Communication of compliance solutions in teams

1) Purpose and principles

Communication of compliance decisions is a systematic process of communicating rules, risks and required actions to specific roles so that changes are understood, accepted and implemented on time.

• Why first: Start with the cause (risk/law/incident/audit) and effect on the business.
• Plain language: the minimum of legalism; one slide/one-pager for a wide range.
• Role-based: what is changing for the developer/analyst/operator/financier.
• Actionable: clear "what to do before when," owner and reference to SOP.
• Traceable: fix reading/test, collect confirmations and evidence.
• Feedback-loop: measure understanding, collect questions, improve materials.

2) Audiences and needs (matrix)

3) Message map (7W template)

What: what changes (policy/procedure/control).
Why: cause (norm/risk/incident/audit).
Who: who concerns (roles/systems/jurisdictions).
When: entry dates, deadlines, phases.
Where: where to read/learn (wiki, LMS, SOP).
How: implementation/support steps (tickets, contacts, office hours).
Win: what we get (risk reduction, less manual work, readiness for audit).

4) Channels and format

Wiki/GRC portal: "source of truth" (politicians, SOP, FAQ).
Slack/Teams: Brief announcements with CTA ("update secrets to 12. 11»).
Email: personalized letters for system owners (with a checklist).
LMS: courses and mini quizzes with pass tracking.
Town hall/workshops: complex changes/cross-functional themes.
Dashboards: training coverage, ticket progress, delinquency risks.

5) Roles and RACI in Communications

6) Change Communication Process (SOP)

1. Brief - 7W template change card + communication risk assessment

2. Content: one-pager, FAQ, slides, checklists, PR templates, SQL/config examples.
3. Segmentation: list of affected roles/systems; release wave calendars.
4. Dry-run: champions check clarity and labor.
5. Launch: announcement in Slack/mail + publication in wiki/LMS.
6. Support: office hours, Q&A channel, auto reminders.
7. Fixation: read-receipts, passing tests, closing tickets.
8. Retrospective: metrics of understanding/timing, improvement of materials.

7) Levels of criticality and SLA of communications

8) Message templates

• Subject: [Action to 12. 11] Upgrade TTL showcases from PI to 24m
• Why: Updated retention policy + auditor requirements.
• What to do: (1) apply SQL script; (2) mark the ticket; (3) pass the quiz (5 minutes).
• Support: office hours tomorrow 14: 00-15: 00, channel '# retention-rollout'.
• Evidence: read-receipt + quiz result.

• What has changed/Who concerns/Deadlines/Risks of non-fulfillment/Steps/Contacts.

• "Why lower TTL?" / "When can I make an exception?" / "How does Legal Hold affect?" etc.

9) Playbook "Compliance Change Release"

Phase − 2 weeks: plan, segmentation, materials, champions.
Phase − 1 week: dry-run on the pilot, adjustments, reminder.
Day D: multi-channel announcement, Q&A session, issue monitoring.

Phase + 1 week: progress report, targeted assistance to the "red zone."

Phase + 2 weeks: tail closure, retro, template update.

10) "Crisis/Incident" playbook

Synchronization with Legal Hold (what can/cannot be said).
Reporting only facts, no assumptions; single speaker.
Real-time status channel, SLA of updates (for example, every 4 hours).
The external communication template is being prepared by Legal/PR; internal - Compliance PM.
Post-mortem: lessons → update policies/training/materials.

11) Multilingualism and localization

Master message + local addendums (jurisdictions).
Glossary of terms, an example of translation of complex concepts.
Checking the tonality and legal correctness of locales.
Synchronization of versions (do not weaken Master requirements).

12) Tools

Comms-Hub (portal): register of ads, execution statuses, search FAQ.
Templates: letters, slides, one-pager, FAQ, PR template, SQL/config snippets.
Analytics: discoverability, clicks, taking courses, reading wiki, closing tickets.
Reminders: automatic, RACI and deadlines.

13) Metrics and dashboards

Reach:% of recipients covered (email open rate, Slack views).
Understanding: average quiz score,% from the first time.
Action:% closed tickets on time, MTTA (time to action).
Risk impact: Reduced disruption/drift after the campaign.
Laggers: teams with repeated delays (for targeted support).
Feedback score: assessment of the usefulness of materials (1-5).

14) Antipatterns

"Link dump" without context and deadlines.
Wording "for all" without addressing by role.
There is no one-pager/FAQ → a flurry of questions of the same type.
Read/test not committed → audit disputes.
One-time announcement without reminders and office hours.
Policy change without SOP/training update.

15) Communications calendar (example)

Weekly: compliance digest (changes, deadlines, top issues).
Monthly: workshop on topics (DSAR, retention, SoD).
Quarterly: management report: reach/understanding/action/risk metrics.
Ad-hoc: incidents/regulatory updates/audit fighting.

16) Integration with processes

Policy lifecycle: publication/revision → auto-generation of communications.
CCM/Automations: alerts from controls → ready-made message cards for owners.
RBA audit: frequent findings → thematic campaigns and training.

17) Related wiki articles

Policies and Procedures Lifecycle

Continuous Compliance Monitoring (CCM)

Compliance and reporting automation

Legal Hold and Data Freeze

DSAR and retention/disposition schedules

Continuity Plan (BCP) and DRP

Total

Strong compliance communication is not a newsletter, but a managed program of change: understandable reasons, role-oriented actions, confirmation of understanding and measurable results. When the message is short and accurate, the materials are ready "on hand," and support is available - decisions are made faster, risks are reduced faster, and the audit is predictable.