1.2 Scope

A. Background​​ & Definitions

This item addresses Core Requirement 2 of the EQIPD Quality System (QS): "A communication process must be in place." It is considered essential for successful implementation.

The EQIPD QS can only function effectively in a research environment where all team members have clearly defined roles and responsibilities, and where communication is well planned and maintained.

Many promising initiatives or project proposals start off well but lose momentum due to a lack of consistent communication and follow-up. To avoid this, it is important to:

• Clearly define the research unit in which the EQIPD QS will be applied. This could be a laboratory, a department, or a part of an organization.
• Identify which colleagues need to be informed about the quality system and who will be directly involved in its implementation.
• Set up a communication plan with regular meetings and clear responsibilities for information sharing.
• Ensure that communication allows for feedback, so that both existing and newly introduced practices can be continuously improved.

An effective communication process helps keep the team aligned, encourages engagement, and supports a sustainable integration of the EQIPD Quality System into everyday research. ​

B. Guidan​​ce & Expectations

​As one of the first steps of implementing the EQIPD QS, research units set up a so called Communication Plan that has four main parts:

1. description of a research unit (e.g. a lab, a group or a department which is supervised or managed by a Process Owner)
2. identification of those within the research unit who will work together with the Process Owner to implement EQIPD QS and develop various elements that will belong to the QS
3. description of all other stakeholders who may be informed about the progress with implementing and maintaining the EQIPD QS:
   1. within the research unit
   2. outside the research unit (e.g. ​​colleagues in other research units, support functions, management, ​collaborators, authorities, public)​​​​
4. description of how the communication will take place for each of the groups defined above:
   1. email, intranet, dedicated team meetings (e.g. for those members of the research uinit who are involved in implementiung the QS) and conventional team meetings (e.g. weekly lab meetings)
   2. intervals of communication and meetings (e.g. weekly, biweekly, per predefined milestones, etc.)
   3. communication sent by a Process Owner or someone else appointed by the Process Owner​

It is also advised that, during the first meeting of the research unit when the intention to implement the EQIPD QS is introduced, the Process Owner discusses with the team relevance of quality for the mission of research unit and identifies what specifically is at stake if proper quality is not maintained. Results of this discussion may be summarized in a form a quality policy or a manifesto or any other form that can be stored and referred to (see section 1.1 Mission for guidance and example of template).

For a more detailed description of Roles and Responsibilites, please refer to section 1.5.2 Roles and responsibilities of involved personnel and organization​ of the Toolbox.

PLEASE DO NOT FORGET

​To consider adding this subject to a training program for new employees or refresher training (if appropriate) To check whether there are feedback channels installed so that your colleagues can identify, record and report errors and critical incidents related to this subject​ (if appropriate)​

C. Resources

• Template to create a communicate plan based on the above guidance - ​1.2 Communication Plan.docx
• Responsibility Assignment Matrix (e.g. Responsible, Accountable, Consulted, and Informed) - Wikipedia

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​Next item: 1.3.1 Transparency​