Effective communication starts with good planning. Whether you’re delivering major news or daily updates, the key is to know your audience and ensure that your message reaches them through the right channels. Below is a structured five-step guide to help you plan your communications effectively.
Five Steps for Effective Communications Planning
- Understand Your Objectives
- Clearly define your communication objectives.
- What do you want to achieve, when, and why?
- Record your objectives in your communication plan.
Overall Communication Objective: To ensure smooth transition to a new security system in the office.
- Understand Your Audiences
- Identify and list your different audiences.
- Use Stakeholder Analysis to define who you need to communicate with and why.
Audiences for a security pass system change:- All office-based staff.
- Site-specific staff (Site A, Site B).
- Security managers.
Individuals may belong to multiple audiences. Ensure they receive the right information without being overwhelmed by different messages.
- Choose the Right Channels
- Choose appropriate channels for delivering your message.
- Consider a mix of traditional and innovative communication methods.
- Instant messaging
- Virtual meetings
- Notice boards
- CEO briefings
- Posters
- Intranet articles
Use familiar channels to reinforce your message. Don’t hesitate to repurpose existing communication methods, such as newsletters or team meetings.
- Plan Your Message
- Clarify specific communication objectives for each audience.
- Ask the following questions for each audience:
- What do they need to know?
- What is the best time to communicate?
- What is their preferred channel for receiving information?
Plan multiple messages over time to meet the objectives. Ensure messages don’t overwhelm or confuse the audience.
- Monitor Effectiveness
- Get feedback from your audiences to measure the effectiveness of your communications.
- Make adjustments to improve future communications and fill any gaps.
Asking for feedback helps fine-tune your communication strategy and ensures it’s meeting the intended goals.
Example Communications Plan: New Security Passes
- Overall Communication Objective: Ensure smooth transition to the new security pass system.
- Audiences:
- All office-based staff: General information about the change.
- Site A staff: Instructions on getting new pass photos.
- Security managers: Detailed training on managing the new system.
- Messages:
- All-staff announcement about the new system.
- Specific instructions for Site A staff.
- Leaflet reminders placed on desks the day before the changeover.
Conclusion
Communications planning is essential for ensuring that your message is delivered effectively. By using the five-step strategy outlined above, you can ensure that your communications resonate with the right people, through the right channels, leading to the desired outcomes.
For more planning tools, consider using Stakeholder Analysis and Stakeholder Planning to better understand your audiences.
