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• 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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How to Write an Effective Communication Plan [+ Template]

Published: June 05, 2024

Guess what’s common among the top organizations like Apple, Microsoft, and Amazon? An effective communication plan.

Be it the content strategy, a product launch, a campaign announcement, or a customer escalation, a robust communication strategy holds every part of your organization firmly.

A survey by The State of Business Communication revealed that 72% of business leaders credit effective communication for their team’s productivity.

Without an organized communication plan, even the strongest strategies can fall apart, breaking your business. Writing an effective communication plan isn’t a tedious process if you have pre-made internal communication plan templates in place.

In this post, you’ll learn how to create an effective communication plan that prepares you and your company for any situation — and I’ll provide some templates to help you in the process.

Table of Contents

What is a communication plan?

How to write a communication plan, communication plan templates.

A communication plan enables you to effectively deliver information to appropriate stakeholders. The plan will identify the messages you need to promote, to whom you're targeting those messages, and on which channel(s). communication plans can be used in times of crises, but they are also used when pitching new initiatives or launching new products.

A descriptive business communication plan answers the where, why, and how of your campaigns. From product launch to advertising, running social media promotions, or addressing a crisis, a communication strategy details the messages to deliver, to which audiences, and through which channel.

For instance, if I were to create a communication plan for a data breach crisis in an IT company, I’d need to create an immediate crisis plan to communicate with the crisis team. The plan will outline the goals, stakeholders’ comments, plan of action, communication medium, and due date.

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It’s also important to name the person or a team responsible for the specific issues and include the customer problems within.

In my opinion, it’s impractical to use one type of communication template for various communication types. A social media communication plan, for example, will have the key components as campaign objectives, communication channel, frequency, audience type, and date of posts.

For the same organization, a product launch template will have a different layout — consisting of product launch type, deliverables for clients, leads, stakeholders, and social media. This also requires a public relation, so you’ll need a tab for covering the media news.

I’d also consider different formats for different communication plans. While a social media or a product launch communication plan looks more organized in the table format, a strategic communication plan is understandable in a horizontal text format.

Need a free, easy-to-use communication plan template? HubSpot has 12. Check out this toolkit for everything you need to build your own.

This is part of a template offered in the toolkit. For this particular template, the organization is separated into phases, a description of that phase, and who needs to complete that action.

Download These Templates for Free

Now that we’ve gone over how a communication plan can be helpful, let’s learn how to write one that will be effective.

• Use pre-built communication plan templates.
• Conduct an audit of your current communication materials.
• Set SMART goals for your communication plan based on the results from your audit.
• Identify the audience to whom you plan to deliver your communication plan.
• Outline and write your plan, keeping your audiences in mind.
• Determine the channel(s) on which you need to deliver your messages.
• Decide which team members are responsible for delivering the message.
• Estimate a timeline for how long each step should take.
• Measure the results of your plan after presenting to stakeholders, and determine successes and areas for improvement.

1. Use pre-built communication plan templates.

If I had to write a communication plan for a social media campaign, a crisis management message, or a public relations campaign, I would consider using different layouts for each.

For each of these communication plans, it is essential to stay consistent with the structure and layout. There are a multitude of communication plan apps and tools to write effective communication and automate the plans — but that comes with a catch.

The tools can’t be a suitable pick for large teams with a multitude of objectives and goals. Also, the technicalities within these tools aren’t suitable for every team member or manager at various levels.

Instead, the pre-built templates can be a good starting point for writing an effective communication plan. These templates can be downloaded in various formats — Excel, Word, PDF, or any editable format.

From time tracking to goal planning, from conducting regular meetings to complying with regulations, the business templates can be a great time-saver for large project teams.

These business templates by HubSpot , for example, offer free downloadable templates for various communication plan types — action plans, annual reports, business proposals, business cases, etc.

2. Conduct an audit of your current communication materials.

Renowned U.S. retailer John Wannamaker once said, “Half the money I spend on advertising is wasted and the trouble is I don’t know which half.”

If you’re sailing on the same boat, you might need a thorough communication audit. A communication audit analyzes the current communication material and provides relevant data and insights on future plans.

