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How (and Why) to Create an Effective Communication Plan

Get tips on how to create an effective communication plan. Having a communication plan is critical for every organization. Find out why.

July 25, 2022

Explore other posts on these topics: Compliance Contact Center Security Unified Communications

Every day, your business must communicate with a variety of stakeholders. Having a plan to do this is critical. Without a communication plan, you’ll be in reactive mode should a crucial incident occur. The requirement for communicating can range from something as mundane as product updates to something more severe like a cybersecurity attack.

No matter why, you should develop a strategy for how you’ll communicate. In this post, we’ll offer you tips on building a versatile and effective plan.

What Is a Communication Plan?

Having a plan matters. Your company has them for just about everything they do, and communication should be no exception. A communication plan defines how you deliver information to appropriate stakeholders. It will include:

• Messaging basics
• Whom you’re targeting
• Channels you’ll use

Communication plans often bring clarity to complex situations. They help you by building a framework for clarity of messaging and ensuring it reaches the intended audience.

In times of crisis, they can be instrumental in responding. This response often needs to be fast but well thought out. A communication plan provides the foundation for this. You can plan for anything, but until it happens, you won’t be in active mode. These times can be hectic and taxing on an organization. You can make it less so when you have a documented communication plan.

How to Develop a Communication Plan

Now that you know why you need one, you’ll want to view these steps to get started with yours.

Audit Your Current Communication Strategies

Before you can write your plan, you’ll need to assess the state of your communications. By doing this, you’ll have context around messaging and positioning. You’ll be able to identify if gaps exist.

For example, if you’re rolling out multifactor authentication for your software, you’d want to visit all your user content and security information. You may find that you already have some messaging around this or have none. In auditing, you can quickly determine what new information you need to communicate.

Define Your Audiences

Every company has lots of audiences. You may have customers and subsets of those, prospects, partners, investors, and employees. Each has specific attributes and needs in terms of communication. For each group, you’ll have different ways to communicate in terms of channels and messaging. You may even have communication plans for two groups for the same topic.

For example, if you’re rolling out a new product feature, you’ll need internal communications regarding how it works, pricing, launch dates, and FAQs. For customers, some of the information will be the same, but it will be specific to the impact on them as a user.

Use an Outline Checklist

Now that you’ve defined messaging and audiences, next is creating an outline with specific components. Those should include:

• Purpose: What are you writing a communication plan about?
• Framework for escalation: This element is crucial for things like incident and disaster recovery. Document how you’ll tier responses based on urgency and priority.
• Roles and responsibilities of your team: Who will do what when the time to communicate begins?
• Dos and don’ts: Describe the things you should do and those you must avoid.
• Maintenance schedule: How will you maintain your communication plan, and when should you update it?

Filling all these areas out gives you the basis for how you’ll craft the actual communication materials.

Decide What Channels You’ll Use to Communicate

Choosing channels relates to who your audience is. If internal, you could use email, but you may also want to message through internal chats specific to the topic. You could also use video meetings to introduce the communication and follow up with links.

For customers, email is likely always at the top of the list. SMS messaging could be an option, too. If you have a unified communications platform that allows for outcoming dynamic notifications, it’s a great channel. People respond to text messages even better than email. The engagement rate for text messages is six times that of email.

Another option is social media. It’s public; however, that shouldn’t deter you. Many well-known brands use social media to talk about challenges or issues. Many do this because it’s where their stakeholders engage with them, and it’s a sign of transparency.

Select channels based on customer preferences. Use multiple ones to drive recall and get customers to respond accordingly.

Create a Timeline for the Plan

From the moment you’re aware communication is necessary to actually deploying it, how long will it take? Depending on the message, audience, and channels, it can vary. Putting in a fair estimate can help you understand when to begin the process since approvals, editing, and design need to happen.

Measure the Performance of Your Plans

Once you kick a plan into motion, you’ll want to monitor its progress and eventually evaluate the performance. You’ll want to have what you’ll measure as part of your plan. Those can consist of:

• Click rates
• Actions taken
• Engagement rate (social media)

As you learn about the effectiveness of your communications, you can make changes based on data. As a result, you could see improvements in your metrics.

Communication Is Everything

Every business needs to excel at communications. It’s the bedrock of your brand. Not prioritizing communication and a plan for it can be risky. Whether talking to employees about internal processes or engaging customers with big news, a communication plan will serve you well.

Get more communication tips by reading our post on customer communication trends .

The Intermedia Team

Intermedia helps over 135,000 businesses connect better – through voice, video conferencing, chat, contact center, business email and productivity, file sharing and backup, security, archiving, and more – from wherever, whenever. And, as a partner-first company, Intermedia goes to work for over 7,300 channel partners to help them grow their revenue and maximize their success.

Communication plan 101: Overview, content and examples

Last updated

22 February 2024

Reviewed by

Jean Kaluza

Strategic communication plans help businesses to run efficiently by relaying the right information to the right people at the right time. They ensure that everyone who needs to be informed is kept up to date with the task or event at hand, and serve to minimize consequences if issues arise.

Take, for example, a large university hospital spread across many campuses. A project manager in charge of transitioning the institution’s paper record-keeping to a digital platform will need an effective communication plan for a successful outcome. Or, a communication plan will help a retail chain's chief operating officer (COO) navigate and reduce adverse outcomes from retail thefts, inflation, controversial backlashes, and store closures.

After reading this article, you’ll know what a communication plan is and how to implement one effectively. You'll understand the elements of a communication plan and who to include to create a functional plan for a successful outcome.

• What is a communication plan?

The point of a communication plan is to make sure everyone with a stake or interest in a business or project and the outcomes of its actions are informed, updated as events unfold, and made aware of goals and objectives.

This leads to educated decisions and coordinated efforts, resulting in a productive, efficient business or project.

• The importance of communication plans

Communication failure can result in:

Higher costs

Late milestone deliveries

Business interruptions

Misunderstandings

These can have severe consequences for your business. A communication plan prevents such lapses because it defines strict parameters for everyone to follow.

• How communication plans are used

There are various types of communication plans, serving different purposes and with different advantages. These plans can be for:

Information: ensuring the recipients are provided with facts and resources to help them make an informed decision.

Persuasion: changing how the recipients of the message think or behave by using emotional messages rather than factual ones.

Collaboration: useful as a project management tool because it involves two or more parties working together to achieve a common goal. These project communication plans ensure all involved know their communication requirements' precise goals and objectives. It also can be a way for all team members to be held accountable for their part in the collaboration and to measure the progress of the project at each milestone.

Crisis management: these are plans business owners hope they never have to activate but should have in place to respond to unforeseen events. To prepare an emergency plan, identify potential risks and develop communication plans for each.

• Elements of a communication plan

Your plan should provide coordinated and consistent messaging to specific stakeholders or target audiences. It will achieve a clear and strategic purpose when put in place.

What should a communication plan include?

There are certain elements that an effective communication plan must contain.

Stating the communication plan’s objective upfront will direct the rest of the content.

Note who will receive and send content, when and where it will be delivered, why it is required, and how it will be provided.

Also, define communication channels, for example, email, Slack, or phone calls.

What shouldn't be included in a communication plan?

A communication plan should not include sensitive information like passwords, credit card details, or personal information. Also avoid offering personal opinions or displaying biases relating to individual stakeholders.

If your business has to follow compliance standards or government regulations, make sure any information in the communication plan doesn’t go against these.

Your communication plan should not contain ambiguities that might cause confusion or uncertainty. It should be clear and concise about the kind of communication you expect and when it should be supplied or received.

How should you communicate sensitive information?

If you need to communicate sensitive or confidential information, follow cybersecurity compliance standards and assign an appropriate secure communication channel.

Face-to-face meetings or encrypted, password-protected, or multi-factor authenticated platforms are secure methods of transmitting sensitive information. Limit these communications to the stakeholders who need to know that particular information.

• How to create a communication plan

Before you create a communication plan, identify your stakeholders and how elements of the plan correspond with those stakeholders. Communication goals, methods, and frequency may not all be applicable or may differ from one stakeholder to another.

1.  Set a communication goal

Suppose you want to reinforce a positive perception of your brand. Your communication goals might be to persuade the general public, shareholders, and prospective customers of the positive aspects of your company and its culture and to pass on facts that strengthen this claim.

Another communication goal may be to gather reports and other data on whether those efforts are productive.

2.  Choose a format

Communication plans come in various formats, including specifically designed software platforms. However, you can easily formulate a communication plan in a spreadsheet, on chart paper, or on a whiteboard.

3.  Identify stakeholders

Determine the stakeholders to include in the communication plan depending on the goal you are working toward. Identifying the stakeholders may require analyzing stakeholder relationships, such as:

How they are positioned in organizational charts

Their responsibilities and how they relate to your goals

Internal and external information needs

The location of the stakeholders

Once you identify the stakeholders you'll include in the plan, determine their level of demand for information to help achieve your goals and prioritize them accordingly. For example, invested stakeholders who might be involved when trying to reinforce a brand perception could include:

Loyal customers

The general public

Shareholders

The marketing team

The executive team

You would create a plan that includes who will be sending content, who will be receiving it, the kind of content that will be sent and its priorities, how it will be sent, and the frequency of the communication.

The difference between stakeholder engagement and communication management plans

A stakeholder communication plan should not be confused with a stakeholder engagement plan. When your business establishes a communication plan with stakeholders, it's usually a one-way channel from you to the stakeholders and typically does not result in a conversation.

Stakeholder communication plans may include:

Newsletters

Text messages

Social media posts

When businesses create stakeholder engagement plans, their purpose is to form relationships and connections with stakeholders, not just to inform and update them. These plans encourage participation in the form of dialogue or two-way communication between you and the stakeholders. They are usually people with an interest in your business’s decision-making or problem-solving processes.

4.  Identify methods of communication

The method by which information is dispersed will also differ between stakeholders. If stakeholders are not readily available because they're located elsewhere, internal reports, face-to-face meetings, and presentations, may not work under these circumstances.

When including stakeholders in other locations, consider using:

Online databases

Digital communication platforms

SMS texting

Video conferencing

5.  Determine who provides communication updates

Certain members of the business or team will be responsible and held accountable for the results of a communication plan.

For example, if the goal is to reinforce positive brand perception, the chief communications officer (CCO) on the executive team might use press releases sent by email to media outlets to inform the general public. The chief financial officer (CFO) may generate reports for the shareholders or convey information via video conferencing. The marketing team may use websites, advertising materials, and social media to remind prospective and loyal customers of a lasting positive impression.

The marketing team may also research whether the communication efforts are successful. If they find the efforts inadequate, they may advise the executive team and other marketing team members. This may be done through reports, presentations, meetings, and online communication platforms so they can make corrections before the positive perception decreases further.

6.  Determine the frequency of communication

Scheduling the frequency at which you expect team members to update stakeholders is an efficient way to hold them accountable. They can adhere to the schedule without you having to spend time sending reminders.

However, your plan should not include unrealistic or ambiguous expectations. It should also should assign appropriate priority levels to any communication content.

• How do you create a communication schedule?

Depending on your goal, whether a product launch, other event, project completion, or marketing campaign, teams will need to follow a timeline from start to finish. That's when a communication schedule becomes important.

It must display critical times when communication content is due. These timelines make it easy for everyone involved to plan their part in these efforts and deliver their content when the appropriate stakeholders need it.

• How to use a communication plan for project management

Whether you're a project manager for large or small projects, it might be necessary to convey information between team members, departments, employees in different professional roles, government employees, and other roles required for your project.

You can start by creating a directory including the emails, phone numbers, and locations for each role involved in the project. Then, the communication plan you create will identify these roles and your expectations from the people in them.

Don't get lost in the details

Don't include too many details in your project management communication plan, as this can cause confusion or uncertainty. A communication plan's purpose is not to provide a project roadmap but to ensure everyone involved is aware of their expected communication contributions (not their actionable contributions).

Standardize the process

Standardized communication plan formats so they’re the same for all projects will minimize effort and confusion, especially if the same team members work on different projects.

Team members will easily recognize what's expected of them when you consistently list criteria in a communication plan based on a template.

Keep your plan up to date

As goal phases or milestones start and end during the project, adjust the communication plan by adding or deleting stakeholders or changing other elements as needed to reduce wasted effort and time.

• What should you do if your project changes?

If the scope or direction of your project changes, explain to all stakeholders why the changes are necessary and how their communication process and expectations may also have to change.

Alerting them as soon as possible will get your project back on track. In addition, remember to update the plan.

• Communication plans aid efficiency and successful outcomes

Effective communication plans are essential for the profitability and reputation of a business. Whether using communication plans for project management or crisis management, they can help reduce costs, minimize missteps and errors, and efficiently propel your business to success.

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What is a communication plan and why it’s important: a guide

For nonprofit organizations, a  communication plan  is a holistic approach to strategizing, documenting, and implementing  marketing , outreach, and communication practices across an organization’s departments and teams.

Communication plans define  what  information should be communicated,  who  should receive that information,  when  that information should be delivered,  where  (e.g., email, social media, mail) communication will be shared, and  how  those communications will be tracked and analyzed.

In this guide, we’ll look at the benefits of a communication plan, the steps for making a plan, and a template to get you started.

Top 7 benefits of communication planning

Nonprofit communication plans have many more benefits than a single  outreach campaign  could bring alone. An effective communication plan helps your team:

• Clarify your goals and objectives.  As your communications roadmap, your plan tells you where you need to go and how to get there.
• Articulate the relationships between audiences, messages, channels, activities, and materials.  The communications planning process will help you identify who you need to reach, what you want them to know, and how you will reach them. You will find that each of your audiences has unique characteristics, needs, and motivations. As you plan, you will discover the most effective ways to communicate with them.
• Identify and implement a variety of communications activities.  Since there are an infinite number of ways to spread your message, a communication plan helps you determine which activities will yield the best results. 
• Clarify staff member and stakeholder roles.  For effective communication, everyone needs to know what they will contribute and what they are responsible for. A well-articulated plan will help stakeholders get on the same page, feel a sense of ownership over their work, and articulate a consistent message.
• Find creative, collaborative solutions.  Involving staff, stakeholders, constituents, interns, and junior staff members in the planning process will bring in a number of diverse perspectives to reach your audiences more effectively.
• Incorporate stakeholder input in the communications process.  Asking for stakeholder and  community feedback  on your plan will show that you value their input and adjust your plan to be as impactful as possible.
• Evaluate your plan’s successes and growth areas.  Organizations will often do a mid-course review to determine strengths, weaknesses, opportunities, and threats. Then, they can create and implement new approaches. Develop a unique evaluation strategy to consistently gather the information you need to improve your plan.

Now that you’re familiar with the many benefits of communication planning, you’re ready to begin the process of making a communication plan for your organization.

How to make a communication plan: 8 steps

Ultimately, building a communication plan now will save you significant time, energy, and resources in your communications down the road. For ease of use, we’ve broken this planning  process down into eight simple steps:

• Audit your existing strategies and materials.  You likely don’t need to start your communication plan from scratch. Evaluate what’s working and what isn’t in your current communications with  volunteers , donors, and partners. 
• Set SMART goals.  Based on the results from your audit, determine goals for your communications. For the greatest impact, your goals should always be specific, measurable, achievable, relevant, and time-bound (SMART). 
• Identify your target audiences.  Based on your SMART goals, determine your communications’ target audiences. For example, if your goal is to increase annual fundraising, you might focus on  potential major donors  with wealth and philanthropic indicators that suggest they could give more. 
• Establish your communication methods.  Once you have a good sense of your target audience, consider their communication preferences, such as the channels and platforms they use most. Then, focus your communication efforts on those channels.
• Determine communication cadences and timelines.  Depending on the goals, audience, and medium, the frequency of communication will vary widely. For example, while you’ll likely post updates on social media multiple times each week for maximum engagement, you might decide to send a more in-depth physical or digital  newsletter  once a quarter.
• Assign roles to team members.  Determine which departments and individuals are responsible for delivering each message. For example,  a board member  might be responsible for communicating with major donors, a development officer might be responsible for communicating with recurring donors, and a program coordinator might be responsible for communicating with volunteers.
• Document your plan.  You only have a plan if you remember to document it. Record your plan in a digital format that can be easily shared and updated.
• Share your communication plan with stakeholders.  Distribute your documented plan to relevant team members and stakeholders with instructions on how to use it. As a result, everyone will be on the same page, and your communications will be clear and consistent.

