Checklist
Before sending a critical communication, answer six questions
Use this guide to decide whether a message can go through an informal channel or needs audience control, versioning, reading, and evidence in a governed environment.
Quick assessment
Six points to classify the communication
The more answers point to risk, specific audience, or proof needs, the more value a governed flow can bring.
Audience
Who needs to receive it: unit, area, role, shift, leadership, support, or a specific group?
Criticality
Does the message change a protocol, conduct rule, policy, safety guidance, training, or sensitive routine?
Version
Is there a document, SOP, attachment, or current reference that needs to travel with the communication?
Reading
Is publishing enough, or do reading, acknowledgment, pending status, or deadlines need to be tracked?
Evidence
Later, will leaders need to answer who received it, when they read it, and which version was valid?
Next step
Should the communication become a recurring routine, training, official document, or segmented campaign?
Warning signs
When it is worth removing improvisation
These signs indicate WhatsApp and email can keep helping, but should not be the only reference.
It depends on screenshots as proof
When evidence stays outside the flow, any future review tends to take more time.
It has an updated attachment or SOP
If the document changes, the communication needs to point to the current reference.
It affects a specific unit or shift
Segmentation reduces noise and prevents sensitive messages from arriving without context.
Do you have a critical communication to assess now?
Bring that communication to a short conversation and see whether it fits a 30-day pilot with audience, reading, and evidence.