt your BPI portfolio communication to different audiences and contexts?

Communication plans are so important and are often overlooked and or the value of them is underestimated. Communication plans are invaluable as part of your change management and project management activities which should be integrated into whatever framework you are leveraging to drive process improvements. Your communications should come before, during AND after process improvements. They should not only highlight the "what" but also the "why" and include the right stakeholders. Matt Rebeiro - Challenge the Status Quo #BusinessProcessImprovement #CommunicationPlan #LeanSixSigma #ProjectManagement #ChangeManagement

A BPI portfolio communication plan outlines how to communicate process improvement initiatives to various stakeholders. It includes the goals of the communication, the key messages, and the methods for delivering those messages to different audiences. This plan helps ensure that everyone involved understands the changes, their benefits, and how they will be affected. Tailoring the communication approach to fit the needs and preferences of different groups makes the information more relevant and engaging.

A BPI (Business Process Improvement) portfolio communication plan is a strategic roadmap for sharing information about multiple BPI initiatives across an organization. It outlines what will be communicated, to whom, how often, and through which channels. The goal is to keep stakeholders informed, aligned, and engaged throughout the improvement process. This includes updates on progress, benefits, changes, and success stories. A well-structured communication plan builds transparency, reduces resistance, and fosters collaboration by ensuring everyone understands the purpose, impact, and value of BPI efforts across the portfolio.

Adapting your BPI portfolio communication plan is essential to keep stakeholders informed, engaged, and aligned as projects evolve. Business environments, priorities, and audience needs can change over time—what worked before may no longer be effective. Tailoring your communication ensures clarity, relevance, and timely updates, helping to manage expectations and reduce resistance. It also allows you to highlight progress, celebrate wins, and address concerns promptly. A flexible, audience-focused communication plan builds trust, supports collaboration, and increases the success rate of your BPI initiatives by keeping everyone on the same page.

Identifying your BPI portfolio communication audience and context requires understanding who will be affected by the changes and how they interact with the processes. I once worked with a healthcare company where we needed to communicate process changes to both administrative staff and frontline healthcare workers. We tailored our message based on their roles. For the administrative team, we focused on efficiency and data management, while for the healthcare workers, we emphasized how the changes would improve patient care. By recognizing each group's specific needs and contexts, we were able to communicate more effectively and ensure the changes were well-received.

Identifying your BPI (Business Process Improvement) portfolio communication audience and context begins with understanding who needs the information and why. Segment your audience into groups such as executives, managers, frontline staff, or external stakeholders. Assess their roles, interests, and how the BPI efforts impact them. Then, define the context—whether it’s for updates, approvals, training, or feedback. Tailor your message style, detail level, and delivery method accordingly. Clear audience identification ensures relevant, targeted communication that builds alignment, boosts engagement, and supports successful BPI outcomes.

Tailoring your BPI portfolio communication content and style involves adjusting the message to suit the audience’s background, needs, and preferences. In one project with a logistics company, we communicated process improvements differently to executives, managers, and frontline staff. For the executives, we used data-driven reports and emphasized ROI. For the managers, we focused on operational efficiency, and for the frontline staff, we kept the language simple and highlighted how the changes would make their daily tasks easier. By customizing both the content and style, we ensured that each group understood the value of the improvements and felt engaged in the process.

Tailoring your BPI portfolio communication content and style starts with understanding your audience. Identify their needs, interests, and level of technical knowledge. Use clear, concise language for executives, focusing on strategic benefits like ROI and efficiency. For technical teams, include process maps, data, and detailed insights. Adapt tone—professional for stakeholders, collaborative for team members. Use visuals like charts or infographics to simplify complex information. Align messaging with organizational goals and ensure consistency across channels. Effective tailoring ensures your communication is relevant, engaging, and drives support for BPI initiatives.

Reviewing and revising your BPI portfolio communication plan ensures that messaging stays clear, relevant, and aligned with evolving goals. Start by assessing current communication effectiveness—gather feedback from stakeholders, track engagement, and identify gaps. Reevaluate your audience, key messages, channels, and frequency. Update content to reflect new priorities, project statuses, or organizational changes. Ensure consistency and clarity across all platforms. Use data to inform improvements, and involve key stakeholders in the revision process. A refreshed communication plan keeps everyone informed, engaged, and aligned with the success of your BPI initiatives.