Rather than being a linear process, communication planning is, in fact, quite cyclical. Once you implement your plan, track and measure both quantitative and qualitative metrics such as views, click-throughs, and conversions to determine strengths and weaknesses. Then, adjust accordingly!

An easy-to-use communication plan template 

Keeping a detailed, up-to-date record of your communication plan is crucial to its success. Doing so creates continuity and consistency within and between departments. 

Although there are numerous ways to document your communications plan, the simplest approach is often the most effective. A  communication plan template , like the one below, can be specific  and  easy for everyone in your nonprofit to follow. Reference the information sourced in the steps above to answer each question in the form below:

Goal.  What do you want your communication to achieve?

Content.  What information or  call to action  will this communication contain? 

Timing.  When and how often will you deliver this communication?

Channel.  Where will you share this communication?

Methods . What tools/platforms will you use?

Audience . Who will receive this communication?

Owner . Who is in charge of sending out this communication?

While you may also want to develop an in-depth communication plan for your communications team, for the majority of stakeholders, this short template will be more accessible, quicker to update, and easier to reference than a lengthy guide.

Once you have your plan down, pair it with a robust,  all-in-one fundraising solution  that helps your team quickly identify audience segments, target them with engaging content, track results, and effectively implement changes.

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• Project planning |
• Why a clear communication plan is more ...

Why a clear communication plan is more important than you think

More often than not, clear communication can make or break successful projects. Clear communication in project management isn’t just about where you should be communicating—it’s also about which team members should be receiving which types of messages.

The good news is, creating an effective communication plan isn’t difficult. All you need to do is define your communication channels and align on when team members should use each. In this article, we’ll walk you through how to set up a communication plan and show you a template so you can create your own.

What is a communication plan?

Sharing a communication plan can give your team clarity about which tools to use when and who to contact with each of those tools. Without a communication plan, you might have one team member trying to ask questions about work in a tool that another team member rarely checks. Rather than being able to clearly communicate and move forward with work, each team member would end up frustrated, confused, and disconnected from the work that matters. Then, if they don’t have clear insight into who is responsible for each channel, they might end up reaching out to an executive stakeholder with questions that person can’t answer. What started out as a simple miscommunication has spiraled into three frustrated team members—and all the while, work isn’t moving forward.

What should a communication plan include?

Your communication plan is your one-stop-shop for your project communication strategy. Team members should be able to use the communication plan to answer project questions like:

What communication channels are we using? What is each channel used for?

When should we communicate in person vs. asynchronously?

What are the project roles? Who is the project manager ? Who is on the project team? Who are the project stakeholders ?

How are important project details, like project status updates, going to be communicated? How frequently will these be shared?

What shouldn’t be included in a communication plan?

A communication plan will help you clarify how you’re going to communicate with your project team and project stakeholders—whether these are internal team members that work at your company, or external stakeholders like customers or contractors.

A communication plan in project management is not a PR plan. This plan will not help you align on your social media strategy, identify a target audience, or establish key messages for different demographics. If you need to build out those plans, consider creating a  social media content calendar  or a  business strategy plan .

The benefits of a communication plan

Obviously  clear communication in the workplace  is a good thing. But do you really need a written communication plan to do that?

In a word: yes. A good communication plan can help you communicate the right information to the right project stakeholders. Executive stakeholders don’t need to be notified about every project detail—similarly, every project team member might not need to be on a conference call with your external partners. By clarifying where and how you’ll be communicating, you can reduce the guessing game and unblock your team.

Less app switching

We recently interviewed  over 13,000 global knowledge workers  and found that the average knowledge worker switches between 10 apps up to 25 times per day. Instead of focusing on high-impact work or even collaborating effectively with their team members, knowledge workers are sinking hours into simply trying to figure out where they should be communicating.

A communication plan can eliminate this guessing game. For example, if your team knows that you only communicate about work in a  work management tool , they can search for key information there—instead of digging through document folders, Slack messages, and multiple email chains. Similarly, when you know that a team member is only tangentially working on the project—and is only being looped in during high-level status reports—you won’t bother them with a question about when the next  project deliverable  is due.

We have created communication guidelines around what software or what tools are best for what. Asana is for action, Slack is for quick responses or answers to things that are floating around. Email is more official and mostly external facing. By doing that, and creating the proper communications guidance, it really helps reduce the noise.”

Increased collaboration

Team collaboration isn’t an effortless process that happens by itself—it’s a skill that you and your team have to build. One part of creating effective  team collaboration  is clarifying your team’s communication conventions. That’s because a big barrier to effective collaboration is feeling comfortable communicating—especially if you work on a  remote or distributed team . If your team feels unsure because they’re still trying to figure out how or where to communicate, they won’t be fully comfortable talking to one another.

Your communication plan is a chance to clarify where team members should be communicating. Depending on the level of detail, you can also include when team members should be communicating—and clarify team conventions towards setting “Do not disturb” mode or snoozing notifications.

By providing these guidelines, you’re effectively removing one of the biggest barriers to easy communication and collaboration between team members. When team members know where to communicate—and just as importantly, where not to communicate—they can be confident they’re sending the right message at the right time.

Less duplicative work

Currently, knowledge workers spend  60% of their time on work about work  like searching for documents, chasing approvals, switching between apps, following up on the status of work, and generally doing things that take time away from impactful work. Part of this work about work is not knowing where things should be communicated.

If team members don’t have a clear sense of where information is shared—things like your  project plan  or  project timeline —then they’ll have to dig through multiple tools or ask several team members just to find the right information. As a result, team members who are unclear about where they should be communicating about work also have a harder time simply finding existing work.

Work about work leads to more manual, duplicative work and less clarity overall. In fact, according to the  Anatomy of Work Index , we spend 13% of our time—236 hours per year—on work that’s already been completed. By sharing your communication plan, you can give your team clarity into exactly where work lives, so they don’t have to spend all that time finding it themselves.

How to write a communication plan

A communication plan is a powerful tool—but it’s also relatively easy to create. You can create a communication plan in four steps.

1. Establish your communication methods

The first step to creating a communication plan is to decide where your team will communicate—and about what. This includes when to use which tools and when to communicate live vs. asynchronously. Live, synchronous communication is communication that happens in real time. Conversely, asynchronous communication is when you send a message without expecting someone to reply right away. We all use asynchronous communication every day without realizing it—most notably, every time we send an email.

As you define your communication plan, identify what to use each tool for. For example, you might decide to use:

Email to communicate with any external stakeholders.

Slack for synchronous communication about day-to-day updates and quick questions.

Asana to communicate asynchronously about work, like task details, project status updates , or key project documents.

Zoom or Google Meet for any team meetings, like project brainstorms or your project post mortem.

2. Align on communication cadence

Now that you know where you’ll be communicating, you also have to identify how frequently you’ll be communicating. Your communication cadence is your action plan for updating different stakeholders about different project details.

For example, you might decide to schedule:

Weekly project status updates posted in Asana to all project stakeholders and sponsors.

Monthly project team meetings to unblock any work or brainstorm next steps.

Asynchronous project milestone updates in Asana as needed.

3. Add a plan for stakeholder management

Running a successful project often depends on getting stakeholder support and buy-in. At the beginning of the project, you’ll do this during the  project kickoff meeting —but it’s also critical to maintain stakeholder support throughout your project.

Take some time as you’re drafting your communication plan to detail when to communicate with each project stakeholder, and about what. Some people, like your key project team members, will be communicating about this project regularly—maybe even daily. Other project stakeholders may only need to be looped in during project status updates or maybe just at the final readout.

By listing out how you’ll be managing communication with stakeholders, you can ensure they’re being contacted at the right time about the right things. The communication they recieve should answer questions at their level of detail and with a focus on business results and overall, high-level impact.

4. Share your communication plan and update it as needed

Once you’ve created your communication plan, it’s time to share it with your project team. Make sure your communication plan is accessible in your central source of truth for all project information. We recommend using  Asana  to track all project communication and work, so you can talk about work where you’re working.

If any changes impact your project communication plan, make sure you update it and communicate those changes. That way, team members always have access to the most up to date information.

Example communication plan

Communication plan template

Description of communication.

What type of communication is it?

How often will you be communicating?

Which tool will you be using? Is this synchronous or asynchronous communication?

Who is receiving this communication?

Who is in charge of sending out this communication?

Good communication starts with a communication plan

Clear communication can help you send the right message at the right time. Empower effortless collaboration while also ensuring every team member is being looped in at the right times. That way, your team can spend less time communicating about work and more time on high-impact work.

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6-Step Guide to Crafting the Perfect Communication Plan

A communication plan is a key to developing an effective and consistent messaging strategy.

It helps guide the process of setting measurable goals for your strategy, profiling your target audience and creating and successfully delivering your message.

What is a Communication Plan

Components of a Communication Plan

Steps to communication planning, step 1 – perform a situation analysis, swot analysis, pest analysis, perceptual map, step 2 – identify and define objectives / goals, step 3 – understand and profile your key audience, step 4 – decide the media channels and create a strategy, step 5 – create a timetable for publishing, step 6 – monitor and evaluate the results, common mistakes to avoid when creating communications plans, faqs about communication plans, what’s your approach to writing a communication plan, what is a communication plan.

A communication plan outlines how teams can communicate important information to key stakeholders. It highlights what information should be shared, when, to which audience and via which channels.

Having a solid communication plan in place will help ensure that the communication objectives of your organization are met and that all assets that you send out are aligned with the core communications strategy of the company.

In marketing and public relations, communication plans are used to plan how important information about products and services will be communicated to target audiences, including customers, clients, media and the general public. Companies also use communication plans to maintain consistent and effective internal communications within the organization. These may include internal newsletters, intranet updates and team Wikis. In project management, communication plans are used to highlight how information will be communicated within teams and relevant stakeholders, throughout the lifecycle of the project. Overall, communications plans offer a structured approach to plan, implement and evaluate communication efforts to optimize the effectiveness of communications.

Use this communication plan template to develop your strategy and deploy it.

Why is a Communication Plan Essential?

Clear communication is the backbone of any successful initiative. A communication plan ensures that everyone is on the same page, reducing the risk of confusion, missed deadlines, and unmet expectations. It fosters trust, ensures transparency, and can be the difference between project success and failure.

Who Should Use a Communication Plan?

A communication plan isn’t just for large corporations or project managers. It’s for anyone aiming to streamline interactions, whether you’re a small business owner, a team leader, or an individual looking to improve personal projects. Understanding your audience and tailoring your communication strategy to them is the first step.

When Should You Implement a Communication Plan?

The best time to implement a communication plan is at the onset of a project or initiative. However, it’s never too late. Whether you’re starting a new project, revamping an old one, or looking to improve ongoing communications, a well-structured plan can make a difference.

Where Does a Communication Plan Apply?

While often associated with business projects, communication plans apply everywhere: from community events, educational programs, to personal projects. Any scenario that requires organized communication can benefit.

Your communications plan should include the following key elements.

1. Target Audience

Who is Your Target Audience? All strategic communications should be directed at a specific audience. Accordingly, the message you send out should be tailored to their level of knowledge, understanding and trust in your brand or organization.

What is the Context of Your Message? The next step is to define the context of your message. Identify key events that may be significant to the audience that you are aiming to reach. The context defines what should be included in the message and how your audience will relate and respond to it.

3. Outcomes

What Do You Aim to Achieve with Your Message? The outcome of your message is the ‘call to action’. Define what people need to know, believe and do after receiving the message. Create a ‘message pyramid’ with an attention grabbing headline, followed by ‘reasons why’ and proof points. This helps the audience understand your core message and then consider the proof points which are relevant to their context, and there by act based on your call-to-action.

Which Media Channels Will You Use? Media are the channels through which your message is communicated. These may vary depending on the content, context and audience of the message. For instance, if you want to reach a younger tech-savvy audience, you may choose a social media platform that may be popular among them.

5. Messengers

How Will You Choose Your Messengers? The primary messenger may not always be the most ‘effective’ messenger. The messenger’s ethos should resonate credibility, status and power, expertise and relationship.

Why do most companies get their CEOs or members of the senior management to conduct new product launches or convey important product information? It is because audiences tend to have confidence in people with big titles who have an influence in the organization. They are also experts in their subject area and have a strong relationship with the company.

6. Measurement

How Will You Measure Success? It is important to cultivate strategies to measure the effectiveness of your communications. Include KPIs for your communication activities and document the results. This also helps build a repository of information which will be useful when planning future communications activities.

Whether you are creating a marketing communication plan or a strategic communication plan, the following steps will help guide you.

Situation analysis helps assess the capabilities of and health of things in an organization. It’s the ideal way to understand the current status of your organization’s communication.

You can gather as much information as needed from conducting an audit .

To gather relevant information from situation analysis, you can consult departmental heads, process owners and other internal staff members.

In a situation analysis, you need to examine both the internal and external environments. To do so, you can use the following tools

You can use a SWOT analysis to examine the strengths and weaknesses within your organization, and opportunities and threats that you can find in your external environment.

With a PEST analysis , you can examine political, environmental, social and technological factors, all of which exist in the external environment of your organization, but can have a significant impact on the way things run in your business.

One good competitor analysis technique is the perceptual map. It helps you make sense of how your customers perceive the brands of your competitors in the market compared to yours.

Once you know where you stand, you can find your direction. The next step is to define your goals.

Think of what outcomes/results you want to achieve from your communication plan. These will become your goal/s as you develop your communication plan.

Make sure that the goals you select are SMART :

Who are you creating this communication plan for? Understanding your audience and their requirements, characteristics etc. is key to creating an effective message and delivering it successfully.

Your key audience could be within your organization or your customers. Either way, you should gather information on them and create simple audience personas.

These personas could include a variety of data that ranges from their age and gender to the challenges they face.

As you conduct research on your target audience you would get to know that their requirements and preferences are diverse.

It’s clear that you won’t be able to reach all of them through one media channel or retain their attention with one type of content.

Consider the most effective channels you can think of when creating your media channel strategy. Make sure to select the ideal channel when you are targeting different audience segments.

When do you want your audience to hear your message and how often? Have a content calendar or create a Gantt chart outlining a timeframe for your publishing strategy.

You may also need to take the resources available to you into consideration. If you have one content writer, publishing quality blog posts on a daily basis would be ineffective.

Constantly monitor and track your results in order to understand whether you are any closer to achieving your goals. If you have failed, proceed to mark it down so you can make necessary improvements next time.

Creating a communication plan for your non profit organization? Check out this resource for some great tips.

Overcomplicating the Plan

Trying to include too many channels or too much information may complicate the plan. This can lead to confusion and dilute the effectiveness of your messaging. Stick only to key messaging and channels that are most effective in reaching and engaging the target audience.

Not Considering the Timing

Timing is crucial in communication planning. It is important to consider the timing of the messaging and ensure that they are aligned with key events or milestones. Don’t send out important communications during periods of high volume or noise, such as during holidays or major news events.

Not Adapting to Changes

Communication plans should be adaptable and flexible to changes in environment or audience. It is important to regularly review and update plans to keep up with emerging trends (to make sure that your plan stays relevant and effective). Failing to adapt to changes may cause missed opportunities and ineffective messaging.

How often should a communications plan be updated?

A communications plan should be updated regularly to reflect changes in the organization’s goals, priorities, audiences, or external environment. The frequency of updates will depend on the pace of change in the organization and the industry. A good rule of thumb is to review the communications plan annually and update it as needed. However, if there are major changes in the organization, such as a merger, acquisition, or crisis, the communications plan should be updated immediately to ensure that communication is timely, accurate, and effective.

How can an organization measure the effectiveness of its communications plan?

An organization can measure the effectiveness of its communications plan by tracking key performance indicators (KPIs) related to its communication goals and objectives. These KPIs may include website traffic, social media engagement, email open rates, media coverage, customer satisfaction surveys, or sales figures. By tracking these KPIs over time, the organization can assess whether its communication activities are achieving the desired results and make adjustments as needed. It’s important to set realistic goals and benchmarks for each KPI and to ensure that the data is collected consistently and accurately. Additionally, feedback from stakeholders, such as customers, employees, and investors, can provide valuable insights into the effectiveness of the organization’s communication activities.

A successful communication plan will get your message delivered across to your audience effectively while ensuring that you are on track to accomplishing your business objectives.

Follow the simple steps above to create a winning communication plan. If you have any other tips, do share them with us in the comment section below.