For example, I’d need to perform an audit on brand messaging, intended effects, and product progress before starting a product launch communication plan.

The audit will help me identify the major gaps in the marketing materials and a topic that is discussed but aligns well with the new product. Hence, the communication audit upfront will let me know what to include in the communication plan.

To conduct an audit, you’ll need to carefully gather and interpret data on your current marketing plan performance and build a path forward based on those results.

It is also imperative to host focus groups or send surveys to the audiences to find gaps in the current communication materials.

Of course, you’ll want to have the goal of your communication plan in mind when conducting an audit.

For instance, if you’re launching a new email marketing tool and you notice you’re lacking content on Google Ads, this might not be relevant information for your communication plan.

However, if you’re missing content on email marketing best practices, that’s important information you can use to tailor your communication plan appropriately.

The following template considers the five Ms for a successful communication audit. The top leadership and the head of the project can leverage elements to understand the current communication scenario.

This example from Smartsheet is a nine-step roadmap that includes space for a mission statement, executive summary, situation analysis, key messages, and more.

The key components of this three-page communication template are:

• Executive summary.
• Target audience.
• List of stakeholders.
• Communication medium.
• Competitive analysis like SMART goals.
• Budget plans.
• Situation analysis, including the PESTLE and SWOT analysis.

Documenting details like PESTLE analysis and SWOT analysis will give your internal stakeholders a clear picture.

What I like: I like this template because of its comprehensive communication elements such as key messages, tools, and tactics for communication, budget, and a milestone chart. This chart lists all the tasks, the owner, and due date, which brings transparency to the communication.

6 . Crisis Communication Plan Template

This communication checklist below, by Prezly , gives a great overview of the details of a crisis plan from beginning to end. It can be used as an effective guide when drafting a crisis management strategy.

A crisis communication plan lays out the actions that you need to take before an unlikely event. These actions include scrutiny and legal issues, compliance with regulations, and the necessary escape.

The template also includes the representative who should be a spokesperson for this crisis with additional resources such as press releases or announcements on social media or email.

The template stands out for its simplicity and accessibility in the Excel format, making it customizable. This Prezly crisis template has tabs that segment different phases of crisis: pre-crisis, live crisis, and post-crisis.

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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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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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3 Templates and Examples: Craft an Effective Communication Plan Easily

By Status.net Editorial Team on February 28, 2024 — 28 minutes to read

• Fundamentals of Communication Planning Part 1
• Setting Communication Objectives Part 2
• Small Business Communication Plan Template Part 3
• Example: Small Business Communication Plan Part 4
• Non-Profit Organization Communication Plan Template Part 5
• Example: Non-Profit Organization Communication Plan Part 6
• Corporate Communication Plan Template Part 7
• Corporate Internal Communication Plan Example Part 8
• Implementing the Communication Plan Part 9
• Communication Plan Monitoring and Adjusting Part 10
• Measuring Impact and ROI of a Communication Plan Part 11
• Best Practices for Communication Plans Part 12
• Tips for Maintaining Stakeholder Engagement Part 13
• Frequently Asked Questions Part 14

A well-structured communication plan helps you to ensure that all the pertinent information is relayed to the right stakeholders at the right time. Crafting a detailed communication plan not only helps to avoid miscommunication, but it may also foster deeper connections and support collaboration among team members.

Part 1 Fundamentals of Communication Planning

A well-thought-out communication plan is key to successfully meeting your project goals and objectives. In this section, we will walk you through the essential elements that should be included in your communication plan.

