Regular communication in each phase of the Six Sigma project is of great importance to facilitate the change without much resistance. Including a communication strategy in the project charter is advisable to provide guidelines to the employees responsible for carrying out the project.

The employees will have many questions in mind when a Six Sigma project is launched in an organization.  They will want to know things such as what is Six Sigma, is it suitable to their organization and what the different terminologies mean.

Further, they will want to understand what effect it will have on them, their department, the benefits to them, and their role in the project.

The answers to these questions have to be provided by project managers and Champions, using proper communication channels and tactics. The communication strategy has to be designed well in advance, when the project plan is being developed.

The Target Audience

Each employee in the organization has a different level of understanding. Depending upon the targets of the project and the people concerned, training on Six Sigma concepts and terminologies should be planned accordingly.

Some people may not be able to understand the concepts in a plain teaching session. Visual aids, such as attractive presentations, should be introduced to train staff and will also help in generating interest about the Six Sigma Implementation. Groups can be formed based on the level of understanding, and a suitable plan prepared.

Six Sigma online training is also helpful.

What to Communicate

The most important part of communication is to understand what is to be communicated. Depending upon the effect that the project will have on the target groups, Six Sigma project managers will need to decide what is to be communicated to employees.

You cannot communicate a management initiative for managers that is of no relevance to the workers group with a different process.

When to Communicate

Everything has to be communicated at the right time for the right effect on each individual. The communication will have the desired result if it is communicated at a time when those involved are under the least external pressure.

Undertaking Six Sigma training sessions and seminars for communication has better effect than when they are performing their daily routines.

Communication Media and Tactics

Using the appropriate communication media is the key to having the perfect impact on the target audience. It also depends on the level of understanding of the individuals. Some would prefer textual communication; some would find the usage of audiovisual media better than textual communication.

To understand the general level of understanding, it is better to carry out interviews or questionnaires and make changes if necessary.

Some commonly used media for communication are:

-   One to One meetings
-    Presentations at staff meetings
-    CEO memo to employees
-    FAQ sheets
-    Pamphlets explaining the basic terms
-    Brown bag lunches
-    Intranet postings
-    Employee and Six Sigma newsletters
-    E-mails
-    Milestone recognition events
-    Suggestion and question box
-    Employee surveys and feedbacks
-    Quizzes
-    Posters
-    Videotapes of key meetings

Keeping the momentum of the communication from Six Sigma project initiation to the last phase is important. It should be ensured that the strategy is continuously updated depending upon the success of the initial plans.

Sharing reports, survey results, financial gains are an important part to keep the interest of the staff intact throughout. Regular communication helps manage change better. A well-conceived plan starts with the first day of initiation of the project and continues through the entire life of the Six Sigma project.