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Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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Crafting a Winning Communication Plan (With Templates)

Learn the key elements of a successful communication plan and explore various communication strategies suited for different organizational needs.

Kiran Shahid

Last Updated

October 31 2023

A company’s communication binds teams together and helps ensure everyone works towards the same goals. On the other hand, a lack of communication results in disoriented teams, demotivated employees, and costly mistakes.

When internal communication fails , it affects the entire business. The same employees, who are unclear about the company’s vision and objectives, are expected to collaborate with external stakeholders. Unsurprisingly, the result is poor customer service and low returns on investments.

That’s why crafting a robust communication plan is essential. The right strategy allows you to create a common understanding of goals and objectives within each team and across departments. In this article, well discuss strategies for creating a winning communication plan and provide a template to get you started.’

The Cost of Poor Communication + The Need for a Better Approach 

A staggering 48% of employees and HR professionals identify insufficient communication as the primary source of workplace stress. In 2021, a mere 21% of the global workforce reported feeling engaged in their jobs. This lack of engagement or active disengagement resulted in a colossal $8.8 trillion loss in productivity , equivalent to 9% of the worldwide GDP.

In 2022, 56% of organizations adopted hybrid or fully remote work arrangements. However, without a structured communication strategy, employees struggle to adapt to these changes. Remote teams commonly experience trust issues, misalignment with company goals, and challenges in comprehending their colleagues' perspectives. As a result, 32% of individuals feel that communication with coworkers and clients has become more difficult over the past year.

Inefficient communication negatively impacts various aspects of an organization. The following overview from a study by Project.co highlights the key areas affected:

Key Elements in a Successful Communication Plan?

With only 4% of companies describing themselves as efficient, the need for a communication plan that everyone follows has never been more urgent. A communication plan is a living document that guides an organization’s internal and external communication. 

The communication plan outlines who needs to communicate what information, when you should communicate it, and how you should communicate it. Here are the key elements of a successful communication plan:

1. Objectives

Why is the communication plan necessary? What goals does it help achieve?

Describe the purpose and objectives of the communication plan. For example, if you’re launching a new product, the communication plan could be to announce the launch, build buzz around it, and drive sales.

2. Target Audience

Who needs to be aware of communication? Are you targeting internal stakeholders, external customers, or both? Describe different target audiences for each type of message. For example, the product launch message could target internal stakeholders like employees, customers, potential customers, and investors.

3. Key Messages 

What do you need to communicate? What language should be used?

For example, you could include key messages like product features and benefits, customer testimonials, or special offers. Make sure the language is consistent across all channels for maximum impact.

4. Communication Channels

 The choice of communication tools is crucial for both internal coordination among employees and external engagement with customers or the public. Will it be email, social media, blog posts, or video content? Or perhaps a combination of these? Moreover, how frequently should the communication occur to maintain engagement without overwhelming the recipients?

Internal communication platforms like emails, intranet systems, and project management software like Slack or Trello can be instrumental. They facilitate the sharing of information, updates, and feedback among employees, teams, and departments. For instance, emails can be used for official announcements, while platforms like Slack can host real-time discussions and quick updates.

On the other hand, external communication aimed at customers, investors, or the public may leverage social media, blog posts, video content, and email newsletters. For example, you could use emails to announce a new product launch to your internal teams while simultaneously launching a social media campaign to create buzz among customers. Video tutorials on how the product works can be shared both internally for training purposes and externally for marketing and customer education. Blog posts highlighting the features and benefits of the product can also serve dual purposes: educating both your employees and your external audience.

By carefully selecting and utilizing a mix of communication channels, you can effectively bridge the gap between internal stakeholders and external audiences, ensuring everyone is well-informed and aligned with your company's goals and initiatives.

5. Timeline and Frequency

What is the schedule for implementing the communication plan? When will each message be sent out, who will receive them, and what will be the frequency?

Establishing distinct timeframes for distributing communications is crucial to any communication plan, as it guarantees prompt and orderly delivery of messages. Additionally, determining a suitable frequency aids in sustaining engagement without inundating the target audience.

For instance, outline the timing for releasing the product launch announcement, sharing video tutorials, and publishing blog posts. Afterward, provide a comprehensive timeline that includes anticipated dates and times for each communication event.

6. Roles and Responsibilities

Who will be responsible for each communication task?

For example, the product launch team could include the marketing manager, customer service manager, and content writer. Define what tasks each person is responsible for and the timeline.

How to Write and Develop an Effective Communication Plan

In a survey by Gallagher, 74% said internal communication supports culture and belonging. A communication plan breaks silos and encourages collaboration. It bridges the gap between departments and improves employee communication and engagement.

Here’s how to write and develop an effective communication plan:

Understand where you are, and what you need to do. Many companies start off with a communication plan. Identify gaps and challenges, analyze the current situation, and define what to do.

Is communication all over the place? Are team members sharing important updates on Slack where they can get lost? Do you have a team newsletter to keep everyone in the loop? Audit these communications, determine what needs to be improved, and outline your communication plan.

2. Define Clear Goals and Objectives

What outcomes do you want to achieve with the communication plan? For example, do you want to increase employee engagement, save time on meetings, or build a better customer relationships?

SMART goals are specific, measurable, attainable, relevant, and time-based. Define your objectives in terms of SMART goals so you can track progress throughout the communication plan. For example, “Increase employee engagement by 10% in the next six months.”

3. Develop Clear, Concise, and Engaging Messaging

Ensure your messaging aligns with your goals and objectives, and maintain conciseness, consistency, and appeal. Adhere to brand standards, such as tone of voice and visual identity, to create a cohesive message across all channels.

Steer clear of jargon and simplify complex topics. Utilize stories, visuals, and videos to aid your audience in grasping the message. Gather feedback from colleagues and customers to confirm its resonance.

Recognize that each target audience has unique motivators and obstacles, making a one-size-fits-all approach to messaging ineffective. Regardless of your audience, prioritize clarity, brevity, personalization, and jargon-free language.

Craft captivating messages by customizing four essential elements for each audience:

• Key message : The central idea you wish to convey to your audience
• Secondary messages : Supplementary information that reinforces the key message
• Proof points : Verifiable facts that support your claims
• Calls to action : The desired actions you want your audience to undertake

4. Select Appropriate Channels

Determine the appropriate communication channels for each type of message and ensure that they are user-friendly and accessible to all.

For instance, utilize email for official announcements, Slack for brief updates, project management tools like Trello for task-related discussions, and video conferencing platforms like Zoom for brainstorming sessions. By organizing communication in this way, you can easily locate relevant information and enhance collaboration.

5. Assign Rules and Responsibilities

Define the circumstances under which each type of communication should be used. Set expectations for frequency and response time. Monthly project updates, for example, may be suitable for email, while daily check-ins are better for Trello, Asana, or other project management tools.

Also, assign roles and responsibilities for each communication task and determine who reviews the content before it’s sent out. Set individual deadlines and ensure everyone is accountable for the tasks they’re responsible for.

6. Monitor and Evaluate

Does your communication plan align with the goals and objectives you’ve set? Track metrics, such as employee engagement, customer satisfaction, and response time. Identifying teething issues helps you refine and improve your communication plan.

Review the communication plan regularly to ensure it’s up-to-date with your company’s objectives and existing channels. Adjust the deadlines and roles as necessary to ensure everyone agrees.

Communication Plan Examples + Templates

Companies can create various communication plans, from simple email and video chat schedules to more detailed project management reports. Here are some examples of communications plans that you may want to consider creating. Additionally, you can download the templates and edit via Google Docs to suit your needs.

• Crisis Communication and Management Plan  
• Internal Communication Plan  
• Marketing Communication Plan  
• Project Communication Plan  

Change Management Communication Plan

Crisis communication and management plan.

Google Docs

A crisis communication plan prepares you for adverse situations. It outlines how to respond quickly and effectively in a crisis, including the roles and responsibilities of team members and external stakeholders. For example, the plan might include strategies for addressing negative press and restoring public trust in a PR crisis. Who handles media inquiries? Which channels will you use to communicate with customers?

Internal Communication Plan

An internal communication plan helps you keep employees informed about company news and decisions. It includes details about who will deliver the message and how, as well as strategies for encouraging employee engagement and feedback. For example, should staff meetings be virtual or in-person? Do you need a dedicated newsletter or intranet?

Marketing Communication Plan

A marketing communication plan guides how to promote content and products. It includes tactics for engaging your intended audience, such as launching campaigns across multiple channels, understanding customer preferences, and leveraging social media influencers. What type of content should you share? How often should you post? What kind of budget do you have?

Project Communication Plan

A project communication plan outlines how everyone involved in the project communicates. It sets expectations for delivering updates and progress reports and specifies who manages each task. 

It defines the communication methods that should be used—for example, which types of messages are sent by email or text. Additionally, by incorporating a well-defined change control process, the communication plan helps in avoiding scope creep , ensuring that any alterations to the project scope are thoroughly vetted and communicated to all stakeholders. 

The goal is to prevent miscommunications, provide a clear timeline for the project, and maintain adherence to the defined project scope, thereby ensuring a smooth and successful project execution

A change management communication plan helps you manage the transition of introducing a new product, procedure, or system.  This plan delineates the communication and coordination strategies necessary for engaging stakeholders throughout the changes being made in your organization. 

As an example, when rolling out new software, a change management plan specifies the individuals responsible for training employees, identifies any special resources required for smooth adoption, and outlines the approach for addressing customer feedback and complaints. This enables the change management process to be streamlined by ensuring that all stakeholders are well-informed and prepared for the impending changes.

Tools for Distributing Communication Plan

A multi-faceted approach focusing on different channels gets the best results. Here are some tools and channels you can use to distribute your communication plan:

Knowledge Base Software

A centralized repository makes it easier for employees to find answers. Knowledge base solutions such as Helpjuice provide an intuitive platform for storing documents, FAQs, and tutorials—saving time, eliminating errors, and reducing customer support costs.

Capital City Bank, for example, witnessed a decrease in errors on certain reporting by 20% since using Helpjuice. Associates also spend less time searching for information, allowing them more time to complete tasks.

“Helpjuice allows us to centralize our information and job aide resources. The search feature is so powerful that our associates are often able to find the content they are looking for before they even finish typing the search term.”

Social Media Management Tools

Social media management tools like Hootsuite help you coordinate your messaging across multiple social networks. You can schedule and monitor posts, measure engagement rates, and generate detailed analytics reports. 

With these insights, you can adjust your strategy to meet customer needs. Social monitoring features also help you detect sentiment and boost customer satisfaction. A communication plan should include designated social media accounts, roles and responsibilities, posting guidelines, and response times.

Email Automation Software

Automated emails can be a powerful tool to deliver fresh content and engage with customers. Distribute communication plans through automated email marketing software such as MailChimp. 

These tools include features to segment your lists and set up drip campaigns, so you can send the right message to the right person at the right time. You can also use it to track customer actions and generate detailed analytics reports.

Intranet Systems

An intranet system helps employees collaborate around documents, tasks, and projects in one central location. You can also use this platform to distribute communication plans, send notifications about upcoming events, and clarify roles and responsibilities. 

For example, asynchronous communication tools like Slack allows you to create multiple channels for specific projects and topics—streamlining communication processes and making it easier for teams to stay in sync.

Implement a Communication Plan and Streamline Your Processes

A communication plan brings consistency to a project or initiative and helps you manage change. Consider the needs of your audience, select suitable tools and channels, and start crafting a plan that works for everyone.

With the right tools and processes in place, you can ensure that all stakeholders are on the same page—minimizing miscommunications, reducing errors, and ultimately boosting customer satisfaction. Helpjuice can help you create a central hub of information and resources. Get in touch to see how we can help you streamline your internal processes.  

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How to write a communication plan (with template and examples)

Communication is one of the product manager’s primary responsibilities. After all, a PM can’t do their job without effectively communicating risks, dependencies, and changes.

In small companies, communication is somewhat more intuitive and often easier to manage. The problems begin to appear when the company grows.

A bigger company means more teams, more stakeholders, more initiatives, and more of everything. Beyond scale-ups, communication often becomes either too chaotic or too infrequent.

In cases like that, having a robust communication plan can be a life saver. In this guide, we’ll demonstrate how to write a communication plan in six easy steps. You can also use our free communication plan template , which contains both a blank spreadsheet for you to fill out and a practical example to help you get started.

What is a communication plan?

A communication plan is an inspectable artifact that describes what information must be communicated as well as to whom, by whom, when, where, and via what medium that information is to be communicated. In addition, a communication plan outlines how communications are tracked and analyzed.

A communication plan can take various forms. For example, it might take the form of a(n):

• Weekly checklist
• Spreadsheet
• Automated Trello board

In general, a communication plan should be whatever works for you and your team, as long as it allows you to inspect and adapt your approach to communicating with others.

Benefits of a communication plan

Investing time in creating and maintaining a communication plan brings many benefits. A communication plan serves as a(n):

Checklist and reminder

Inspectable artifact, alignment with stakeholders.

Who hasn’t forgotten to inform some critical stakeholder about a recent change/discovery?

Product management is such a fast-paced and dynamic profession that it’s very easy to let small details slip. Unfortunately, it’s these small details that often matter the most.

A written communication plan serves as a checklist that ensures minute details don’t slip too often. Whenever something relevant happens, you can easily refer to your communication plan to double-check whether you’ve connected with everyone who needs to be in the loop.

A tangible communication plan allows product managers to slow down, inspect, and adapt their current processes.

Whenever there’s a communication mishap, they can review what led to it and adjust their approach to communication. A concrete plan makes a vague and sometimes intimidating term such as “communication” more tangible.

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A communication plan, when done well, brings alignment and facilitates input from other stakeholders. It also lays out expectations of how communication is being handled and executed.

If stakeholders feel they aren’t getting all the relevant information, they can quickly check the communication plan to see what they are missing and what is lacking in the communication process that is causing them to miss that information. If they find the communication inadequate, they can share their feedback with the communication plan owner.

It’s easier to facilitate feedback and alignment when something is on paper.

How to create a communication plan in 6 steps

As mentioned above, there are various ways to create a communication plan.

A simple way to write a communication plan is to answer six questions:

• What type of information do you produce?
• Who should receive that information?
• How often should they receive it?
• What channels are most appropriate for this type of information?
• When is communication done for that type of information?
• Who should make sure it happens?

1. What type of information do you produce?

Start by reviewing what information you produce and process.

If you manage roadmaps , you probably produce a lot of information regarding roadmap changes, delays, and anything else that may relate to roadmaps.

If you manage releases, you also produce information regarding the release progress, stage, and anything else that related to releases.

Capture it all.

To make it easier, start with the broader, more general concepts. And if you notice the need for more precision, split them into more detailed communication positions.

2. Who should receive that information?

For a given type of information you produce or process, who should receive it? These are usually people who are:

• Direct stakeholders
• Dependent on the initiative
• Contributing to the initiative

Investing some time in defining the receipts has two main benefits.

First, it ensures you don’t miss a critical person in your communication flow, but it also helps you answer the question of who is not interested in certain information. Over-communication creates noise and should be avoided.

3. How often should they receive it?

You should identify the frequency of updates being sent out depending on the information being shared and which stakeholders are included. Should it be daily, weekly, biweekly, monthly?

You probably won’t nail it at first, but that’s OK. What’s important is to search for a sweet spot between over-communication and under-communication.

Although it might seem excessive at first, finding the right balance will be increasingly important as the amount of and need for communication grows over time.

4. What channels are most appropriate for this type of information?

What medium is most suitable for a given type of information?

For example, it would be silly to inform someone about a mission-critical dependency in a comment under a Jira ticket. At the same time, you shouldn’t spam other people’s Slack with every minor change.

Before sending out an update, ask yourself:

• Where would people seek such information?
• How fast should it reach the audience?
• How critical is it?
• Is it a one-sided update or a potential conversation starter?

The answers to these questions will help you find the best channel for the given information piece.

5. When is communication done for that type of information?

Many people fall into the concept trap that once you send out a message, your communication responsibility is over. This is not always the case.

If you send a company-wide FYI update, then yes, your job is probably completed when you press send, but what if you have roadmap changes that impact multiple teams. Shouldn’t you be making sure everyone on those teams are informed?

In cases like that, you can’t say you are done just because you’ve sent a message. You should chase all key stakeholders and ensure that they have read and understood your message to avoid any misconceptions.