• To begin with, you need to define your communication objectives . This means determining the desired outcomes of your communications, such as raising awareness about a product, informing employees about a change, or motivating your team. Setting clear objectives will help you stay focused on what’s important throughout the project.
• Next, identify your target audience . This means specifying the groups of people who need to be informed or influenced by your communications. Different audiences may require different methods and messages, so it’s important to consider this when crafting your plan.
• Once you’ve identified your target audience, it’s time to map out your key messages . These are the main points you want to convey to your audience. Make sure your messages are clear, concise, and relevant to your audience’s needs and concerns. For example, if you’re informing employees about changes in their work schedule, your key message might be: “We’re shifting to flexible hours to better accommodate your personal lives, and here’s how it will work.”
• Now it’s time to select your communication channels . This involves choosing the medium or platforms that will best reach and engage your target audience. Examples include face-to-face meetings, emails, town halls, or social media. When selecting your channels, consider your audience’s preferences and the nature of the message you want to convey.
• Timing and frequency are significant aspects of a communication plan. You need to plan when you’ll communicate your key messages, and how often you’ll need to update or reinforce them. You might decide, for example, to hold a team meeting on a specific day of the week, or to send out reminders every month.
• Another important element in your communication plan is the responsibility and ownership of your communications. This includes assigning roles and responsibilities to the team members who will be delivering your messages. Make sure to specify who is responsible for writing, reviewing, approving, and distributing your communications.
• Lastly, establish a system for monitoring and measuring the success of your communication plan. This means setting up metrics and gathering data to evaluate the effectiveness of your messages, channels, and timing. By doing so, you can identify areas for improvement and make adjustments as needed.

Part 2 Setting Communication Objectives

Identify target audiences.

When developing a communication plan, it’s important to first identify your target audiences. These groups are the people who will be receiving and acting upon the messages you create in your plan. Consider demographics, psychographics, and any other relevant factors while doing this. For example, if you’re launching a new product, your target audiences might include potential customers, existing customers, and industry influencers.

Outline Key Messages

Next, you’ll want to outline the key messages you want to convey to your target audiences. These messages should be clear, concise, and relevant to each audience. To ensure each message addresses your audience’s needs and concerns, consider using the following structure:

• Problem: Explain the issue or challenge your audience is facing.
• Solution: Describe how your product, service, or initiative can help solve the problem.
• Benefit: Highlight the advantages or value your solution provides.

For instance, if you’re promoting a project management app, a key message for potential customers might be:

• Problem: Managing multiple projects with teams can be chaotic and time-consuming.
• Solution: Our app streamlines project planning and collaboration, making it easier to manage projects and teams.
• Benefit: With our app, you can save time, reduce stress, and boost overall productivity.

Define Success Metrics

Lastly, defining success metrics is an essential part of your communication plan. These metrics are measurable indicators that help you evaluate the effectiveness of your communication efforts. By setting and tracking specific goals, you can continuously refine your communication plan because you’ll know what works and what doesn’t.

Some common success metrics for a communication plan include:

• Increase in website traffic
• Number of new leads or inquiries
• Growth in social media followers
• Improved customer satisfaction ratings
• Sales growth or revenue generation

For example, if your communication plan focuses on promoting a new product, you could set success metrics like: achieve a 15% increase in website traffic, generate 100 new leads, and increase sales by 10% within the first three months.

Communication Plan Templates and Examples

Communication plans are essential tools for creating effective and organized strategies within any company or organization. They facilitate clear communication, alignment of objectives, and smooth collaboration among team members. It’s important to find a template that works best for your company’s specific needs and modify it accordingly. Here are three templates for different types of companies along with examples to help illustrate how to use them.

• Small Business

For small businesses, a simple yet detailed communication plan is important. The main elements to focus on include:

• Communication objectives
• Target audience
• Key messages
• Responsibilities

Part 3 Small Business Communication Plan Template

I. Executive Summary – Brief overview of the communication plan’s purpose and importance for the business.

II. Introduction – Description of the current communication situation and the need for a structured plan.

III. Communication Objectives – Specific, measurable, achievable, relevant, and time-bound (SMART) goals for the communication plan. Objective 1: Objective 2: Objective 3:

IV. Target Audience – Identification and segmentation of the key audiences for the communication messages. Audience 1: – Demographics: – Psychographics: – Preferred Communication Channels: Audience 2: – Demographics: – Psychographics: – Preferred Communication Channels: Audience 3: – Demographics: – Psychographics: – Preferred Communication Channels:

V. Key Messages – Main points that need to be communicated to each target audience. For Audience 1: – Message 1: – Message 2: For Audience 2: – Message 1: – Message 2: For Audience 3: – Message 1: – Message 2:

