Trigger 6

  Communication plan

(PBL session 7, closing trigger 6. 15.10.2014)

 How to develop a communications plan? 

A communications plan is an important part of an organisations daily operation. It sets the standards for how and when communication takes place, internally and externally.

The steps of creating a communication plan are:

•  understanding of the target audience and how to reach them 
•  research past media coverage and public opinion
•  defining messages to be delivered and materials to be produced 
•  financial resources 
•  a written work plan 

A plan is never complete, it should adjusted when ever needed as the situations change. A good plan frames the media activities, clarifies the priorities, target audience, resources and staff assignments. It is important to identify these steps and elements and plan them carefully before implementing them into daily activities. In marketing the plan can and should include advertising, PR, direct response, interactive and sales promotion plans and event&sponsorship and personal selling plans.

The interactions can be verbal, written, electronic or face-to-face. The flow of information is important in order to be successful. If someone misses the information when something changes, there is a risk for mistakes or delays and failing to meet the requirements. 

The manager should set a tone for all communications which allows to maintain control of a certain project and ensure all stakeholders receive all the necessary information. When the standards of how participants communicate are set it's easier to controll and manage and communication stays consistent. When the communication is regular and consistent, the employees can work productively and the manager can lead the team to the the desired outcome.

 Why is a communication plan important for a company?

A good plan affirms the goals and outcomes of a organisation, its vision, mission statement and values and beliefs. 

Effective project communications require consistent, credible, and concise reporting of progress and status.  The sender is responsible for making sure that information is clear, concise, complete, and presented in a timely manner.  The receiver is responsible for providing information needs, media, timing, format and forum.  Of the facets of project management, communication planning is one of the most critical to success

Sources

Bonk, K., Griggs, H., & Tynes, E. 1999. Designing a Communications Plan, Chapter 4. 

Frost, S. 2014. Chron.com, How important are communication plans for project managers?