Let’s face it: messages sometimes slip. Your job isn’t to send messages, but to ensure everyone is on the same page. It’s not the same thing.

I’m a fan of having a simple definition of done for communication items. Sometimes, it’ll just mean pushing an update. Other times, it might mean getting a signature of approval from another stakeholder.

6. Who should make it happens?

Last but not least, if it’s everyone’s responsibility to make sure communication happens, then it’s no one’s responsibility.

Although the whole team should be responsible for ensuring effective communication, I believe in having a dedicated owner for a given communication stream. The owner can be permanent or rotate every sprint.

If you have communication owners in place, the chance of communication actually taking place increases dramatically.

Communication plan example

Let’s take a look at an example of a communication plan created using the framework I just outlined:

This communication plan can now serve as an artifact for alignment, process improvement, and double-checking if everything is communicated as needed.

Since some of the items in the communication plan happen as needed, it’s imperative to review the artifact on a regular basis. Otherwise, details are bound to slip sooner or later.

Communication plan template

To make it easy to get started with creating your own communication plan, we’ve created a communication plan template for you. Click File > Make a copy to customize the template.

When you start, ask yourself:

• What you want to communicate
• By what channel
• When you consider the communication as done
• Who should own the given communication item

Although it may lack in the beginning, use it as an inspectable artifact to improve your communication approach every sprint. I promise you, it’ll make your job as a product manager significantly easier.

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How to Write a Communication Plan in 10 Steps

A communication plan can help you effectively communicate with your audience, employees, and stakeholders. Read this guide to learn the basics.

Effective communication can help improve every aspect of your business by enabling you to share information with customers and the public. However, your communication shouldn't be spontaneous because saying the wrong thing at the wrong time can damage your reputation.

How do you communicate with your customers? Successful businesses know they can't respond to every customer inquiry, concern, or public relations issue as they happen; you must have a communication plan to help you prepare for answering tough questions.

A communication plan can help you respond to customers and the public, get the word out about new products and services, deliver your key brand messaging, and recover when there's a public relations blunder. If you're wondering how to market your business , you'll need to start with a comprehensive plan of action.

What is a communication plan?

A communication plan is a thorough plan explaining the actions you'll take to communicate information to stakeholders. It ultimately identifies your essential brand messaging, including branding basics like your value proposition, while using different types of storytelling to share information with the public. In addition, every communication plan has a crisis management strategy built in to help you respond in times of a crisis, so it's important to have conflict resolution skills .

Communication plans can be used for almost every aspect of your marketing strategy throughout different types of marketing , enabling you to communicate your key messages. It may also help you identify which personalized campaigns you'll use to share this information. Your communication plan will cover everything from discussing product launches with the media to handling a crisis.

Companies without plans are unprepared when there's a potential threat to their reputation. For example, if your product was misused and caused harm, you'll need a strategy for how to deal with the repercussions, including how to answer journalist questions. Most small businesses don't have to worry about worldwide PR nightmares, but reputation management is still vital to any effective communications plan.

How to write a communication plan

Your plan is part of your communication strategy. It'll need to cover several elements, including how you'll talk about your products and services and how your business will handle a crisis. For example, a project communication plan can help you discuss new products with investors, while an all-encompassing plan can be used to support key stakeholders deal with potential disasters.

Here's how to write an effective communication plan.

Review your existing methods of communication and guidelines

Your strategic plan should reflect on existing communication methods and guidelines to determine what works and doesn't. Some small businesses might not have a plan at all, allowing them to start fresh. However, if you have a plan, you'll need to go through it to determine if any areas are still relevant to your company.

For example, if you're writing a project communication plan for a new business, you'll need to convey different messages to stakeholders, such as deadlines and action items. Meanwhile, if you're writing a communication plan for a product launch, reviewing your marketing strategies to ensure they align with your new messaging is a good idea.

Identify the objectives based on your findings

Always define your goals after analyzing the existing communications materials. During your audit, you may have missed key marketing collateral like flyers or packaging designs to launch your new product effectively. Laying out your goals after identifying gaps is crucial to ensure you have a successful plan in place.

It's best to have specific and measured goals before starting your communications planning to ensure it can accomplish all essential objectives. For example, a company launching a new product might have a goal of increasing sales within the first month by 15%.

Different departments in your organization might have different communications plans. For example, your warehouse management team may have a plan to pitch new packaging to save money on shipping costs. This team would then need to identify specific goals, such as reducing shipping costs by x amount.

No matter the goals, they can help you have something to aim for with your communications plan. They'll also give you something to measure against after you get your initial baseline metrics.

Pinpoint your target audience

Identifying your target audience before writing your communications strategy is crucial because you need to understand who the plan is for. If you're writing a crisis communications plan, you'll write it for stakeholders like the CEO or a PR representative to speak on behalf of the company. In addition, if you're writing a communications plan for launching a new product, you'll need to consider who your customers are and how you'll market to them.

Make a draft

Now that you know your goals and who you're writing for, you can begin your first draft. If you already have a template to work from, you can start filling it in. However, if this is your first time writing a communications plan, you can begin with an outline to help you identify the essential messaging points.

Your communication plan should have information detailing what the plan is used for. For example, if it's used for product marketing, it should clearly state its purpose and appropriate times to use it. It should also include a crisis communication plan describing how potential problems will be handled and by whom.

Depending on your communication plan type, you may also specify different marketing campaigns or ways you'll achieve your goals, including steps to reach your objectives.

Obtain feedback

Get feedback from the appropriate team or audience to help you identify pain points and areas of improvement in your plan.

For example, if your communications plan is meant to help stakeholders deal with crises and threats to the company's reputation, you can talk to stakeholders directly about different responses to common issues. Many project stakeholders are experts in their fields and may have experienced some of these crises within their careers, which can help you get valuable feedback on handling them.

Additionally, if you're creating a communications plan for employees, you can speak to them directly or send them your draft to obtain feedback.

Determine which communication channels you'll use to distribute your message

How and where you distribute your message depends on the type of communication plan you have. For example, if you create a communications plan for employees, you'll likely distribute it internally via email.

However, if you make a communications strategy for stakeholders, you can discuss it with them in person to help them understand what it's for and how to use it.

Meanwhile, if you're trying to share your message with customers, you might use email marketing newsletters, leverage social media, or put it on your website in a strategic place, depending on what the message is.

Create a schedule

The timing of your message is just as important as the message itself. For example, if there's a crisis and you don't act fast enough, it can be challenging to recover, which is why a plan is vital in the first place.

Let's say you have a PR nightmare on your hands, and the media is making misleading claims about your company. In this case, you'll need to act fast to refute those claims and use various small business PR strategies to get your message out, including using social media to communicate with customers and the public and scheduling interviews with journalists to tell your side of the story.

The same is true if you're launching a product. Timing your message can help generate buzz and excitement before the release date. Then, when your product launches, you already have customers interested in purchasing it.

Know who's responsible for delivering the message

The type of communications plan you create will dictate who is responsible for delivering the message. For example, if you're launching a new product, your marketing team will likely market it through various strategies and channels. Meanwhile, if there's a reputation crisis, your CEO or a representative from the company will probably deliver the message to the public.

Conduct a final review

Once you've finished your communications plan, give it one more review with the team to ensure everyone is on the same page. By now, you should have all the information you need in terms of feedback, but reviewing it one more time can help you catch any potential issues, including grammatical mistakes or confusing action items.

Test and analyze your results

Once your communications plan is complete, you can start testing it and measuring your results. As you already know, you should always continue improving on your strategies. You can measure the results of your plan after it's presented. For example, if you launched a new product intending to increase sales by 15%, you can measure your progress throughout the campaign.

If you don't reach your goals, you at least now have a baseline to help you create more realistic objectives for your next communication plan.

Top components of an effective communication plan

To build an effective communications plan for any department, you'll need these elements:

• Intended audience: Who is your message intended for? Depending on your goals, this could be anyone, from customers to internal employees.
• Message format: What will your plan look like? The format of your message depends on what you've used in the past and what has worked. For example, you may use a simple PDF structure when working directly with stakeholders so everyone has a copy.
• Distribution: How will you share your message? How you share your message depends on what type of message it is. For example, if you're sharing news of a new product, you have many channels to choose from, including ads and social media.
• Timeline: When will your plan begin and end? Your plan timeline varies depending on the project, but you should always have a start and end date to ensure you can effectively measure your performance and progress.
• Message source: Who will share your message? The person who shares your message could be anyone, from the head of HR to the CEO, depending on your type of communication plan.

Why is communication planning important?

Communication planning is important because it can help you effectively communicate with your audience, giving you the right thing to say at just the right time. It can also help everyone understand their role in the strategy. For example, for a product launch, product development is responsible for creating the product, while marketing is in charge of getting the word out to the public.

Communication plans can also improve stakeholder and client relationships by helping everyone get on the same page and plan easily. With a good communication plan, no one is left in the dark. Additionally, it can help those using the communication plan to articulate smart responses quickly, which can be beneficial when your reputation is at risk.

To summarize, a few of the advantages of communication planning include:

• Effectively communicate with your audience
• Understand individual and team responsibilities
• Improve stakeholder and client relationships
• Articulate smart responses quickly

Avert a crisis with comprehensive communication planning

Communication planning is key to the success of any company because it can improve internal communication and your relationships with the public. Anyone can write a communications plan and share it, but what's most important is the message.

Ready to share your communications plan with customers, employees, or stakeholders? Draft your communications plan and share it with Mailchimp. With our email editor, you can design simple yet elegant emails to share messages with your audience.

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Why Your Business Needs a Communication Plan

by Mike Vestil  

Communication is the backbone of any organization, and having a clear and effective communication plan in place is essential for success. A communication plan is a document that outlines the objectives, strategies, and tactics a company will employ to communicate with its stakeholders.

This plan describes the information that needs to be communicated, who needs to receive it, and how it will be relayed. With a well-formulated communication plan in place, organizations can enhance collaboration, resolve conflicts, and improve overall performance. In this article, we will delve deeper into the importance of having a communication plan and how you can develop an effective one.

Introduction

A communication plan is a document that outlines the strategies and approaches that a company will use to communicate with its stakeholders, including employees, customers, suppliers, and investors. It is a formalized plan that identifies the goals of communication, target audiences, key messages, and timing.

The purpose of a communication plan is to ensure that all communications are consistent, effective, and audience-appropriate. It provides structure and guidance for communication-related decisions and actions, thereby minimizing confusion and maximizing the impact of communication efforts.

The importance of a communication plan cannot be overstated, as effective communication is integral to successful business operations. A well-designed plan can help a company build strong relationships with stakeholders, enhance brand reputation, and achieve organizational objectives such as revenue growth, customer satisfaction, and employee engagement.

The purpose of a communication plan is to establish a framework that guides communication efforts within a project, organization, or team. The plan outlines the goals, objectives, and strategies to be used when communicating with various stakeholders, such as employees, customers, suppliers, investors, and the media.

The plan’s primary objective is to ensure that stakeholders receive the right message at the right time through the right channel. By doing this, the plan helps reduce communication inefficiencies, misinterpretations, and errors, which can lead to negative outcomes, such as delays, disputes, low morale, and lost opportunities.

Furthermore, the communication plan serves as a reference document that ensures consistency in communication across the organization, project, or team. The plan establishes guidelines for language, tone, style, format, and content, ensuring that communications remain aligned with organizational values, branding, standards, and legal requirements. By doing this, the plan enhances the organization’s reputation, credibility, and trust, which are critical in building relationships and achieving success.

The communication plan also helps to identify potential communication risks, such as misunderstandings, conflicts, cultural differences, and information overload. By analyzing these risks, the plan outlines mitigation strategies that help reduce the likelihood and impact of the risks. In addition, the plan outlines the roles and responsibilities of the communicators, ensuring that everyone understands their duties and obligations concerning communication. This helps to avoid confusion, duplication of effort, and omission of critical communication activities.

Overall, the purpose of the communication plan is to provide a roadmap for effective and efficient communication that supports the organization’s strategic objectives, enhances stakeholder relationships, reduces communication risks, and ensures consistency and alignment in communication activities. By having a well-crafted communication plan, organizations, projects, and teams can communicate effectively, build trust and credibility, and achieve their goals.

A communication plan is a document that outlines how an organization will communicate with its stakeholders, including customers, employees, suppliers, and investors. This plan is important because effective communication is essential for achieving organizational goals and objectives.

Without a communication plan, the organization may experience confusion, miscommunication, and ultimately failure. A communication plan can help to build relationships with stakeholders, increase employee engagement, improve customer satisfaction, and enhance the organization’s reputation.

It can also be used to manage crises and mitigate the impact of negative events. By identifying key messages, target audiences, communication channels, and metrics for evaluating success, a communication plan can ensure that the right message is delivered to the right people at the right time.

Key Elements of a Communication Plan

One of the most critical aspects of a communication plan is identifying the target audience. It is essential to know who the message is intended for so that it can be tailored to meet their specific needs, interests and preferences. The audience can be defined by demographics like age, ethnicity, gender, income, or location. It can also include psychographic information such as personality traits, values, lifestyles, and attitudes.

Understanding the audience becomes even more critical for international or multicultural audiences as barriers such as language and cultural differences can lead to misinterpretations, misunderstandings and even mistrust.

Once the audience has been identified, the next step is to determine the appropriate message that resonates with them. Messages can either be informational or persuasive, depending on the desired outcome. The message should be clear, concise, and consistent across all channels. The tone and language used should align with the audience’s communication style and preferences while conveying the intent effectively.

The channels selected to deliver the message should also align with the audience’s behavior and preferences. Traditional channels such as newspapers, radio, and television may not be the best choice for a younger audience as they prefer social media platforms. Likewise, direct mail may not be an ideal choice for an audience that prefers email communication. The channels chosen should provide maximum exposure to the audience, and the mode of delivery should be easy to access and convenient.

Timing is another crucial factor to consider when communicating with an audience. The message should be communicated at a time that is convenient for the audience and aligns with their schedules. For example, if the target audience is working professionals, it may be advantageous to send communications outside of working hours or on weekends when they are most likely to check their emails or social media accounts.

Finally, the responsibility for executing an effective communication plan may vary depending on the size and complexity of the project. It may be the responsibility of an individual or a team to manage the plan and ensure its successful execution. The team members responsible should have clear roles and responsibilities, and deadlines should be set to ensure timely delivery of the message.

The subsection Message is a critical aspect of any communication plan as it is the information being conveyed to the target audience. When crafting a message, it is essential to understand the audience and tailor the message to their needs and interests, ensuring it resonates with them.

The message should be clear, concise, and easily understood by the target audience. The language used should also be appropriate for the audience, avoiding technical jargon and using simple language where necessary. Furthermore, the message should be consistent across all channels to ensure that it is easily recognizable and reinforces the core message.

It is also crucial to consider the tone and style of the message. The tone should match the intent and be appropriate for the subject matter. The message should be positive and convey a sense of authority and credibility to gain the trust of the audience. Additionally, the message should be emotive and appeal to the audience’s emotions as this can help to create a deeper connection with the message.

When crafting the message, it is essential to consider the key messages that need to be conveyed. These are the most important points that need to be communicated and should be prioritized over any other information. The key messages should be simple, memorable, and directly related to the audience’s needs and interests. They should also be consistent with the brand’s values and messaging.

One key consideration when crafting a message is the use of visuals. Images, videos, and other visuals can help to convey messages more effectively, create a deeper connection with the audience, and make the message more memorable. However, it is also essential to consider the appropriateness of the visuals and ensure they match the tone and message of the overall campaign.

In conclusion, the message is a critical aspect of any communication plan and should be carefully crafted to ensure it resonates with the target audience. The message should be clear, concise, and easily understood, appropriate for the audience, and consistent across all channels. The tone and style of the message should match the intent and be positive and emotive. Furthermore, key messages should be prioritized, and visuals should be used where appropriate to help convey the message more effectively.

Channels refer to the various methods of communication used to deliver messages to the target audience. It is important for an organization to choose the most effective channels based on the audience’s preferences, needs, and behaviors.

The most common channels include email, social media, websites, newsletters, blogs, and direct mail. Email is a popular and efficient channel for delivering messages to a large audience quickly. Social media is also a powerful tool for reaching a large audience, especially younger generations who spend a significant amount of time online.

Websites serve as a hub for information and can be used to disseminate a variety of messages. Newsletters and blogs can be used to provide detailed and engaging content about the organization’s activities and initiatives. Direct mail can be an effective channel for reaching audiences who may not have access to digital channels.