VI. Channels – The mediums through which the key messages will be delivered. Offline Channels: – Print Media (Flyers, Posters, etc.) – Events (Workshops, Seminars, etc.) Online Channels: – Email Newsletters – Social Media (Facebook, Twitter, LinkedIn, etc.) – Company Website/Blog

VII. Timeline – Schedule for when communications will be developed, delivered, and reviewed. Initial Launch: – Date: – Activities: Ongoing Communication: – Frequency: – Activities: Review Points: – Dates: – Evaluation Activities:

VIII. Responsibilities – Roles and responsibilities for each part of the communication process. Strategic Oversight: – Person/Team: Content Creation: – Person/Team: Distribution: – Person/Team: Monitoring and Evaluation: – Person/Team:

IX. Budget – Estimated costs associated with the execution of the communication plan. Development Costs: Distribution Costs: Miscellaneous Costs:

X. Monitoring and Evaluation – Methods and metrics for assessing the effectiveness of the communication efforts. Metrics: – Reach: – Engagement: – Conversion: Evaluation Frequency: Tools for Measurement:

XI. Contingency Plans – Alternate strategies for potential challenges or changes in the communication plan.

XII. Appendices – Any supporting documents or additional information relevant to the communication plan.

Part 4 Example: Small Business Communication Plan

I. Executive Summary – This document outlines the communication strategy for “Fresh & Local Groceries” , a small business focused on providing locally sourced produce to the community.

II. Introduction – “Fresh & Local Groceries” has been experiencing a disconnect in communicating its values and services to potential customers. This plan aims to enhance visibility and customer engagement through targeted communication efforts.

III. Communication Objectives Objective 1: Increase brand awareness within the local community by 25% within the next six months. Objective 2: Grow our email subscriber list by 40% by the end of Q3. Objective 3: Boost customer engagement on social media by 30% in the next quarter.

IV. Target Audience Audience 1: Local Residents – Demographics: Ages 25-45, health-conscious individuals, parents. – Psychographics: Values sustainability, quality produce, community involvement. – Preferred Communication Channels: Social media, community events. Audience 2: Local Businesses – Demographics: Local restaurant owners, cafe operators. – Psychographics: Interested in quality ingredients, reliable suppliers, bulk purchasing. – Preferred Communication Channels: Email, direct meetings, networking events.

V. Key Messages For Audience 1: – Message 1: “Your local source for fresh, organic produce.” – Message 2: “Join our community-focused initiatives and events.” For Audience 2: – Message 1: “Reliable partnerships for sourcing high-quality, local ingredients.” – Message 2: “Support local farming with our business-to-business bulk offers.”

VI. Channels Offline Channels: – Print Media: Monthly flyers in local community centers. – Events: Bi-weekly farmer’s markets, cooking classes. Online Channels: – Email Newsletters: Weekly newsletter with recipes and store updates. – Social Media: Daily posts on Instagram, weekly Facebook live sessions.

VII. Timeline Initial Launch: – Date: April 15, 2024 – Activities: Launch of new Instagram campaign with hashtag #FreshLocalLove. Ongoing Communication: – Frequency: Daily for social media, weekly for newsletters. – Activities: Regular posts, updates, and newsletter content creation. Review Points: – Dates: End of each month for social media, quarterly for email campaigns. – Evaluation Activities: Analytics review, customer feedback surveys.

VIII. Responsibilities Strategic Oversight: – Person/Team: Marketing Manager Content Creation: – Person/Team: Social Media Coordinator, Content Writer Distribution: – Person/Team: Social Media Coordinator, Email Marketing Specialist Monitoring and Evaluation: – Person/Team: Marketing Analyst

IX. Budget Development Costs: $1,000 for content creation tools and software. Distribution Costs: $500 for social media advertising, $200 for email marketing services. Miscellaneous Costs: $300 for unexpected expenses.

