Enhancing communication and collaboration in major infrastructure project

Project overview

In my role with a leading consultancy in Canberra, I was part of an advisor team supporting a major government agency on a significant infrastructure project (valued at AUD 1.5 billion) aimed at transforming the city's landscape.

The initiative involved collaboration between the client, subcontractors, and our advisory team. The project focused on enhancing stakeholder management, leadership, and collaboration among the various parties involved, ensuring alignment and fostering teamwork throughout its lifecycle.

 
The challenges 

The project faced several communication challenges that impacted team collaboration and performance. A diverse mix of organisational cultures, siloed teams, and varying communication preferences created barriers to effective information exchange. Many team members worked in isolation, either unaware of other stakeholders or preferring to manage tasks 'their way.'

This lack of understanding and shared vision led to defensiveness, resistance to change, rework, and ultimately, demotivation across the teams. The absence of clear, consistent communication contributed to these issues, making it essential to find ways to improve information flow and foster a more collaborative environment. 

My Approach 

I employed a multifaceted communication strategy to address these challenges, focusing on aligning teams, fostering transparency, and creating a shared sense of purpose. 

As part of my approach to fostering alignment and effective communication, I took a proactive role in stakeholder management. I mapped the key internal and external stakeholders involved in the project through a series of collaborative sessions with the team. These sessions helped identify each stakeholder's various levels of influence and clarified how they would best be communicated with and engaged throughout the project. 

By understanding each stakeholder's unique perspectives and needs, I was able to tailor communication strategies that ensured relevant parties received the right information at the right time. I also conducted one-on-one meetings with key stakeholders, allowing me to deepen my understanding of their priorities, concerns, and expectations. These meetings were instrumental in building stronger relationships and ensuring that the communication approach was aligned with their specific needs, fostering collaboration across all levels of the project. 

These are part of the initiatives I implemented: 

• Unified branding: I developed a cohesive project brand that blended elements from both the advisor and the client, which helped create a shared identity and sense of belonging among stakeholders, reinforcing a common mission and values.
  
  
• Focus groups and interviews: I conducted interviews and focus groups to understand better how different teams wanted to receive information, gathering valuable insights into the most effective communication methods. This feedback directly informed the communication strategies and allowed me to tailor the approach to meet the needs of various stakeholders.
  
  
•  Communications materials: Developed and executed a weekly newsletter featuring project updates, editorial pieces by the project director, recognition highlights, and wellbeing resources. These communications ensured transparency and kept the team informed and motivated.
   
•  Multimedia engagement: I led the creation of video content featuring change champions across the project team, which shared updates, success stories, and motivational messages. These videos became central communication tools used across all project events.
  
  
•  Event management: I organised monthly town halls and stakeholder events to provide technical updates, celebrate milestones, and reinforce project achievements. These events served as platforms to connect various teams and ensure all stakeholders were informed and engaged.
  
  
• Speechwriting and coaching: I supported project directors and leaders by writing impactful speeches and providing coaching on public speaking. This ensured that key messages were clearly communicated, inspirational, and motivating, driving action and collaboration.
  
  
• Workshops and leadership alignment: Recognising the need for better collaboration, I facilitated workshops designed to break down silos, improve team communication, and align leadership teams with the project's vision.
  
  
• Wellbeing Initiatives: I introduced wellbeing initiatives through newsletters and events to support team resilience and morale, ensuring that the demands of the project did not negatively impact the team's mental and physical health. 

The outcomes 

The impact of these efforts was evident in the project's success: 

• 62% increase in town hall attendance, indicating a significant rise in stakeholder engagement and interest in project updates. 

• 70% satisfaction with newsletters and events, demonstrating the effectiveness of established communication channels. 

• Improved collaboration and leadership capabilities through workshops and focused communication strategies, resulting in stronger team dynamics. 

• Stakeholder events successfully showcased the project's achievements, building stronger relationships with government and industry stakeholders and securing continued support.