Identify and maintain communication systems and organisational procedures

"This standard is about identifying communication systems and procedures that support the organisation of the project, establishing communication systems and managing meetings and maintaining communication systems and procedures in accordance with current organisational requirements which are equal to or exceed current statutory and legislative requirements.
This standard is for people working in the occupational area of construction site management which is defined as the management of multiple construction trades and disciplines and can be used by supervisors and managers"

"P1       identify the organisational and communication needs for the
           project in relation to the following and implement
           procedures which ensure administrative, management and
           operational control
           1.1     roles and responsibilities
           1.2     site or head office interface
           1.3     contract or project administration
           1.4     health, safety, welfare, wellbeing and environmental
                     needs
           1.5     project team interfaces
           1.6     integration of data
           1.7     sharing of project data
           1.8     team working
           1.9     stakeholders
P2      establish and maintain systems which are compatible with
          those used by the client, customer or their representative, the
          supply chain and other stakeholders
P3      ensure project information is produced, accurate and issued
          to relevant stakeholders for the following
          3.1    details of roles and responsibilities
          3.2    details of the organisational structure
P4      implement inclusive methods of communication for reporting,
          recording and retrieving information between the project
          team, organisations and stakeholders
P5      monitor communication systems and organisational
          procedures for effectiveness
P6      identify, investigate and record any breakdowns, conflicts or
          opportunities for improvement to the communication
          systems and organisational procedures
P7      implement and record any action taken to improve or restore
          effective communication systems and organisational
          procedures
P8      prepare for and manage meetings with colleagues and
          stakeholders that include the following
          8.1     prepare an agenda, arrange venue and contact
                    attendees in good time
          8.2     the objectives to be achieved during the meeting
          8.3     encourage and acknowledge constructive contributions
                    from the attendees during the meeting
          8.4     encourage a balanced and informed discussion on the
                    agenda items
          8.5     run the meeting on time
          8.6     agree whether objectives have been achieved
          8.7     agree and record actions and responsibilities following
                    the meeting 
P9     ensure post meeting activities are carried out including
          9.1      minutes of the meeting drafted and circulated
          9.2      monitoring of the completion of the agreed post
                     meeting actions"

"Performance Criteria 1
Organisational and communication systems
K1      how to identify the following communication systems and
          organisational procedures  for a project
          K1.1    roles and responsibilities
          K1.2    site and head office interface
          K1.3    contract and project administration
          K1.4    health, safety, welfare, wellbeing and environmental
                     needs
          K1.5    project team interfaces
          K1.6    integration of data
          K1.7    sharing of project data
          K1.8    team working
          K1.9    stakeholders
Performance Criteria 2
Establish and maintain systems
K2      how to establish communication systems and organisational
          procedures that will enable clear effective management,
          administrative and operational controls
K3      how to establish communication systems which are
          compatible with those used by the client, customer or their
          representative, other stakeholders and supply chain
K4      why it is important  that communication systems and
          organisational procedures meet statutory and organisational
          controls relating to data, privacy and confidentiality
Performance Criteria 3
Produce project information
K5      how to produce accurate information about the project, the
           organisational structure and people’s roles and
           responsibilities using individual job descriptions, organisation
           charts, contractual arrangements and team schedules 
K6       how to circulate information, using inclusive communication
           methods, about people’s roles and responsibilities (using
           individual job descriptions, organisation charts, project
           contractual arrangements and team schedules) and the
           project and organisational structure to relevant stakeholders
K7       why information on people’s roles and responsibilities
           including individual job descriptions, organisation charts,
           contractual arrangements and team schedules is important to
           relevant stakeholders
Performance Criteria 4
Methods of inclusive communication
K8      how to implement inclusive methods of reporting, recording
          and retrieving information using inclusive communication
          methods, between people and organisations who have an
          interest
K9      why reporting, recording and retrieving information using
          inclusive communication methods, between interested people
          and organisations should be established
Performance Criteria 5
Monitor communication systems and organisational procedures
K10    how to monitor the methods of communicating, for
          reporting, recording and retrieving information
K11    why it is important to monitor the methods of communication
Performance Criteria 6
Identify and investigate breakdowns
K12    how to identify and investigate conflicts to the
          communication systems and organisational procedures
K13     why conflicts in communication systems and organisational
           procedures need to be investigated
Performance Criteria 7
Identify improvements
K14    how to identify opportunities for improvements to methods
          of communication and organisational procedures
K15    how to implement actions to improve or restore effective
          communication and organisational procedures
K16    why it is important to improve established communication
          systems and organisational procedures
Performance Criteria 8
Prepare and manage meetings
K17    how to prepare for meetings with colleagues and
           stakeholders that include the following
           K17.1    prepare an agenda, arrange venue and contact
                        attendees in good time
           K17.2    the objectives to be achieved during the meeting
           K17.3    encourage and acknowledge constructive
                        contributions from the attendees during the meeting
           K17.4    encourage a balanced and informed discussion on the
                       agenda items
           K17.5    run the meeting on time
           K17.6    agree and record actions and responsibilities
                        following the meeting and whether set objectives
                        have been met
K18     how to manage face-to-face and remote meetings to ensure
            objectives are met for the following
            K18.1    formal group
            K18.2    informal group
            K18.3    formal one-to-one
            K18.4    informal one-to-one
K19     why you should manage meetings to ensure objectives are
           met
Performance Criteria 9
Actions following meetings
K20     how to ensure the actions arising from a meeting are
           completed following meetings to ensure objectives are met
K21      why it is required to evaluate the effectiveness of meetings
            and how this can be done"