X. Monitoring and Evaluation Metrics: – Reach: Number of new followers on social media, email open rates. – Engagement: Likes, comments, shares on social media, click-through rates on emails. – Conversion: Sign-ups for the newsletter, inquiries from local businesses. Evaluation Frequency: Monthly for social media, quarterly for email campaigns. Tools for Measurement: Google Analytics, social media insights, email marketing analytics.

XI. Contingency Plans – Adjust social media ad budget based on performance. – Explore alternative channels such as local radio if the targeted reach is not achieved.

XII. Appendices – A: Social Media Content Calendar – B: Email Newsletter Schedule – C: Flyer and Poster Designs – D: Community Event Calendar

• Non-profit Organization

Non-profit organizations often require clear communication plans to get their message across to their audience and garner support. Key components of a non-profit communication plan include:

• Communication goals
• Monitoring and evaluation

Part 5 Non-Profit Organization Communication Plan Template

I. Executive Summary – A concise summary explaining the purpose and overarching goals of the communication strategy for the non-profit organization.

II. Background – A brief description of the non-profit’s mission, vision, and the role communication plays in achieving its objectives.

III. Communication Goals – Clearly defined goals that the communication efforts aim to achieve, aligned with the organization’s overall mission. Goal 1: Goal 2: Goal 3:

IV. Target Audience – Detailed profiles of the key audience segments the non-profit aims to reach and influence. Audience Segment 1: – Characteristics: – Communication Preferences: Audience Segment 2: – Characteristics: – Communication Preferences: Audience Segment 3: – Characteristics: – Communication Preferences:

V. Key Messages – The core messages that need to be conveyed to each target audience to support the communication goals. For Audience Segment 1: – Key Message 1: – Key Message 2: For Audience Segment 2: – Key Message 1: – Key Message 2: For Audience Segment 3: – Key Message 1: – Key Message 2:

VI. Channels – The communication mediums to be used for message dissemination. Traditional Media: – TV/Radio – Print Media (Brochures, Newsletters) Digital Media: – Social Media Platforms (Facebook, Twitter, Instagram) – Email Campaigns – Organization’s Website/Blog Community Outreach: – Public Speaking Engagements – Community Events and Workshops

VII. Timeline – A detailed schedule for the planning, execution, and review of communication activities. Campaign Launches: – Dates: – Key Activities: Ongoing Activities: – Frequency: – Types of Content: Review and Adjustment Periods: – Dates: – Review Activities:

VIII. Monitoring and Evaluation – Strategies and tools for tracking the effectiveness of communication efforts and making data-driven decisions. Metrics: – Reach and impressions – Engagement rates – Donation or volunteer sign-ups Tools: – Social Media Analytics – Google Analytics – Survey Feedback Reporting Frequency: – Weekly, Monthly, Quarterly (as appropriate)

IX. Roles and Responsibilities – Clear delineation of who is responsible for each component of the communication plan. Strategic Planning: – Assigned Leader/Team: Content Creation and Curation: – Assigned Leader/Team: Distribution and Outreach: – Assigned Leader/Team: Monitoring and Evaluation: – Assigned Leader/Team:

X. Budget – An outline of the projected costs associated with the implementation of the communication plan. Content Development: Channel Utilization: Monitoring Tools: Miscellaneous Expenses:

XI. Approval and Implementation – Steps for plan approval from the organization’s leadership and the process for putting the plan into action.

XII. Appendices – Any supporting documents, additional information, resources, or templates that support the communication plan.

Part 6 Example: Non-Profit Organization Communication Plan

I. Executive Summary – This communication plan outlines the strategy for “Green Future Initiative,” a non-profit focused on environmental preservation, to raise funds for its new “Save the Wetlands” conservation project.

II. Background – “Green Future Initiative” has a mission to protect and restore natural habitats. Communication is a vital tool to mobilize resources and public support for our conservation efforts.

III. Communication Goals Goal 1: Raise $50,000 for the “Save the Wetlands” project within the next four months. Goal 2: Increase awareness about the importance of wetland conservation by reaching 100,000 people through various communication channels. Goal 3: Recruit 200 new volunteers for upcoming conservation events and activities.