The Timing subsection in a communication plan is crucial as it ensures that the right message is communicated to the intended audience at the appropriate time. Proper timing is an essential component of an effective communication strategy. The timing of communication is critical as it can have a significant impact on how the message is received and perceived by the audience. In determining the timing for communication, it is essential to consider the audience, the message, and the channels that will be used.

The audience is a critical consideration when determining the timing of communication. Knowing the audience’s schedule, location, and availability is essential as it ensures that the message is delivered when the audience is most receptive. The timing of communication also depends on the audience’s demographics, such as their age, gender, and occupation. For example, if the target audience is working professionals, it is best to communicate during business hours when they are most likely to be available.

The message itself also plays a crucial role in determining the timing of communication. The level of urgency of the message, its relevancy, and its complexity all influence when it should be communicated. Urgent messages should be communicated as soon as possible, while less urgent ones can be communicated later.

The relevance of the message to the audience also affects timing. Messages that are timely and have a high degree of relevance are most effective when communicated promptly. Finally, the complexity of the message should also be considered when determining timing, as complex messages may require more time or additional resources to communicate effectively.

The channels used to communicate the message are also essential in determining the timing of communication. Different channels have different timeframes for communication, and it is essential to understand the delivery timeline for each channel.

Some channels deliver messages instantly, such as social media or instant messaging. Others, such as email or direct mail, may take longer to deliver the message. Therefore, it is essential to consider the appropriate delivery channel in determining the timing of communication.

In conclusion, the Timing subsection in a communication plan is a crucial aspect of an effective communication strategy. It ensures that the message is communicated to the intended audience at the appropriate time, and it depends on several factors such as the audience, the message, and the delivery channels used. Effective timing ensures that the message is well received, and the intended communication objectives are achieved.

Responsibilities

The Responsibilities section of a Communication Plan outlines the specific tasks and obligations of each team member involved in the communication process. This section ensures that everyone understands their role in the plan and is held accountable for their individual contribution to the project’s success. Responsibilities typically include a designated spokesperson to deliver the message, content creation, audience targeting, channel selection, message formatting, and timing of communication.

Each team member’s responsibility should be clearly stated and agreed upon, with a plan for communication and collaboration to ensure successful execution. It is essential to have an open line of communication to establish a shared understanding of the plan’s meaning and objectives to avoid confusion and errors. Strong coordination among team members ensures an accurate and consistent message across all channels.

Steps to Develop a Communication Plan

Identify objectives.

Identifying objectives is a critical step in developing a communication plan. These objectives define the purpose and goals of the plan, which will help guide decision-making throughout the planning process. Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART) to ensure they are effective and achievable.

When setting objectives, it is essential to consider the organization’s mission, goals, and values while also taking into account the target audience’s needs, attitudes, and behaviors. Objectives can include increasing awareness about a product or service, promoting a particular message, developing a positive image, or improving customer satisfaction. Once objectives are identified, they can help determine the key messages, channels, timing, and responsibilities required to achieve them.

Analyze Audience

The Analyze Audience subsection of a Communication Plan is essential to identify the target audience and shape the messaging to achieve the desired objectives. Audience analysis is crucial because it ensures the message resonates and connects with the audience, ultimately leading to effective communication. To analyze the audience, one must understand their demographics, psychographics, values, beliefs, attitudes, and behavior patterns.

Demographics refer to the audience’s age, gender, education, income, and occupation. Psychographics encompass the audience’s personality traits, lifestyles, and interests. Values refer to what the audience finds essential, while beliefs encompass assumptions the audience holds to be true. Attitudes refer to the audience’s feelings or opinions about something, and behavior patterns refer to how the audience reacts to something.

Analyzing these factors ensures the audience receives communications tailored to their interests, preferences, and cultural background. Effective audience analysis also involves answering questions such as What information does the audience need? What motivates the audience? What channels are the audience most likely to use to receive information?

Are there any barriers that could prevent the audience from receiving the message? By answering these questions, one gains valuable insights about the audience’s communication needs and preferences. This analysis enables the communication plan to be more targeted, effective, and impactful, resulting in better engagement, feedback, and success.

Develop Key Messages

In developing a comprehensive communication plan, the crucial phase of identifying the objectives and analyzing the audience has to lead to the next step of developing key messages that align with the objectives and resonate with the audience. Key messages are the central ideas, themes, or concepts that you want to communicate to your audience.

It is essential to generate messages that are clear, concise, consistent, and relevant to the audience’s needs, values, beliefs, attitudes, and behaviors. Messages should use simple language, avoid technical jargon, and be tailored to the audience’s literacy level. The messages should highlight the benefits of the proposed action, idea, or product and address any potential concerns or objections that the audience might have.

They should be framed positively and use active verbs to convey action steps in a concrete manner. Key messages should ideally fit on a business card or a one-sentence slogan to make them memorable and easy to share. In developing the key messages, it is critical to involve the stakeholders who will be communicating the messages to ensure that they convey the messages accurately and consistently.

It might be useful to conduct a pilot test of the messages and revise them based on feedback from the target audience. The ultimate goal is to create messages that inspire action and motivate the audience to move towards the purpose of the communication plan.

Select Channels

The Select Channels subsection is a critical aspect of developing an efficient communication plan. Communication is most effective when it is tailored to the appropriate audience and conveyed through the best possible channels. It is essential to consider the audience’s preferences and habits while choosing channels.

Selecting the right channels can help ensure that the messages are delivered and interpreted correctly. Organizations use various channels to communicate, and the best one will depend on the type of message being delivered, the audience, and the desired action. Common communication channels include face-to-face meetings, phone calls, email, newsletters, social media, websites, and advertising.

Face-to-face meetings provide the opportunity for audience engagement and can convey nonverbal cues such as body language, making them ideal for building relationships and gaining feedback. Phone calls can provide a personal touch when face-to-face meetings are not possible.

Email is useful for straightforward messages, such as meeting reminders, but it is not effective for communicating more complex information. Newsletters can be used to deliver information to large groups of people, while social media is ideal for communicating with younger audiences. Websites are an excellent way to provide detailed information and allow audiences to access it at their convenience. Advertising is beneficial for reaching a large audience but can be costly.

When selecting channels, it is also important to consider the organization’s resources and goals. For instance, if the company has limited resources, it may not be feasible to use high-cost advertising channels. Likewise, if social media does not align with the company’s values or goals, then it may not be the best communication channel to use.

In conclusion, selecting the appropriate channels is crucial for the success of the communication plan. Choosing the right channels can help ensure that messages are delivered effectively, leading to improved audience engagement, and ultimately, achieving the communication objectives.

Determine Timing

The timing element is an essential aspect of developing a communication plan. Timing concerns when messages should be conveyed and which events or occasions need to be addressed. Choosing the correct time to deliver messages is just as important as the content of the message itself. The timing of a communication plan must also consider the target audience and their schedules.

A message delivered at the wrong time may not receive the desired response from the audience, and may even result in alienating them. Timing may be sensitive in certain scenarios, such as when announcing a promotion, a merger, or a layoff.

When scheduling messages, it’s critical to consider possible conflicts, potential cultural and religious holidays, and other significant events that may affect the message’s effectiveness or cause people to miss it. For example, If a corporate event is announced the same day as a national holiday, the message may be overlooked, ignored, or generate minimal response. Therefore, the timing of the communication plan must be carefully determined with consideration for the audience, message content, and external factors.

Assign Responsibilities

Assigning responsibilities is a critical component of any effective communication plan. This involves identifying the specific tasks that need to be completed and determining who is responsible for each task. It is important to ensure that each member of the team has a clear understanding of their role and responsibilities to avoid confusion or overlap in tasks.

A clear, comprehensive document outlining roles and responsibilities should be created and communicated to all team members. It is also crucial to continuously monitor and evaluate the progress of each team member to ensure that tasks are being completed on time and to the expected standard.

Assigning responsibilities also involves closely collaborating with team members to understand their strengths and weaknesses and to provide training or support as needed. By clearly defining and assigning responsibilities, team members will feel empowered and motivated to contribute to the communication plan, ultimately resulting in a more successful implementation.

Implement Plan

The implementation stage involves putting into action what has been planned in the previous stages. This is where the communication plan is executed through consistent and proactive communication. It is crucial to have a clear understanding of the objectives, target audience, key messages, channels, timing, and assigned responsibilities before implementing the plan.

One way to ensure the success of the implementation stage is to establish a centralized communication hub to keep all team members informed and up-to-date. The hub must be accessible to everyone involved, and it should contain all the necessary information, including deadlines, content, the target audience, and communication channels.

The implementation stage requires meticulous attention to detail and effective communication among team members. All communication should be consistent, be timely and appropriate for the target audience, and follow the key messages.

To effectively implement the plan, each communication touchpoint must align with the plan’s objectives, and all team members should be aware of their assigned responsibilities’ details. This is a critical stage in the communication plan, and it is essential to monitor feedback regularly and continually review the plan to ensure its effectiveness.

The success of this stage is measured by how effectively the messages are communicated and received by the target audience. Metrics such as website traffic, social media engagement, email open rates, and other relevant data should be analyzed to determine the effectiveness of the communication plan.

Based on these metrics, adjustments can be made to improve the plan’s overall effectiveness. The implementation stage requires continuous monitoring and improvement to ensure the communication plan’s overall success, leading to the desired outcomes.

Evaluate Effectiveness

Evaluating the effectiveness of a communication plan is crucial to refine its strategy, assess its impact, and determine its success. It involves measuring the progress towards achieving the set objectives, analyzing the feedback and response from the targeted audience, and identifying areas that need improvement.

The evaluation process enables the team to make data-driven decisions and adapt the plan to suit the changing needs of the audience and organization. It helps to ensure that the plan aligns with the overarching goals of the company, and the message is delivered cohesively across all communication channels.

To evaluate the effectiveness of a communication plan, the team should first define the metrics that they will use to assess the performance of the plan. These metrics should be based on the goals and objectives identified earlier, so that they are relevant and measurable. Depending on the organization’s priorities, these metrics can include a range of factors such as engagement rate (click-through, open rate), conversion rate, audience reach, and feedback received. By tracking these metrics, the team can determine the success of the plan and adjust it accordingly.

Another crucial aspect of evaluating effectiveness is analyzing the response from the audience. This can be done by collecting feedback from various sources such as surveys, focus groups, social media, and customer service channels. The team should carefully review the feedback received, identifying patterns, and areas that require improvement. By doing so, they can make data-driven decisions and tailor the communication plan accordingly. Additionally, conducting audience research can be beneficial in understanding the needs and preferences of the audience and refining the key messages in the plan.

Regularly monitoring the plan’s progress is also critical to evaluate its effectiveness. This involves setting up checkpoints and milestones throughout the campaign to assess the performance against the pre-defined metrics. By doing so, the team can proactively identify any areas that require attention, adjust the plan, or take corrective action before it’s too late.

In conclusion, evaluating the effectiveness of a communication plan is a critical component of ensuring its success. By defining measurable metrics, analyzing feedback, and monitoring progress, the team can refine the plan and make data-driven decisions that align with the organizational goals. This process also allows the communication team to adapt to changing needs and ensure that the message is delivered effectively to the audience.

Examples of Communication Plans

Internal communication plan.

Effective communication is a crucial element in any organization, and a well-implemented internal communication plan can prove to be immensely beneficial. An Internal Communication Plan is a documented strategy that outlines how information is disseminated and received within an organization.

The aim of this plan is to ensure that employees get the necessary information in a timely manner, that there are open channels of communication, and that employees feel engaged and involved. Such a plan aims to build a culture of transparency, trust, and collaboration within the organization. An effective Internal Communication Plan must identify the key communication objectives, target audience, channels, and frequency.

Essentially, the plan aims to promote employee engagement, ensure smooth flow of information, and facilitate decision-making processes. Some of the key benefits of a well-executed Internal Communication Plan are improved employee satisfaction, increased teamwork and collaboration, enhanced organizational culture, increased productivity and improved morale.

Crisis Communication Plan

The Crisis Communication Plan is an essential component of any organization’s communication strategy. This plan outlines the protocols and procedures that an organization will follow in the event of a crisis or emergency situation. A crisis can take many forms, such as a natural disaster, workplace accident, product recall, or reputational damage.

The purpose of a Crisis Communication Plan is to minimize the impact of the crisis on the organization and its stakeholders by providing timely, accurate, and consistent communication. The plan should address several key elements, including the chain of command, communication channels, messaging, and spokespersons.

The chain of command in a Crisis Communication Plan defines the roles and responsibilities of different members of the organization during a crisis. This includes the crisis management team, public relations staff, and other key personnel. The plan should also specify how communication will flow within the organization and to external stakeholders.

The communication channels that are used will depend on the type of crisis and the target audience. For example, social media may be an effective way to reach customers during a product recall, while traditional media outlets may be more appropriate for communicating with investors or the general public.

The messaging in a Crisis Communication Plan must be consistent, clear, and transparent. The plan should specify the key messages that will be communicated, as well as the tone and language that will be used. It is important to be upfront about the situation and to provide regular updates as new information becomes available. The Crisis Communication Plan should also address potential challenges, such as rumors or misinformation, and provide guidance on how to respond to them in a timely and effective manner.

Finally, a Crisis Communication Plan should identify spokespersons who will be responsible for communicating with the media and other stakeholders. These spokespersons should be trained and prepared to handle difficult questions and to provide consistent messaging throughout the crisis. The plan should also outline the procedures for media interviews, press conferences, and other public appearances. By having a well-designed Crisis Communication Plan in place, organizations can minimize the impact of a crisis on their reputation, their stakeholders, and their bottom line.

Marketing Communication Plan

A Marketing Communication Plan is a comprehensive document that outlines an organization’s approach to promoting its brand, products, or services to target customers. It is a subset of the larger communications plan, and it typically includes strategies for advertising, public relations, sales promotions, direct marketing, and personal selling.

The plan must identify the target market, positioning, and key messages, as well as the marketing mix that will be used to communicate these messages. It should also allocate a budget, specify a timeline, and identify the metrics that will be used to measure the effectiveness of each tactic.

The Marketing Communication Plan must coordinate with other divisions of the organization to ensure that their efforts are complementary and aligned with the overall business goals. A well-presented Marketing Communication Plan will increase brand awareness, customer engagement, and ultimately lead to growth in revenue.

Project Communication Plan

The Project Communication Plan is a key component of any project management process, which outlines how communication will be handled throughout the lifespan of a project. The objective of creating a communication plan is to ensure all stakeholders have the information they need to carry out their roles and responsibilities to keep the project on track.

A good project communication plan helps in fostering clarity, teamwork, and promotes transparency. A plan should include guidelines on the types of communication, frequency, format, responsibility, and escalation process. The plan should also identify the stakeholders involved, their interest, contact information, and their communication needs.

The Project Communication Plan should include the purpose and scope of the communication activities to ensure that stakeholders receive the right information at the right time. These may include regular updates on the progress of the project, the budget status, and change orders. The plan should also identify potential communication challenges such as language barriers, time-zone differences, and other cultural differences that may affect the team’s ability to communicate.

The plan should also detail how information will be shared, including the method of delivery and an agreed-upon format. Creating templates for regular communication, such as status reports, progress reports, and meeting minutes, can help to establish consistency in the communication process.

The Project Communication Plan should also identify who will be responsible for communication activities, which includes both the communication deliverables and the communication process itself. Communication roles and responsibilities should be assigned to ensure that everyone involved understands their participation and when they will contribute to the process.

A communication matrix should be established showing who is responsible for which type of communication, how often, and to whom. This matrix should be available to all stakeholders for easy reference throughout the project.

Regular communication with stakeholders is important in managing project risks. Frequent communication helps to identify and address issues before they have a significant impact on the project. The Project Communication Plan should include contingencies for managing communication, such as the escalation process for issues that require immediate attention or the need for additional communication touchpoints during times of crisis or stress. Crisis management should be addressed in the project communication plan, including a communication strategy for dealing with unexpected events that may arise throughout the project lifecycle.

In conclusion, the Project Communication Plan is a foundational tool for effective project management. The plan should include guidelines on the types of communication, frequency, format, responsibility, and escalation process. When creating a plan, it is essential to identify the stakeholders involved, their communication needs, and to establish clear roles and responsibilities. Regular communication with stakeholders helps to ensure the project stays on track, and potential issues are addressed before they become significant problems.

