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 in implementing the EQIPD QS, research units should set up a so-called Communication Plan that includes four main components:

1. A description of the research unit (e.g., a lab, a group, or a department 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 the EQIPD QS and develop the various elements that will be part of the system.
3. A description of all other stakeholders who may need to be informed about the progress in 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, or the public)
4. A description of how communication will take place with each of the groups listed above:
   1. methods of communication such as email, intranet, dedicated team meetings (for those directly involved in implementing the QS), and regular team meetings (e.g., weekly lab meetings)
   2. frequency of communication and meetings (e.g., weekly, biweekly, based on predefined milestones, etc.)
   3. indication of whether communication will be led by the Process Owner or by someone appointed by the Process Owner

It is also recommended that, during the initial meeting of the research unit where the intention to implement the EQIPD QS is introduced, the Process Owner facilitates a discussion about the relevance of quality for the unit's mission and identifies what may be at risk if quality is not maintained. The outcomes of this discussion can be summarized as a quality policy, a manifesto, or any other format that can be stored and referred to later (see section 1.1 Mission for guidance and a sample template).

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

PLEASE DO NOT FORGET

• To consider including this topic in a training program for new employees or in refresher training, if appropriate.
• To check whether feedback channels are in place so that colleagues can identify, record, and report errors or critical incidents related to this topic, if applicable.

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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