IV. Target Audience Potential Donors: – Characteristics: Environmentally conscious individuals, previous donors, philanthropists. – Communication Preferences: Email campaigns, social media updates, direct mail. Community Supporters: – Characteristics: Local community members, schools, environmental groups. – Communication Preferences: Community events, local media, educational workshops.

V. Key Messages For Potential Donors: – Key Message 1: “Your donation helps protect vital ecosystems and combat climate change.” – Key Message 2: “Join us in leaving a lasting legacy of conservation for future generations.” For Community Supporters: – Key Message 1: “Get involved locally to make a global impact on environmental preservation.” – Key Message 2: “Every action counts – volunteer, educate, and help us spread the word.”

VI. Channels Traditional Media: – Press Releases to local newspapers and radio stations. Digital Media: – Social Media Campaigns on Facebook, Twitter, and Instagram. – Monthly Email Newsletters with updates and donation appeals. – Blog Posts on the organization’s website featuring success stories and project impacts. Community Outreach: – Hosting informational booths at local farmers’ markets. – Educational seminars at schools and community centers.

VII. Timeline Campaign Launch: – Date: May 1, 2024 – Key Activities: Kick-off social media campaign, send initial email blast, press release distribution. Ongoing Activities: – Frequency: Weekly social media posts, monthly email newsletters. – Types of Content: Donor spotlights, project updates, volunteer testimonials. Review and Adjustment Periods: – Dates: Bi-monthly reviews on the 15th of each month. – Review Activities: Analyze campaign metrics, adjust strategies as needed.

VIII. Monitoring and Evaluation Metrics: – Fundraising progress towards the $50,000 goal. – Social media engagement and reach. – Email open and click-through rates, number of new newsletter sign-ups. Tools: – Social Media Insights tools. – Email Marketing Software Analytics. – Donation tracking software. Reporting Frequency: – Bi-monthly to coincide with review periods.

IX. Roles and Responsibilities Strategic Planning: – Assigned Leader/Team: Communications Director Content Creation and Curation: – Assigned Leader/Team: Marketing Coordinator, Volunteer Writers Distribution and Outreach: – Assigned Leader/Team: Social Media Manager, Email Marketing Specialist Monitoring and Evaluation: – Assigned Leader/Team: Data Analyst

X. Budget Content Development: $2,000 for professional copywriting and graphic design. Channel Utilization: $1,500 for social media advertising and email marketing platforms. Monitoring Tools: $500 for analytics software subscriptions. Miscellaneous Expenses: $1,000 for unforeseen costs.

XI. Approval and Implementation – The plan will be presented to the Board of Directors on April 15, 2024, for approval. Upon approval, the implementation phase will begin according to the outlined timeline.

XII. Appendices – A: Detailed Social Media Strategy and Calendar – B: Email Newsletter Templates – C: Press Release Template and Media Contact List – D: Community Outreach Schedule and Materials

• Large Corporation

Large corporations usually need comprehensive communication plans that ensure everyone is on the same page. Elements of a corporate communication plan include:

• Stakeholder analysis
• Crisis communication strategies

Part 7 Corporate Communication Plan Template

I. Executive Summary – A brief overview of the communication plan, highlighting its significance and alignment with corporate goals.

II. Introduction – An explanation of the context and need for a structured communication approach within the corporation.

III. Communication Objectives – Clear and measurable objectives that the communication efforts aim to achieve. Objective 1: Objective 2: Objective 3:

IV. Stakeholder Analysis – Identification and categorization of all stakeholders relevant to the corporation’s communication efforts. Internal Stakeholders: – Employees – Management – Board Members External Stakeholders: – Customers/Clients – Suppliers – Media – Investors – Community

V. Key Messages – Central themes and information points that need to be consistently communicated to stakeholders. For Internal Stakeholders: – Message 1: – Message 2: For External Stakeholders: – Message 1: – Message 2:

VI. Channels – The mediums through which the corporation will deliver its key messages. Internal Channels: – Intranet – Email Bulletins – Town Hall Meetings External Channels: – Press Releases – Corporate Website – Social Media Platforms – Public Relations Events