The section on Summary provides a succinct overview of the Communication Plan. It gives readers a clear understanding of what the Communication Plan is, who it is meant for, and its relevance in today’s business environment. It underscores the need for organizations to have a communication strategy that aligns with their business goals and objectives. The summary highlights the key elements that make up a communication plan, including the definition of the target audience, the message to be communicated, the communication channels to be used, and the evaluation metrics to measure the plan’s effectiveness.

Moreover, the summary emphasizes the importance of having a clear communication plan to ensure that all stakeholders are informed and engaged, thereby improving organizational efficiency and productivity. The Communication Plan is essential for managing internal communication within an organization, communicating with customers, sharing critical business information to suppliers or partners, and managing crises, among others. Therefore, companies should take the time to develop and implement a communication plan that is tailored to their specific needs and goals.

The summary also highlights the need for continuous evaluation and improvement of the communication plan to ensure that it remains effective and relevant. In the current business environment, where technology and trends are continuously changing, organizations must be agile and adaptable in their communication strategies.

The summary concludes by reiterating the importance of having a communication plan that aligns with an organization’s culture and values, as well as its business objectives. By doing so, companies can enhance their reputation, improve employee engagement and productivity, and build lasting relationships with customers and other stakeholders.

Future Considerations

In planning for the future, it is important to understand that communication plans should be reviewed and updated on a regular basis to ensure their effectiveness. The world is constantly changing, and so are communication technologies and methods. As such, companies and organizations need to remain agile and adaptable to remain relevant in their industries. Moreover, it is essential to monitor the success of communication plans and make the necessary adjustments to achieve the desired outcomes.

Future considerations for communication plans should include an evaluation of emerging technologies like artificial intelligence and machine learning, which have made significant strides in enhancing communication channels.

Other factors to consider include shifts in consumer behavior and preferences, regulatory changes, and disruptions to the market. New developments like the Internet of Things (IoT) and wearable technology will also have an impact on communication plans. These technological advances will pave the way for new strategies such as a greater emphasis on personalized communication and the use of virtual and augmented reality to create more immersive experiences.

Another future consideration for communication plans is the need to address the changing demographics of the workforce. Millennials and Generation Z are becoming a larger part of the workforce, and they possess different communication preferences and styles compared to their predecessors. As such, communication plans need to cater to these audiences by incorporating social media platforms and mobile apps that these generations use more frequently.

Lastly, communication plays a crucial role in crisis management. Therefore, companies and organizations should have a crisis communication plan in place to mitigate any potential risks. This plan should include a clear chain of command, predefined communication channels, and a messaging framework that addresses different scenarios. The plan should be reviewed and updated regularly to ensure its effectiveness.

In conclusion, future considerations are essential in communication planning to maintain a competitive edge in the constantly evolving business landscape. Companies and organizations that are proactive and adaptable to change are more likely to succeed in their goals. Future considerations may include emerging technologies, shifting demographics, and crisis management plans that are reviewed and updated continuously to remain effective.

Communication Plan — FAQ

1. what is a communication plan.

A communication plan is a document that outlines the strategies and tactics to effectively deliver information to a target audience. It also establishes the roles and responsibilities of individuals involved in the communication process.

2. Why is a communication plan important?

A communication plan is important because it helps ensure that messages are clear, consistent, and relevant to the target audience. By defining roles and responsibilities, it also ensures that the right message is delivered to the right people at the right time.

3. How do you create a communication plan?

To create a communication plan, start by identifying your target audience and what information they need to know. Then, determine the best channels and tactics to reach them. Next, develop a timeline and assign roles and responsibilities to individuals involved in the communication process. Finally, establish a system for evaluating the success of your plan.

4. What are the key components of a communication plan?

The key components of a communication plan include identifying your target audience, defining your key messages, determining your communication channels and tactics, establishing a timeline, assigning roles and responsibilities, and setting metrics for measuring success.

5. How often should a communication plan be updated?

A communication plan should be updated whenever there are changes to your target audience, key messages, or communication channels. It may also need to be updated if there are changes in the organization’s priorities or if the plan is not meeting its objectives.

6. What are some common challenges in implementing a communication plan?

Some common challenges in implementing a communication plan include lack of resources, resistance to change, and difficulty in measuring the effectiveness of communication strategies. It is important to address these challenges by securing adequate resources, involving stakeholders in the planning process, and establishing clear metrics for measuring success.

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How to Write a Communication Plan

Sarah Mai & Samantha Scott

Aug 5, 2021

12 min. read

Communication is key to running a business. Full stop. The secret is to have a solid communication plan in place to keep all your teams and stakeholders aligned. But how do you write a communication plan and what exactly is it? In this blog, we’ll explore 10 key steps to writing a communication plan for easy reapplication across multiple channels.

Table of Contents

What is a Communication Plan?

What is the difference between an internal communication plan & external communication plan, what should a communication plan include.

A communication plan is a document and/or calendar that provides marketing & PR teams a cohesive structure for crafting their messages. It is designed so everyone has a clear understanding of which stakeholders should be contacted and when.

Your plan is the glue that helps your campaign from hitting any roadblocks and it’s a bible to refer to when marketers get stuck in a messaging rut (or rather, try too hard to get out of a well-established rut - not all ruts are bad when it comes to branding ). 

When writing a communication plan, think of it as a template that you'll be able to use for all different communication efforts. Speaking of templates, we have a free communication plan template available just for you!

Communication from a marketing and PR perspective covers a lot of bases, and cohesion in planning across all teams is super important.

An internal communications plan is the framework you use when communicating with all your employees. The types of communications in your plan can include company updates, product announcements, and other important business news. These internal updates will often be delivered by way of an internal newsletter . 

An external communication plan outlines how, when, why, and where you need to connect with your different audiences, such as social media followers and email subscribers, and other external stakeholders such as investors. 

Planning this communication, whether internal or external, requires having a clear strategy so you know who needs to be contacted first and what you want to accomplish when you deliver the message. Is the objective to encourage employee engagement around some exciting company news? Then you need to connect with your social media manager first. Is the objective to announce a new software update? Then you may want to connect with the product marketing team to anticipate some FAQs. 

The more specific you can be with times, dates, media contacts , goals, and objectives for each communique, the more useful your communication plan will be in keeping everyone aligned. 

An effective communications plan should include:

A clear schedule

Who needs to be communicated with and when? Have a list of all possible stakeholders, both internal and external, who will be receiving communication from your company.

For example, if you’re announcing a product update, will it include a press release? Does it need to be announced to investors first? How soon after the press release goes out will you send internal communications ? 

Make sure you include the specific goals behind each type of communication from your company. Note that the goals should apply specifically to the communication method (such as social or email). We'll go into this more below.

Key messages

What are the key messages you want to get across in your communication? This should be related to your goals. If your CEO is speaking at a conference, you make send him a communication plan that highlights key messages he/she must include in the presentation around your market share, your hiring expectations, or new markets you've recently entered.

These key messages should be tailored to the demographic you are trying to reach, and fit the medium you are using to communicate them through.

Tip: Remember to think about how your brand voice and personality when developing the key messages during your communications planning.

When crafting your plan, here are 10 steps that are important to keep in mind for effective communication with your key stakeholders. Your strategy will always evolve, and it's important to let it, however, the steps below provide a great starting point for building a template that can serve as a reference point for your organization:

1. Identify the current status

Start mapping out your communication plan based on the current status of your marketing strategy and the ROI you saw the previous year. Analyzing your social media reporting, or marketing reporting , in general, will be critical when it comes to informing the direction of your strategy.

This way, you can design your plan more confidently, based on the data. It is important to not get too hung up on historic data, however, given that the subject of your upcoming communication will usually be different. But you can still analyze receptiveness based on time of year, time of day, news outlets that performed better, multimedia style (video vs still image for example), etc.

You can do this analysis yourself, but it can be a lengthy process. If you already have a media intelligence solution like Meltwater, you can use it to gain in-depth insights into how your current and past communication strategy is working, track industry developments, and keep tabs on competitors.

To get you started use the below metrics and look for patterns to optimize your plan:

• Media exposure – tracks coverage (both editorial and social media) volume over time.
• Top sources – breaks down social media buzz by channel or publication.
• Google Analytics – provides a clearer picture of what types of posts generated website traffic.
• Share of voice – compares coverage volume for two or more topics/ competitors.
• Sentiment – assesses the tone of a brand’s coverage over time.
• Trending themes – uncovers conversational patterns surrounding a topic.
• Top locations – helps identify the top markets discussing a brand or event.
• Top social posts – explains the social content with the highest social reach value within a given date range.

2. Be clear about the objectives

Clearly define the communication goals and objectives within your plan. Specificity is extremely helpful in this step - write down the details of who you plan to communicate with and why. Ensure that your strategy goes hand in hand with the various department’s business objectives. It’s a lot easier to get buy-in if you can prove how your plan contributes to the wider picture, illustrating how it benefits the company and drives bottom-line ROI.

3. Craft your strategy

A well-thought-out strategy is where you can nail down the actual action items and assign responsibilities to bring your communication plan to life. There are several models and templates marketers can use to map these internal and external influences including SWOT analysis , Porter's 5 Forces,  and PESTEL .

A SWOT analysis is a good place to start when analyzing internal and external insights. SWOT stands for Strengths, Weaknesses, Opportunities, and Threats. You can use this framework to benchmark the progress of your new communication activity to make sure your plan is as effective as it could be.

Porter's 5 Forces model is widely used to assess external forces, along with a PESTEL analysis (Political, Economic, Social, Technological, Environmental and Legal). You can use this template when you'd like to determine if your plan needs to change based on competitor activity, large internal company shifts, or if you spot a potential crises brewing.

4. Who is your audience?

Your company probably already has a clear idea of who your target audience is and your various marketing personas . But it’s always a good idea to revisit these since trends can impact consumer behavior and this will affect how you communicate with them. Using a social listening and monitoring tool is a great place to start - allowing you to dip into the natural focus group of social media to gain a deeper understanding of your target audience. 

Remember that your communication plan needs to take into account a lot of different audiences - and the messaging tone and context will differ depending on who you are communicating to. For instance, how you communicate the same piece of news to an investor is vastly different than how you should deliver it to your social media followers.

5. What is the message?

What message are you trying to communicate? Messaging that worked last year isn't guaranteed to work in the current year; this is especially true if there have been industry changes or internal shifts at your company. For example, a competitor may have come into your space, causing you to no longer be the most innovative supplier. 

Your communication should then be amended to convey a more enticing value-prop, and you should work to refine the way you represent your product. As you make this change, consider how your communication strategy should look for letting your key stakeholders know about it.

6. Channel selection

Where will your messaging be taking place? Determine the communication channels that will be used , when you’ll use them, and whom each channel is intended for. Each communication method will accomplish different goals as well, so have a place to define what you’re hoping to achieve.

For example, in a social media post, you may be looking for new followers, likes, or comments. Whereas for an email you’re probably looking for an increase in open rates or CTR.

Your communications should cover the many communication mediums you're using in your marketing strategy such as:

• Social media - engage with new and potential customers, find influencers, track competitors, and address customer complaints
• Email marketing - communicate with your subscribers to promote events, new blogs, and move them further down the marketing funnel
• Internal newsletter - keep your employees abreast of company news, changes, product updates, and announcements
• Print - connect with consumers through physical brochures, newspaper articles, or signage. 
• Push notifications - a particularly helpful strategy if your business has a mobile app, but push notifications and SMS marketing is not limited to apps. This is a useful way to get in front of eyes that may not check their email or social media regularly.
• Digital ads - make sure you’re well-aligned with your paid advertising team so you can ensure the ads you have running are relevant and topical to any current campaigns or upcoming events.
• Online media - reach out to journalists with story pitches or press releases to reach a wider audience than those who already follow you or are subscribed.  

7. Determine your budget

Budget is, of course, an essential part of the planning stage for your communication strategy. It’s important that you ensure you’re realistic in matching your plan with your resources: even a small budget can have a big impact if resources are used properly and you understand where your strengths lie.

8. Assign responsibilities

Make sure the appropriate point-person is clearly defined in your communication plan - and make sure their responsibilities lined are outlined carefully. Are they responsible for pushing campaigns live or is there another person's final "ok" needed for sign-off? Who should be contacted if they aren’t available? Who will be helping them with all the necessary assets? You’ll want to have all these questions answered in your plan.

9. Establish a clear timeline

Communications planning is most effective when your timeline is well laid out with target dates and times. This also makes it easy to identify certain next steps that need to happen, such as follow-ups or feedback requests. You’ll also be able to see where certain blockers are happening and can work to correct them.

A good place to start is with a Gantt Chart Template, which helps you map out each quarter and its specific objectives in one timeline. Ensure to leave room for unforeseen projects and activities that may occur during the year.

10. Follow up

Lastly, know that your communication plan is not infallible. There will always be changes, though they shouldn’t be made lightly or in a vacuum. Because so many departments and teams are involved in ensuring your communication plans go off without a hitch, it’s essential that you keep everyone involved.

Have a check-in with your team to evaluate your goals and performance regularly to see if you’re meeting your milestones and objectives. During these check-ins, there may be unexpected opportunities that you find to elevate your message, or you may spot a potential crisis brewing, meaning you’ll need to do an emergency adjustment to your crisis communications plan . 

Need help with ongoing follow-up on your communication plan?

With insights found using Meltwater’s media monitoring tools, you’ll be able to keep up to date with how your brand is featured in the media and keep track of important industry news and trends. And be sure to check out our free communications plan template to help you get started.

By using data-driven insights you can better understand how best to communicate with your target audience and internal stakeholders. Fill out the form below if you’re interested in learning more about optimizing your communication plan!

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How to create a business analysis communication plan

Lucid Content

Reading time: about 6 min

Business analysts help companies improve their processes, systems, and operations by analyzing current practices, defining business needs, and proposing solutions. In other words, business analysts (BAs) are in the business of change. 

Once BAs define the problems and the solutions, they help initiate changes through careful communication and planning across the organization. Because business analysis covers the entire organization, BAs must facilitate cross-functional communications that effectively speak to the needs for change and the path forward so stakeholders at every level support the initiative.  

That’s where a strong communication plan comes in.

BAs must be skilled communicators, enabled by a robust communication strategy and plan. Without buy-in from employees and leaders throughout the company, change initiatives will fall flat. 

Below we’ll cover what a business analysis communication plan is, why it’s important, and best practices for developing a BA communication strategy.

Why is it important to have a communication plan?

A formal communication strategy helps business analysts communicate change requirements, project initiatives, and business needs clearly and consistently. This is an important part of the communication strategy because business analysts must be able to communicate clearly across the organization throughout the iterative change management process. 

As projects and requirements evolve and different stakeholders engage in the process (or are impacted by the initiatives), communication acts as the glue that holds everything together and keeps everyone on the same page.

A communication plan provides a roadmap to guide messaging decisions and ensure that information is relayed in the right way to the right people. 

In short, a strong communication plan:

• Keeps things organized
• Drives efficiency through a set process
• Ensures the communications reach the right audience

What is a business analysis communication plan?

Requirements communication is an important part of a BA’s responsibilities. Ongoing, iterative communication helps BAs convey key business requirements, findings, and recommendations throughout the business analysis process. 

Business analysis and requirements communication involve numerous activities including:

• Managing conflicts
• Determining the requirements format
• Creating a requirements package
• Presenting the analysis and requirements
• Reviewing requirements
• Obtaining requirements signoff

To successfully communicate through each of these tasks, BAs need a clear communication plan. 

A business analysis communication plan is a framework that helps BAs document: 

• What information needs to be shared.
• Who needs to receive the information.
• When information should be delivered.
• How information will be shared (platform and setting).
• Required stakeholder actions (sign off, review, give feedback).
• Next steps after stakeholder actions.

A communication plan should outline the purpose of the communication, how those goals will be achieved, the audience, the timeline for delivery, and how results will be measured.

Use visuals to outline your communication plans and keep track of key messaging strategies. Visuals like a communication plan chart or communication matrix can help you get started.

Visualizing your communication plan will keep your framework organized into key categories such as stakeholders, deliverables, task or project owners, priority, and delivery method. Take advantage of visualization solutions that are easily shareable and collaborative to disseminate information efficiently and keep everyone on the same page. 

Best practices for developing communication plans

Creating and implementing a robust communication plan takes work. But the payoff is worth it. Use the following tips and best practices to nail your business communication every step of the way.

