Communication Plan Outline - Bus/475

Communication Plan Outline

BUS/475

Communication Plan

In any type of business communication is an important tool. Communication allows an organization to express its need for information, customers, strategies, and success. Communication is used in many different ways and each way is important for gaining the necessary information. Without communication an organization would begin to fall apart and would not make it. In order for a communication plan to work every aspect of the communication plan has to be followed and then organization will succeed.

Purpose

The purpose of a communication plan is to make sure everyone in the organization understands what needs to be done. Many businesses fail due to poor internal communication. Anytime changes are made within an organization it is important to communicate all aspects of the changes to all employees from management down to maintenance. Each employee need to receive notice of how these changes will affect his or her job and exactly what is expected of him or her. Management needs to know every aspect of each change and needs to be available to help any employee who may need clarification regarding the changes.

The success of a strategic plan depends heavily on continuous communication. Communication is always the key within any organization. Good communication can help an organization be successful. Managers need to be able to effectively communicate with employees and their superiors.

Steps

The internal stakeholders of an organization include employees, managers, executives, board members, and trade unions that would benefit directly from whatever they contribute to the organization. As internal stakeholders, they should be informed of all changes and other information relative to their situation. External stakeholders are stockholders, customers, suppliers, lenders, and anyone else who is influenced by an organization while not being a part of that organization. These external stakeholders should be informed of any changes or other information that pertains to them.

Communication Methods

There are a variety of methods used to communicate with internal stakeholders in an organization. Internal stakeholders, employees and supervisors, need a copy of the strategic plan. All personnel policies have to be distributed in the form of an employee manual and standard operating manual. Also, organizational charts and job descriptions should be on hand. Communicate to all team members in regularly scheduled meetings so that all issues can be addressed as they come up. Monthly staff meetings are an effective communication tool. Managers need to be visible within the company so there is face to face contact between them and employees. Review employee performance annually so that their goals are updated, strengths are identified, and areas in need of improvement discussed. As for employees, they need to communicate with management. Methods that they should use include status reports, one to one meetings, and staff meetings.

Effective communications involve speaking, listening, feedback sharing, and questioning. To communicate with external stakeholders a variety of methods are used. One way is to have a website that is continually updated to keep the public informed about what's happening in the business. Also, emails and mailings that highlight important news can be helpful to keep external shareholders and consumers up to date. Prerecorded phone calls can be sent to the target audience and if there is big news to report a company can hold a press conference or interview with media outlets.

Intent and Objectives of a Strategic Plan

The intent of the strategic plan is to allow the organization to come up with a plan that will give the organization success in their industry. Without the strategic plan the organization will not know where the organization is going and how they will make it in the future. The objectives of the strategic plan are obstacles that the organization needs to pass in order for them to follow the strategic plan. For example an organization's strategic plan may be to retain customers and be a success in the future of the industry. The objectives that may be in place are doing research on the competition. Another objective could be finding out where the funding will come from for the project or service that the organization is providing to its customers.

Disseminate the Vision and Mission

The vision and mission statement of the organization are incorporated into the communication plan; they must work together in order for the communication plan to be successful. The goals of a communications plan are to disseminate the vision and mission statement of the organization for everyone to understand.

Disseminating the vision and mission statement, the organization needs to

1. Introduce and review the vision and mission statement with all employees.

2. Create an annual procedure to allow for updates.

3. Create short and long-term goals that support the current vision and mission statement.

4. Develop evaluations measure for monitoring success.

5. Define methods of incorporating training and evaluations.

6. Clarify roles and responsibilities within the organization.

To disseminate the vision and mission statement the organization needs to be involved in the process which show commitment to the organizations pledged. It shows the organization is being consistent, and the message is slowly embedded in the organizations culture.

Disseminate