VII. Timeline – A schedule detailing when and how communication activities will be carried out. Initial Rollout: – Date: – Activities: Ongoing Communication: – Frequency: – Activities: Milestone Reviews: – Dates: – Review Activities:

VIII. Responsibilities – Allocation of roles and duties to team members for executing the communication plan. Strategic Planning: – Person/Team: Content Development: – Person/Team: Message Distribution: – Person/Team: Monitoring and Feedback: – Person/Team:

IX. Crisis Communication Strategies – Predefined actions and protocols for managing communication during potential crises. Crisis Identification: – Signals and Triggers: Crisis Communication Team: – Roles and Contact Information: Key Messages During Crisis: – For Employees: – For Media: – For Other Stakeholders: Communication Channels for Crisis: – Primary: – Secondary:

X. Monitoring and Evaluation – Methods for assessing the effectiveness of the communication efforts and making necessary adjustments. Metrics: – Employee engagement levels – Media coverage quality and sentiment – Social media analytics Evaluation Tools: – Surveys – Media Monitoring Software – Social Media Listening Tools

XI. Appendices – Any additional documents, guidelines, or resources that support the communication plan

Part 8 Corporate Internal Communication Plan Example

I. Executive Summary – (Summary of the plan’s purpose, which is to enhance internal communication and collaboration through the implementation of a project management tool.)

II. Introduction – (Explanation of the current state of internal communication and the need for improved processes and tools to facilitate better teamwork and project tracking.)

III. Communication Objectives Objective 1: Achieve 100% team member adoption of the project management tool within two months of rollout. Objective 2: Reduce email reliance for project updates by 50% within three months. Objective 3: Increase project delivery efficiency by 20% within six months as measured by project completion rates and stakeholder feedback.

IV. Stakeholder Analysis Internal Stakeholders: – Employees: All levels of staff who will be using the project management tool. – Management: Supervisors and managers who will oversee and track project progress. – IT Department: Support staff responsible for implementing and maintaining the tool.

V. Key Messages For All Employees: – Message 1: “The new project management tool will streamline our workflows and enhance collaboration.” – Message 2: “Comprehensive training and support will be provided to ensure a smooth transition.” For Management: – Message 1: “Real-time project tracking will provide better oversight and resource allocation.” – Message 2: “Your leadership is key to the successful adoption of the project management tool.”

VI. Channels Internal Channels: – Intranet Announcements – Email Bulletins with progress updates and tips – Training Workshops and Webinars – Q&A Sessions and Feedback Forums

VII. Timeline Tool Launch: – Date: August 1, 2024 – Activities: Initial tool training session, access provision to all team members. Ongoing Communication: – Frequency: Weekly updates, monthly training refreshers, quarterly feedback collection. – Activities: Progress tracking, success stories sharing, addressing questions and concerns. Milestone Reviews: – Dates: End of each month for the first three months, then quarterly. – Review Activities: Assess tool adoption rates, survey employees for feedback, adjust training as needed.

VIII. Responsibilities Strategic Planning: – Person/Team: Internal Communications Manager Content Development and Training: – Person/Team: HR and IT Department Collaborative Effort Message Distribution: – Person/Team: Departmental Team Leaders Monitoring and Feedback: – Person/Team: Project Management Tool Implementation Committee

IX. Crisis Communication Strategies Crisis Identification: – Signals and Triggers: Low adoption rates, negative feedback, technical issues with the tool. Crisis Communication Team: – Roles and Contact Information: Internal Communications Manager, IT Support Lead. Key Messages During Crisis: – For Employees: “We are aware of the issues with the tool and are working diligently to resolve them.” Communication Channels for Crisis: – Primary: Intranet, direct emails. – Secondary: Impromptu meetings or conference calls if needed.

X. Monitoring and Evaluation Metrics: – User login and activity rates in the project management tool. – Reduction in project-related email traffic. – Feedback from employee satisfaction surveys regarding internal communication. Evaluation Tools: – Project management tool analytics. – Internal survey tools. – Email analytics for tracking communication volume.

XI. Appendices – A: Project Management Tool User Guide – B: Training Workshop Schedule – C: FAQ Document for Tool Implementation – D: Feedback Form Template

Part 9 Implementing the Communication Plan

Action plan and timeline.