1. Determine your communication goals

What is your purpose for the communication? For instance, are you managing conflict, creating a requirements package, or seeking sign-off from stakeholders? Each objective will affect how you communicate with your audience and the tools and strategies you use. 

For example, if you are managing conflict surrounding business requirements and stakeholder expectations, you might have to get everyone in a room together to have a meeting to bridge the gap. Or, you may need to prepare a presentation with additional supporting research to back up your initial requirements analysis. 

2. Consider your audience 

How you communicate information will also depend on who your audience is. Consider what communication format and messaging is most effective for each individual or group you’re communicating with. 

For example, your audience may be most receptive to a formal presentation with follow-up emails. Meet your audience where they are while ensuring all requirements are fully documented throughout the process for reference.

Communication methods could include:

• Status reports
• Meeting summaries
• Presentations
• Video conferencing
• Chat or email
• Shared collaboration tools like interactive visuals

3. Pay attention to frequency

Communication can make or break your company’s engagement. While what you say is important, how often you communicate can play an equally important role in building trust and keeping everyone on the same page throughout the change management process. 

Don’t leave people to guess what is going on in the business or how it might impact them. Bring people into the conversation so you are always working from the most up-to-date information and ensuring no one is left in the dark. 

Paying attention to the frequency and cadence of your communications will improve engagement and buy-in from your stakeholders across the organization.  

4. Use visuals to deliver your communication

Communication must be consistent and clear. Avoid text-heavy, complex plans in favor of easy-to-digest roadmaps. While many BAs outline their plans in spreadsheets or text documents, visuals can help you organize and present your messaging plans and information simply and effectively through every business analysis stage.

The following templates can help you get started:

BPMN process flow diagrams help analysts understand current business processes and identify opportunities to improve them. These are a great addition to your BA toolbelt both for analyzing and documenting as-is processes as part of your analysis, as well as communicating your findings to stakeholders. Use these diagrams to illustrate current processes and pinpoint where and how your recommendations fit in.

Current vs. Target Balanced Scorecard

Balanced scorecards help BAs compare current business metrics to strategic goals. These are a great tool for analyzing the gap between where the business is now and where it would like to be. Use balanced scorecards to help communicate gaps in your strategic targets and support your case for recommended requirements.

Business Model Canvas

A Business Model Canvas is a one-page document that summarizes your business plans. This is a great asset for BAs because it succinctly communicates strategy, plans, and vision with enough detail to provide context and clear information about process and decision-making. 

Business Model Canvas organizes the following information in one easy-to-digest visual:

• Value proposition —What problem are you solving
• Key partners —Who needs to be involved in producing and delivering these solutions
• Key activities —What needs to be done to achieve your goal
• Key resources —What you need to deliver these results
• Customer relationships —How do you talk to your market about these solutions
• Customer segments —Who needs your solution 
• Channels —How will you deliver your solution

This visual is a great tool for organizing your plans and communicating the business value of your recommendations to stakeholders at every level.

A successful business analysis isn’t complete without a well-executed communication plan. Use these tips to bring your organization together on key business requirements and make an impact today. 

Create a robust communication plan and strategy to gain employee buy-in and communicate key details with stakeholders in Lucidchart.

Lucidchart, a cloud-based intelligent diagramming application, is a core component of Lucid Software's Visual Collaboration Suite. This intuitive, cloud-based solution empowers teams to collaborate in real-time to build flowcharts, mockups, UML diagrams, customer journey maps, and more. Lucidchart propels teams forward to build the future faster. Lucid is proud to serve top businesses around the world, including customers such as Google, GE, and NBC Universal, and 99% of the Fortune 500. Lucid partners with industry leaders, including Google, Atlassian, and Microsoft. Since its founding, Lucid has received numerous awards for its products, business, and workplace culture. For more information, visit lucidchart.com.

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5 Ways to Make an Exciting Business Communication Plan

By Daleska Pedriquez , Sep 28, 2021

Good communication is a very important aspect of our lives.

A business with struggling internal and external communications often lags behind in growth and suffers from poor employee retention.

That is why most organizations learn how to create a  business communication  plan.

This ensures that the company won’t fall prey to any of the pitfalls above and ensures seamless communication.

Don’t know how to start creating a communications plan? No problem. With Venngage’s plan templates, you can design effective plans without design experience.

START CREATING FOR FREE

Click to jump ahead:

• What is a communication plan in business ?

What are the benefits of having a good business plan communication?

Examples of business communication strategies, business communication plan templates, what is a communication plan in business.

Business communication can be divided into two categories: internal and external.

Internal communications deal with how effectively anybody within the company communicates with each other.

It deals with issues regarding the flow of information, processes, and ideas in more specific terms.

On the other hand, the external part deals more with communication with the shareholders and the customers.

However, an internal communication plan, like this project plan template , is effective if the target audience in the organization understands and embraces it.

CREATE THIS PLAN TEMPLATE

It is not as simple as putting all those strategies in a manual, handing them out to your employees, and telling them to go nuts with it. Obviously, that won’t work.

A good communication plan needs to be able to seep itself slowly but effectively into your company’s culture and values.

Employees need to eat, sleep, and breathe good communication.

This is the reason why you need to have solid communication strategies in business . Be strategic about it, like with this crisis communication plan, and include some out-of-the-box ideas.

A business communication plan needs to have consistency, variety, informativeness, and entertainment.

That is what we want to help you with today. We want to give exciting business plan strategies that you can implement to boost your organization’s communication exponentially.

But before we go into that, let us dive into the importance of a communication plan.

Once your branding has been imported, you can add your  brand colors  to all templates with one click.

Related: 8 Steps to Create an Actionable Employee Development Plan [with Templates & Examples]

Return to Table of Contents

Let us get to know first what great things will happen if communication is seamless within the company.

Things get done faster.

You can also use this template to convince investors and partners about the benefits of working with your company.

Design infographics like the above example using Venngage’s extensive icon library. We offer 40,000 icons as well as diverse people icons .

With a good business communication plan, the target audience within the organization knows the proper flow of information and absorbs the key messages.

Employees will also know whom they can talk to about certain things and whom they can’t talk to. The result? The communication strategy will help tasks around the company get done faster.

Solving issues and problems is quicker.

Problems and issues will always arise if you have a thriving business. Whether it’s logistics, sales, marketing, operations, etc., challenges abound almost daily.

For example, this sales action plan outlines how the business works, as well as performance indicators. This will help team members understand the budget and their goals.

With good communication channels, any issues with workflow get solved faster, and the company keeps moving forward and growing.

Design plans effectively with Venngage’s real-time collaboration feature, available with every Venngage Business account.

Employees feel more valued.

A company that fosters great internal communications with its people will always gain the latter’s loyalty. That loyalty can kick-start a lot of things like better efficiency and output.

Teams will also grow closer and form bonds. That is when the company can maximize even a small workforce.

Related:  How to Improve Employee Engagement with Visuals

Customer service improves.

Good communication plans also extend to one’s target audience. Customers always love swift, timely, and helpful responses.

A customer service mind map, like this example below, will make it easier for businesses to keep customers happy.

CREATE THIS MIND MAP TEMPLATE

If your company knows how to communicate its key messages with customers properly, you will react quicker than if you do not.

Employee retention rate increases.

What happens when employees feel more valued and have an easier time communicating with each other?

You get a lot of people willing to stay for a long time.

Bad employee retention rates cost companies a lot of money and task stagnation. Create an internal communication plan to manage this strategy, like this performance review process mind map.

Pair the communications strategy with effective communication channels to boost employee retention.

Create personalized documents with the  Venngage for Business  account. You can upload your own images to the editor. Or use one of the images from Venngage’s stock photo library.

Now that we have learned the benefits of a great business communication plan, let’s find out some of the most effective and exciting strategies out there.

Integrate fun videos into your communications strategy

If you want a good business communication plan example, then think of a video.

It’s no secret that videos can help people be more engaged, learn effectively compared to reading and writing, and understand key messages faster.

This one is really a no-brainer for external and internal communications.

An example of video communication is this video series about racial healing.

Other good examples of using videos in your business plan communication are monthly messages from the CEO.

Challenges and appreciative messages from the head of the company can easily be relayed to the employees. This is something that your people will surely love.

What is a communications strategy that works? Scheduled open meetings.

Scheduled open meetings are helpful for the company’s growth and can be something employees really look forward to.

How are they impactful for internal communications? And why should they be included in a communications strategy mind map, like this one? There are several great benefits that we should talk about.

First, open meetings encourage employees to share their thoughts and ideas.

This allows people to help grow into leadership roles while helping the company flourish by getting lots of fresh ideas.

Secondly, it can also be a place for employees to give their feedback. This helps the company continuously learn how their people feel so they can adjust accordingly.

Lastly, open meetings help empower employees and make them feel that they have a voice within the company. Issues also get resolved faster through these meetings.

For these reasons, every internal communication plan should include room for open meetings.

How to create a communication plan? Employee newsletters.

Another asset that should be added to an internal communication plan is employee newsletters , like this example.

CREATE THIS NEWSLETTER TEMPLATE

These help teams easily assimilate information in an entertaining and informative way.

Employee newsletters should be equal parts informative, professional, and sometimes silly.

If you look at an internal communication plan example from a company, it should include newsletters.

They are a great way to learn about new protocols, new products, and emergency news around the company, like in this reopening guide email.

With a  Venngage for Business  account, you can access the export as HTML feature. This makes it easier to import your design into Mailchimp or Outlook for a clickable email campaign.

Don’t forget to put stuff like fun and inspirational news about your people, whether it’s a bit personal (as long as it is still within respectable boundaries) or professional.

Related:  65+ Engaging Email Newsletter Templates and Design Tips

Good business plan communication strategies make training interesting.

During internal communications planning, the first thing that you need to think about is training or, more specifically, how you continuously and effectively train the workforce.

Jazz up your seminars by using entertaining tools like  infographics  and short videos. Infographics like a  project timeline template are also a great way to improve internal communications.

CREATE THIS INFOGRAPHIC TEMPLATE

Infographics are a fun and effective way to summarize data and information through the use of charts and eye-popping graphics.

Fire up the Venngage app and start making an infographic using hundreds of ready-made templates.

Use the large database of images, icons, and charts to give your training that much-needed punch.

Next, try to implement fun video slideshows in their training to keep their visual minds stimulated.

Videos are by far more effective than oral learning, so use those to your advantage.

Keep things consistent. Training shouldn’t be done just once and never again. Have a monthly training session if you can. And use visuals like this microlearning infographic.

Just make sure that you keep them entertained while you are at it.

Remember, when it comes to training, if they snooze, you lose.

Related:  How to Make Engaging Training Materials with Visuals (+ 20 Template Examples)

Another good business communication plan example? Use digital workspaces.

Digital workspaces allow teams to work and complete projects in a more efficient and timely manner.

That is why it is always a great idea to use those apps as part of your business plan communication strategy. You can adapt the communication plan below to accommodate digital workspaces.

With digital workspaces, everything is done online, so people can work faster even if they are at home.

This also allows them to communicate and post updates wherever they are.

Best of all, every step of the project is recorded with timestamps, so everyone can easily backtrack tasks and conversations.

Related:  18+ Project Management Infographics for Pain-Free Project Planning

You now know the importance of a communications plan. Here are some templates that will help you build better plans for your company.

Nonprofit campaign communications plan template

Using colors and lines, the template divides each section so the team is completely aligned. And you can adapt the visual for other types of companies, as well.

Marketing plan template

There are so many processes in a business. Keeping managers and team members on the same page can be a challenge.

This template can be customized for a variety of purposes, including creating a communications plan for a company.

Business update newsletter

We’ve already mentioned how useful newsletters are for boosting internal and external communications.

This customizable newsletter template is perfect for sharing updates with customers. It can easily be adapted to share news within a company, as well.

 Informational infographic template

Sharing information with employees doesn’t have to be boring. With this template, you can educate your target audience effortlessly.

The template has plenty of room to share information via text. But you can also add a diagram to illustrate your point.

Did you know you could create Smart Diagrams  with Venngage? Look for the Smart Templates tag in the Venngage library and start creating for free.

Customer onboarding plan

What’s one of the most important facets of a customer-facing business? Onboarding the customers efficiently.

Boost your communications plan by adding the following customer onboarding process infographic .

This template uses text, icons, and colors to make it more readable. These elements also make the steps in the infographic easy to follow and implement.

Good communication goes a long way.

Learning how to create a communication plan means that you need to understand how to make things fun for people.

That is why you need to implement some out-of-the-box ideas and refine the more traditional ones.

Get successful at this, and your company will reap the big benefits.

Business growth

Business tips

10 communication plan templates—and how to write your own

There's a warning on the box my steam iron came in that says, "Do not iron clothes while wearing them."

This gave me pause for a few minutes, but it got me thinking about the kind of lawsuit that prompted lawyers to include an otherwise obvious warning on the box and the kind of crisis communication plan that came to exist in the aftermath.

Add that to the "pudding will get hot when heated" warning and the trademark "shower cap fits only one head" disclaimer, and you've got yourself an era in which communication plans are not only a helpful organizational tool but a very necessary one.

Successfully running a company requires clear communication across the board: with employees, customers, investors, and any other stakeholders. Any gap in communication can lead to difficulties that range from minor project blips to absolute disaster. And while they're necessary for crisis management, communication plans have plenty of other uses beyond ensuring your consumer doesn't give themselves third-degree burns.

Table of contents:

Communication plan templates 

How to write a communication plan

Communication plan essentials, what is a communication plan.

A communication plan is your blueprint for delivering key information to appropriate stakeholders. It outlines the information that needs to be communicated, who it's meant for, the channel it's delivered through, and the folks in charge of it to ensure clear, consistent, and purposeful communication.

This document can look different depending on what it's used for. Here are some examples to give you an idea:

If I were creating a crisis communication plan for the unlikely event that someone irons their shirt while wearing it, I'd consider all the steps we'd have to take to avoid scrutiny and legal issues, like seeking medical attention, designating a spokesperson to represent our company, or press release strategies to address the issue. (I'd also consider whether the box should come with a logical analysis puzzle the user needs to solve before they can open it, but that's just me trying to fix the world one steam iron at a time.)

A marketing communication plan plays a different role. It's designed to outline responsibilities and initiatives within the grand scope of the marketing strategy to keep teams aligned and informed. One initiative I'd underline twice for our steam iron product would be to produce marketing imagery that clearly demonstrates how to iron a shirt—i.e., on an ironing board, not a body.

A product launch communication plan helps keep everyone on the same page regarding brand messaging, intended effects, and progress throughout the launch. Let's take Apple as an example. They're known for their meticulously planned and executed product launches. Their communication strategy involves creating anticipation through teaser campaigns, leveraging secrecy to build excitement, and hosting live events to unveil new products.

Bottom line: communication plans run the gamut. When it comes to format, some plans may be in a table format, outlining talking points and deadlines. Others may contain more of a narrative, meant to inform and update the reader on how a situation is being handled.

You can use a communication plan for both external and internal communication. An employee communication plan, for example, is only meant for your team's eyes. On the other hand, public relations communication plans can be used internally and can also be shared with relevant third parties for outreach and marketing purposes.

Communication plan templates

A communication plan is that one bookmark every employee clicks at the beginning of their day until they associate its main page with the smell of coffee.

Knowing what it is and why it matters is one thing, but understanding the different ways you can use a communication plan is another. Since there are so many different types of plans, I've put together a few templates to highlight the differences. Pick your (well-labeled) poison.

1. Marketing communication plan

This communication plan outlines your marketing initiatives for each audience. It tracks relevant information, including the person or team in charge of the project, tasks, timeline, communication channels, audience, and notes.

It also organizes this information based on each aspect of your marketing strategy, whether it's targeting existing clients, potential leads, investors, events, or any PR third parties. 

2. Crisis communication plan

No organization is immune to unexpected and challenging situations that can potentially harm its reputation and operations. This communication plan outlines a systematic approach to addressing crises, including key team members, their responsibilities, communication channels, and the predefined strategy.

It should include clear guidelines for rapid response, methods for updating stakeholders, and ways to mitigate potential damage to the organization's image. The plan should always outline the key crisis management team, their roles and responsibilities, procedures for identifying the crisis, and how to work with media outlets and external entities.

3. Internal communication plan

This communication plan is designed to ensure employees receive timely and relevant information, have clear visibility of organizational goals, and stay informed about key developments within the organization.

