What is Communication Streamlining?
Streamlining communication means ensuring information flows efficiently to the right people at the right time in the right format.
Communication Audit Worksheet
Step 1: Map Your Current Communication Channels
| Type | Tools Used | Frequency | Purpose | Participants | Effectiveness (1-5) |
| Team meetings | |||||
| Email updates | |||||
| One-on-ones | |||||
| Project updates | |||||
| Reports |
Step 2: Identify Communication Problems
Check all that apply to your department:
- People miss important information
- Information is repeated across multiple channels
- Unclear who should be informed about what
- Too many meetings
- Email overload
- Decisions get lost or forgotten
- People hear information through the grapevine
- Lack of transparency
- Information silos between teams
- Unclear response expectations
The RACI + Communication Matrix
For each key process or project, clarify both roles AND communication:
| Task/Decision | Responsible | Accountable | Consulted | Informed | Communication Method | Frequency |
| Example: Budget planning | Budget staff | Director | Dept heads | All staff | Email + meeting | Monthly |
Meeting Effectiveness Assessment
Evaluate each recurring meeting:
Meeting Name: _________________________________
- Purpose: _________________________________
- Frequency: _________________________________
- Duration: _________________________________
- Attendees: _________________________________
Could this be:
- Eliminated entirely
- Reduced in frequency
- Shortened in duration
- An email instead
- Combined with another meeting
- Reduced attendee list
If keeping the meeting:
- Clear agenda distributed in advance
- Designated note-taker
- Action items documented with owners
- Notes/decisions shared with non-attendees
- Start/end times respected
Communication Tool Selection Guide
Use this guide to choose the right communication method:
| Purpose | Best Tool | When NOT to Use |
| Immediate response needed | Phone, instant message | When issue is complex or requires documentation |
| Documentation required | When immediate response needed | |
| Brainstorming/discussion | Meeting (virtual or in-person) | When decision can be made asynchronously |
| Status updates | Project management tool, dashboard | When discussion/feedback needed |
| Policy announcements | Email + website | For sensitive topics requiring dialogue |
| Complex explanations | Video recording or meeting | For simple information |
| Decision rationale | Documented memo | For routine operational decisions |
| Team bonding | In-person gathering | For purely transactional updates |
The "Stop, Start, Continue" Communication Exercise
With your team, identify:
STOP (communication practices to eliminate):
START (new communication practices to implement):
CONTINUE (what's working well):
Communication Standards Template
Create clear expectations for your department:
Email Standards
Response Time Expectations:
- Urgent (flagged as high priority): _____ hours
- Standard requests: _____ business days
- FYI only: No response required
Subject Line Convention:
Meeting Standards
Agenda Requirements:
- Distributed at least _____ hours in advance
- Includes stated purpose and desired outcome
- Lists action items from previous meeting
Meeting Roles:
- Facilitator: _________________________________
- Timekeeper: _________________________________
- Note-taker: _________________________________
Post-Meeting:
- Notes distributed within _____ hours
- Action items include owner and deadline
Project Updates
Frequency: _________________________________
Format: _________________________________
Distribution: _________________________________
Template: _________________________________
Information Flow Mapping
Identify where information breaks down:
- Choose a specific piece of information (e.g., a deadline, a policy change, a project update)
- Map the intended flow:
- Originates with: _____________
- Should reach: _____________
- Via: _____________
- By when: _____________
- Map the actual flow:
- Actually reached: _____________
- Via: _____________
- How long did it take: _____________
- What went wrong: _____________
- Improvement plan:
________________________________________
Communication Effectiveness Metrics
Measure improvement with these metrics:
| Metric | Current State | Goal | How to Measure |
| Average email response time | Email audit | ||
| % of meetings starting on time | Meeting tracking | ||
| % of team aware of key decisions | Spot check survey | ||
| Number of "reply all" emails | Email audit | ||
| Meeting time per week per person | Calendar analysis | ||
| % of action items completed on time | Action item tracking |
Website Communication Audit
If your department has a website, audit it for clarity:
- Contact information is easy to find
- Office hours clearly stated
- FAQs address common questions
- Forms are downloadable/fillable
- Instructions are clear and current
- Mobile-friendly design
- Updated within last _____ months
- Search function works
- No broken links
- Accessibility standards met
Most needed updates:
- _______________________________________________
- _______________________________________________
- _______________________________________________