Clear updates, fewer surprises.
Good communication lowers risk and speeds approval. This page defines audiences, cadences, and message content—from technical micro-updates to exec snapshots—linked to verifiable evidence. You’ll publish progress, changes, risks, and decisions in a consistent format, with action owners and deadlines. The result: fewer stalls and stronger confidence in HVM bollard delivery. Include one-sentence context that naturally links upward to the parent hubs (this section and the chapter hub). Add SIRA context with a link to SIRA Bollards (UAE) when relevant. Link installation pages only if helpful: What to Expect and Installation Guide.
Important: This is a general guide. For live projects we develop a tailored
Method Statement & Risk Assessment (MS/RA) and align with authority approvals (e.g., SIRA) where in scope.
845.1 Stakeholder map
Client, consultant, contractor, vendor, authorities (131, 133). Map aligns HVM bollard messaging.
Start by listing who needs what information and when: client sponsors, design Owner’s Engineer, consultants, main/MEP contractors, bollard vendors, and permitting authorities. Cross-reference roles from 131 Stakeholders & Responsibilities and local variations in 133 Country & Authority Variations. Note who approves, who is consulted, and who is informed—use a simple RACI (roles grid).
For each stakeholder, capture preferred channel (email, dashboard, meeting), update frequency, and the “decision power” they hold. This prevents surprises later—for example, security authorities may want earlier visibility of 134 Permit & Inspection Timeline dependencies.
| Aspect | What matters | Where to verify |
|---|---|---|
| Performance | Tested system (bollard + footing) | Crash Ratings Explained |
| Operations | Duty cycles, fail-state, safety devices & measures | Installation Guide |
845.2 Comms objectives
Safety, approvals, programme clarity (134). Objectives anchor crash rated bollard updates.
Set objectives that tie updates to outcomes: (a) reduce approval cycle time; (b) surface risks early; (c) maintain programme clarity; and (d) protect safety on site. Align messages to these targets so each update either unblocks an action, records a decision, or flags a risk with an escalation path.
Define how you’ll measure success: approval lead times, % on-time actions, number of open RFIs, and safety leading indicators. Reference 542 KPI Set to keep naming consistent (avoid bespoke acronyms). Where UAE approvals apply, add a short SIRA note linking to SIRA Bollards (UAE).
845.3 Channels & cadence
Dashboards, briefings, notices (544, 723). Cadence prevents HVM bollard surprises.
Use three layers: (1) a weekly operational dashboard covering schedule, blockers, and site safety (544 Operational Dashboards & Reporting); (2) bi-weekly coordination briefings with consultants/contractors; (3) ad-hoc notices for permits, toolbox talks and PTW updates, referencing 723 Permits to Work & Toolbox Talks.
Set day/time conventions and a publication owner. Keep messages concise: context (1–2 lines), decision required, due date, and evidence link. Tag any rating-critical dependencies so they get priority attention.
845.4 Visual materials
Annotated plans, mock-ups (931). Visuals speed crash rated bollard decisions.
Pair text with visuals that answer “what changes where?” Use annotated GA plans, section cuts, and mark-ups compliant with 931 CAD/BIM Standards. Provide before/after overlays and a one-page index that links to the current drawing set.
When presenting options, add a simple comparison: clear-gap impact, cable routes, drainage, and authority implications. Embed glossary tooltips sparingly—for example, define clear-gap once, then rely on consistent terminology thereafter.
845.5 Public notices
Event/roadwork notices (239, 717). Notices preserve HVM bollard goodwill.
For works affecting access or events, publish simple public notices: what/where/when, contact point, and any detours. Coordinate with temporary/event modes from 239 Temporary / Event Modes and submission requirements in 717 Authority Submittals.
Keep tone practical. If UAE projects involve SIRA permissions, add a short line with a link to SIRA Bollards (UAE). Store PDFs in a controlled folder and record the distribution list for audit trail.
845.6 Incident comms
Templates and roles (727). Structured comms protect crash rated bollard trust.
Define who leads, who speaks, and who records. Use a one-page incident message pack that includes notification trees, first statements, and evidence capture steps. Align reporting flows with 727 Incident / Near-Miss Reporting and site safety duties.
Focus on facts, timelines, and immediate mitigations. Log all messages and retain media for a minimum retention period defined in your contract or authority guidance.
845.7 Change notices
CR/NCR distribution (718–719). Notices keep HVM bollard scope tight.
Use controlled templates for Change Requests (CR) and Nonconformance (NCR) items. Reference 718 Variations & Change Log and 719 Nonconformance & Defects. Each notice states the trigger, decision required, impact on schedule/cost, and any rating-critical dependency risks.
Distribute to the RACI list and track status to closure. File approvals and superseded versions in your document matrix with a clear resubmittal path.
845.8 Approval trackers
Status boards for permits (134, 717). Trackers unblock crash rated bollard progress.
Maintain a live approval board covering permits, inspections, and witness points. Tie each line item to 134 Permit & Inspection Timeline and the submittal index in 717 Authority Submittals. Show status, owner, next action, and due date—avoid free-text columns that hide blockers.
Where possible, embed evidence links (drawings, calculations, third-party certificates). Use a simple red/amber/green convention and a weekly “oldest overdue” roll-up to prompt action ahead of site dependencies.
845.9 Closeout brief
Summarize outcomes and KPIs (736, 542). Brief reinforces HVM bollard value.
At practical completion, issue a short executive brief: what was delivered, key dates, top risks/mitigations, and performance KPIs. Link the brief to the 736 Handover Pack Index and operational metrics from 542 KPI Set.
Capture lessons for future sites and update your lessons-learned register. Archive the communication log with version history and self-canonical links for traceability.
Related
External resources
- ASIS Security Risk Assessment Standard
- FEMA 426 / DHS Reference Manual
- NPSA Hostile Vehicle Mitigation Guidance
845 Stakeholder Communications — FAQ
What should be included in a weekly HVM project update?
Keep it short: status vs baseline, blockers with owners and due dates, decisions needed, and links to evidence (drawings, certificates, permits). Highlight any rating-critical dependencies, site safety items, and upcoming authority submissions.
How often should we brief authorities or SIRA?
Follow the permit timeline and request early touchpoints before key submissions. For UAE projects, include concise SIRA notes and submit clean, versioned packs. Avoid last-minute changes that affect foundations or safety devices & measures.
What’s the simplest way to track approvals and changes?
Use a single approval board with RAG status, owner, next action, and due date. Link each row to source evidence and keep a controlled change log for CR/NCR items so history is auditable.
When are public notices required for bollard works?
Publish when access, traffic, or events are affected. Provide what/where/when, detours, and a contact. Coordinate with event/temporary modes and authority submittals to keep messages consistent.