It includes details on communication channels, such as newsletters, meetings, and virtual seminars. Typically, it outlines how the leadership team communicates with employees, how frequently they can expect updates, and methods for gathering feedback to enhance internal communication across the board.

4. Social media communication plan

A social media communication plan guides a company's strategy in utilizing social media platforms for its communication goals. It's important for building a strong online presence, engaging with your target audience, and managing your company's reputation in the digital world.

This plan includes an overview of your social media content strategy , detailing the type of content you intend to share, how often you should publish posts, and the voice of the message. 

To make the most of your social media communication plan, define the target audience on each platform, outline KPIs for measuring success, and establish helpful guidelines that can tie into your crisis communication plan and leverage social media in case of an emergency.

5. Change management communication plan

If your company goes through grand-scale change such as mergers, rebranding, restructuring, or process optimization , a change management plan is crucial for ensuring your team is informed, engaged, and supportive of the changes. 

The team's going to need an explanation and a plan of action now that Janice is walking down the office toward the door marked "manager" with a big smile on her face.

Its goal is to facilitate a smooth transition and should always include clear messaging regarding the reasons for the change, the anticipated benefits, and how this could affect employees. It outlines the timeline for the change, strategies for addressing concerns, available communication channels, and any feedback regarding the process.

6. Non-profit communication plan

Non-profits operate differently from other organizations, and their communication plans reflect that. The document effectively conveys the non-profit's cause, engages stakeholders, and develops support. 

Since it's designed to build awareness, foster donor relationships, and maintain a level of transparency about the organization's impact, a non-profit communication plan should include well-crafted messaging that aligns with the org's values, outlines the strategy for reaching and mobilizing donors, and plans how to make the most of communication channels such as social media, newsletters, and events.

For a unique touch that sets your non-profit communication plan apart, emphasize storytelling to humanize your cause and connect with your audience on an emotional level. For example, you might include an initiative that triggers an automatic email when a donor registers or makes a contribution—something that reflects their impact on the cause.

7. Product launch communication plan

Developing a new product is a stressful and tedious process on its own. Introducing it to the world can be its own hassle, but a good communication plan can help simplify the process by creating anticipation, generating excitement, and breaking down the approach for a successful product launch.

Your plan should include key features and details about the product, the target audience, and market positioning . To nurture and engage that anticipation, you should also include a timeline for communication activities and strategies that cover the channels you intend to use, like social media, email marketing, and press releases.

To take it a step further, include messaging that addresses potential challenges and opens up the opportunity to receive feedback and gauge your customers' response to the launch.

8. Public relations communication plan

This communication plan is ideal for organizations that want to manage their brand reputation and build relationships with the public. Your brand image is an important aspect of business that can affect operations on every level, and nurturing it requires strategic communication, especially with media and public inquiries. You want the public eye to see you in your nice, freshly-ironed shirt.

A public relations communication plan includes key messaging, a media relations strategy, and a calendar of planned PR initiatives, as well as goals, target audiences, and metrics for monitoring the success of your PR efforts.

9. Employee communication plan

Any organization with a team bigger than six people can face major communication challenges, to say nothing of companies that employ staff in the hundreds and thousands. Company news, updates, policies, and initiatives that employees need to be aware of can be difficult to disseminate properly.

Sure, you can take your chances on a company-wide email, but it'll likely end up buried unopened somewhere in everyone's inbox, and you'll be standing there with the corporate equivalent of eating mango-scented shampoo.

An employee communication plan helps foster organizational transparency and workplace alignment within your team. It'll contribute to your company culture and enhance your employees' sense of belonging and connection to company goals.

This plan includes channels for internal communication as well as a content strategy that touches on employees' needs and concerns. While an internal communication plan focuses on the company's business goals, an employee communication plan addresses the company's internal development initiatives. 

10. Event communication plan

This communication plan guides your organization's efforts surrounding an event, ensuring effective promotion, coordination, and engagement. It's useful for managing the flow of information before, during, and after an event.

The plan includes key messaging, the timeline for the event's communication activities, strategies for putting channels like social media and email marketing to use, and how to properly approach inquiries and feedback from event attendees.

Each type of communication plan contains a different set of elements, but the process of putting a communication plan together, regardless of its purpose, remains the same. 

1. Set communication goals

I hate sounding like every therapist ever, but communication goals are very important. If your roommate doesn't understand that your scream of pain from the other room means you might have accidentally ironed a shirt while wearing it, help isn't coming, and your room will smell like barbeque. 

Your goals can range from increasing brand awareness and engagement to notifying stakeholders about a new product launch or managing an emergency. Setting these goals beforehand lays the foundation for the entire plan and defines communication channels, messaging strategies, and evaluation metrics. Focus on setting specific, measurable, achievable, relevant, and time-bound (SMART) business objectives .

If I were ironing a shirt, I'd outline my goal for a smooth, freshly-ironed shirt free of wrinkles, and I'd prepare for that by neatly placing the shirt, being conscious of those pesky corners, and keeping it nice and aligned before getting started. In the same vein, If I were writing a communication plan that focuses on brand awareness, I'd outline goals for social media campaigns and content marketing strategies. I'd aim to increase user engagement on each social media platform by a certain percentage, increasing visibility, ad clicks, and interaction with my brand.  

Clear communication goals give your organization a sense of direction and allow your team to accurately measure success, making adjustments based on tangible results.

2. Identify the audience

Each audience you're trying to reach through your communication plan will have its own unique expectations and concerns. The plan and the message within need to align with the audience's values and interests.

If you're writing for investors, the plan needs to outline your communication goals for them specifically, touching on relevant topics and important points. It would also designate how the information will be conveyed, by whom, and how to move forward if any variables were to shift. 

Conduct thorough market research , and collect relevant insight into your target audience's demographics, behaviors, and preferences. What data are you sharing with your investors? What kind of information would be both relevant and important to share with them? How can you best phrase that communication so it has a positive impact?

Who's telling the board that a customer ironed their shirt while wearing it?

A good practice is to segment your audience and create detailed personas to ensure your message is not only read but understood and embraced.

3. Outline key messages

The key information you're distributing through your communication plan is a delicate balance between the organization's goals and resonance with the audience. 

For example, a product launch communication plan doesn't really need your 25-year company trajectory outlined and explained. The key information here would pertain to the product itself, the process for the launch, steps to take, tasks to perform, and the timeline for the entire project.

Make your messages clear, concise, and compelling to leave a lasting impression. 

4. Choose communication channels

Outline which communication channels are best suited to execute your plan. For example, an employee communication plan should utilize private internal channels like meetings, internal platforms, or emails. Product launch communication plans should leverage external channels as well, like websites, social media, newsletters, and press releases.

Choose communication channels that fit the plan and can be integrated for a cohesive communication strategy that aligns with both your company's goals and the audience's preferences. Ask yourself: 

Who's meant to read this? 

How can I reach them? 

Is this private internal communication or is it meant for public distribution? 

Which channel would have the best visibility for my audience? 

5. Create a timeline

For the plan to be effective on any level, you need to outline its execution in a detailed timeline that sets the start and end dates of each initiative or item on the document.

Details such as specific dates for key events, launches, and regular updates anchor the plan and facilitate a proactive approach. The timeline is your audience's visual roadmap, and it is handy for allocating resources when you're executing your communication plan. 

6. Allocate resources

Putting the plan into action will require resources like budgets and staffing needs. Even time is a resource that needs to be considered. For example, your budget should account for advertising costs, materials, technology investments, and communication channels.

Allocating resources as soon as the timeline is clear ensures the communication plan runs smoothly and delivers the intended message across all initiatives. 

7. Designate responsibilities

If you run into an unexpected crisis situation while at the helm of an organization, even the most detailed communication plan won't make a difference if no one knows what they're supposed to be doing.

Designate responsibilities and outline who owns which task so that when the plan goes into action, your team can just refer to the document to know who's taking care of each task, who to reach out to, and what their part in the operation is.

This is important even in non-crisis situations. Let's say you're launching a new tech product. Your plan should designate your marketing director as responsible for presenting the new product concept and strategy to the company's executive board. It should also designate your marketing coordinators as responsible for any workshops or seminars for external partners like retailers and distributors. 

8. Create contingency plans

Always prepare for the unlikely. Create contingency plans to deal with challenges that might come up when you're executing your plan. What should the team do in the case of negative public reactions or technical difficulties? Who's taking charge of directing efforts in each aspect? How do you address potential issues should they arise? How do you pivot or proceed if you don't achieve your goals?

Be prepared for gaps in the execution, and outline proactive responses to bring the plan back on track.

9. Set metrics for evaluation

Measurement and evaluation are key for the development of your communication plan. You want to track and gauge how well the efforts outlined in your plan are performing.

You can monitor public perception and sales volume before and after implementing your crisis communication plan, or you can monitor KPIs like audience engagement, reach, and conversion rates when your new marketing plan goes into effect. In the case of internal and employee communication plans, you can monitor the change in processes and how it affects your team's efficiency and comfort levels. 

Leverage your communication channels to identify these metrics and areas for improvement, so you can keep adjusting your plan as you go.

10. Perform testing and gather feedback

While testing and gathering feedback are encouraged throughout the process, this relates more to testing your communication plan before you launch it.

For example, you can test how effective your communication plan is and how well it would be received through focus groups, pilot programs, or even internal experimentation.

Once you have feedback from your target audience, you'll be better positioned to refine your messaging and its presentation, and address pitfalls before you execute the plan.

You don't want your communication plan to be just another document in your arsenal of organizational tools. The goal is to make it a piece of your strategy that actively contributes to better communication and company-wide transparency. In order to write an effective communication plan, here are some essential points to consider:

Establish messaging and branding guidelines: Stick to your organization's tone, style, and visual uniqueness to keep your brand identity alive in all communications.

Monitor and adjust: Keep an eye on the plan's performance. Make efforts to adapt based on emerging trends, feedback, and unforeseen challenges.

Report and review: Set KPIs and review them to gauge the effectiveness of the communication plan and better prepare for future strategies.

Document your plan: Keep your plan detailed and well documented , so all team members are on the same page regarding your strategy.

Consistency and long-term planning: Maintain and encourage consistency in your messaging and plan for the long term. Align initiatives with your long-term communication goals.

You can launch exceptional initiatives with a communication plan template and set a unique process that's invaluable for your company's strategy in marketing, PR, change management, and crisis situations. The right plan can make your operations smoother, a bit like a steam iron would your shirt if you're conscious enough to not turn yourself into an ironing board.

Most importantly, it defines how your organization communicates—both internally and externally. It sets the pace and tone for future initiatives. As you become more accustomed to how they work, you'll be able to customize and create your own document templates for other aspects of your business. As you establish the foundation for business communication, you'll be able to automate every part of your project management flow and communicate those goals seamlessly. Find out how Zapier can help you streamline project management . 

Related reading:

The 6-step client onboarding checklist (with template)

7 meeting minutes templates for more productive meetings

One-pager examples and how to create your own

An exhaustive guide to customer acquisition strategy (with 13 examples)

20 free proposal templates to ace your pitch

How to create a sales plan (and 3 templates that do it for you)

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Hachem Ramki

Hachem is a writer and digital marketer from Montreal. After graduating with a degree in English, Hachem spent seven years traveling around the world before moving to Canada. When he's not writing, he enjoys Basketball, Dungeons and Dragons, and playing music for friends and family.

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• Breakfast To Business

Why is a Communication Plan Important? Its Definition and Benefits

Are you looking to strengthen your business’ messaging? 

Well, we all want our messages to be interpreted the way we want them, right?

In today’s fast-paced and interconnected world, effective communication is far more important than ever. Whether you’re running a business, overseeing a project, or nurturing relationships, the presence of a well-crafted communication plan is nothing short of indispensable.

Many business owners often wonder why they need a communication plan, and we realize that newly established businesses may not fully appreciate the significance of having one.

But a well-crafted communication plan serves as the north star that ensures messages are clear, consistent, and reach the right audience at the right time. 

And now is also the right time, so sit tight! We will discuss with you why a communication plan is important.

What is a Communication Plan?

Before we delve into the “why,” let’s first understand the “what” of a communication plan. In its simplest form, a communication plan is a structured strategy that outlines how information will be disseminated within an organization or a project. It serves as a roadmap for effective, efficient, and purposeful communication.

A communication plan is like a navigational chart for your business to effectively communicate with your stakeholders. For business communication efforts, a communication plan serves as a strategic blueprint that lays out the who, what, when, where, why, and how you are communicating as an organization.

It defines your goals as a business, identifies your target audience, optimizes your messages, and selects the most suitable channels for your messages. Its value lies in its purpose to prioritize clarity, consistency, and effectiveness in a world where the noise of information can be loud. 

Whether you’re a business promoting a product, a nonprofit seeking to raise awareness, or an individual looking to convey a message, a well-crafted communication plan is your best asset.

A communication management plan is also essential in project management because it ensures that everyone involved in the project knows what needs to be communicated. Additionally, it helps maintain consistency in messaging across various channels, preventing confusion or mixed signals.

A strong communication plan typically includes the following components:

• Clear Objectives: Identifying what you want to achieve through communication is the first step. Are you aiming to inform, persuade, motivate, or simply keep everyone in the loop?
• Target Audience: Defining your audience is crucial. Tailoring your message to suit the needs and preferences of your audience enhances the effectiveness of your communication.
• Key Messages: What are the main points you wish to convey? They should be brief and relevant to your goals.
• Channels: Determine the platforms and methods you’ll use to convey your messages. These could include email, meetings, social media, or newsletters.
• Timeline: Establish a schedule for when and how often you’ll communicate. This ensures regular and consistent updates.
• Responsibilities: Clearly define who is responsible for each aspect of the communication plan, so everyone knows their role.

Now that we’ve got the “what” out of the way, let’s explore the “why.”

Why communication plan is important?

In a time where people are continuously exposed to media, communicating with clarity and consistency is far more important than ever.

It ensures that every message from the brand is clear and in harmony with its mission, reducing the potential for confusion that can derail its public perception.

A communication plan identifies the organization or brand and how it wants to communicate with people inside or outside the organization.

Your brand’s image is more than just a logo or a catchy slogan. It’s the perception that your audience has of your company. A communication plan helps you shape and manage this image. It guides you in defining your brand’s values, personality, and the emotions you want to evoke in your audience. When your message is aligned with your brand image, you’ll resonate with your target market, and that’s where brand loyalty and advocacy are born.

In times of change or crisis, its importance becomes even more pronounced because it provides a structured framework for communication the reasons behind changes, the timeline for implementation, and the expected impact on employees and the organization as a whole. 

And of course, there’s not going to be always a crisis, but a communication plan is much more than just a contingency plan, it’s the heart of the brand’s messaging. Our heart pumps out blood all over our bodies for it to work. A communication plan is no different, it is the beating heart that is at the center of the brand.

How to Create a Communication Plan? The 7 Steps

So, how can you create a communication plan that works for your organization?

• Assessment: Start by assessing your current communication methods and identifying areas that need improvement.
• Set Clear Objectives: Define what you want to achieve with your communication plan. Is it better employee engagement, more effective customer communication, or improved crisis management?
• Identify Key Stakeholders: Determine who the key players are in your organization, both internally and externally. These are the people who will be impacted by your communication plan.
• Choose the Right Channels: Select the communication channels that are most effective for reaching your target audience. This may include emails, intranet, social media, or even face-to-face meetings.
• Create a Schedule: Establish a communication calendar that outlines when and how often you will communicate. Consistency is key.
• Assign Responsibilities: Clearly define who is responsible for each aspect of the communication plan. This ensures that everyone knows their role in the process.
• Monitor and Adapt : Regularly review and adapt your communication plan as needed. The business landscape is always evolving, and your plan should too.

In conclusion, a well-structured communication plan is not a luxury but a necessity for any organization. It enhances clarity, aligns with your business goals, and improves employee engagement. It’s a crucial tool for decision-making and crisis management. Furthermore, it’s the cornerstone of building trust with your customers.

Looking To Boost Your Business With a Good Communication Plan?

A well-crafted communication plan that knows its audience and how it’s going to be tapped, presents said audience with the organization’s unique selling proposition and communicates it with clarity.

If you’re looking to do the same with your business to reach its full potential, our experts can help you craft the communication plan that fits your business well.

Let TeamAsia help you bring your business to the next level. Contact us today !

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