To effectively implement your communication plan, it’s important to create an action plan and timeline . This will help you structure your project in a way that ensures your objectives will be achieved. Start by breaking down your goals into smaller tasks or steps, and determine the deadlines for each task.

For example, suppose your goal is to launch a new marketing campaign. Your action plan might include:

• Researching your target audience (by March 10th)
• Creating marketing materials (by March 20th)
• Distributing materials (by March 25th)
• Monitoring responses (from March 25th to April 10th)

Having a clear timeline allows you to stay on track with your project, and it provides a useful reference for you to update your stakeholders on the progress of the communication plan at any given time.

Assigning Roles and Responsibilities

Another crucial aspect of implementing the plan is assigning roles and responsibilities to your team members. Determine who is best suited for each aspect of the plan and delegate the tasks accordingly.

• Identify the desired outcomes for each project/task
• List the skills and resources needed to achieve those outcomes
• Match team members based on their skills, expertise, and availability

For example, in the marketing campaign mentioned earlier, you might assign roles like this:

• Research: marketing analysts
• Creating materials: graphic designers and copywriters
• Distribution: social media managers and email marketing specialists
• Monitoring: data analysts

By doing so, you ensure that everyone understands their part in the project and can focus on their assigned responsibilities. This also makes it easier for you to track and manage progress on each aspect of the communication plan, leading to a smoother and more efficient implementation overall.

Part 10 Communication Plan Monitoring and Adjusting

In a well-structured communication plan, it’s important to regularly monitor progress and make adjustments as needed. This is where the “Monitoring and Adjusting” section comes into play. By keeping an eye on the implementation of your plan and gathering feedback, you can refine your approach and maximize effectiveness.

Feedback Mechanisms

To ensure your communication plan is on the right track, you’ll need to establish feedback mechanisms. These help you understand if your messages are well-received or if they need adjustments. Some options for gathering feedback include:

• Surveys or questionnaires
• Focus groups with your target audience
• Observations of communication in action
• Social media monitoring and analytics

By using these tools, you’ll identify areas where your communication plan could be more effective. Keep in mind that understanding your audience’s needs, preferences, and concerns is key to effectively adjusting your strategy.

Iterative Process

Your communication plan is an evolving document. As you gather feedback and learn more about your audience, you should be open to making changes. This continuous improvement is essential for achieving your goals. Here’s how you can implement iterative improvements:

• Monitor the effectiveness of your communication channels and tactics.
• Identify areas where your plan can be improved, and prioritize these improvements.
• Make adjustments to your plan based on the data you’ve gathered.
• Continue monitoring your plan’s effectiveness and make changes when necessary.

Embracing this iterative process is important, as it helps you stay flexible and adapt your approach as needed. By continuously refining your communication plan, you’re better equipped to reach your objectives and maintain a strong connection with your audience.

Part 11 Measuring Impact and ROI of a Communication Plan

In order to gauge how effective your communication plan is, it’s important to conduct accurate measurement and analysis. This section discusses two key methods for evaluating the success of your plan: quantitative analysis and qualitative insights.

Quantitative Analysis

When it comes to measuring the impact of your communication plan, numerical data can provide valuable insights. You may want to consider tracking metrics such as:

• Engagement : Track the number of likes, shares, comments, and click-throughs on your content.
• Reach : Measure how many people your messages are reaching by monitoring the total number of impressions or views.
• Conversion : Assess how well your communication plan is driving users to take desired actions, like signing up for newsletters, making purchases, or registering for events.
• Retention : Examine if your messages are keeping your audience engaged and invested by reviewing metrics like repeat visits or subscriptions.

For example, if you’re using social media to communicate with your customers, look at the engagement rate of your posts. This can help you determine which types of content resonate the most with your audience and how well your communication strategy is performing overall.

Qualitative Insights

While quantitative data is crucial for understanding the impact of your communication plan, it’s also important to gather qualitative feedback. This means collecting opinions, thoughts, and experiences from your target audience. Some ways you can gather this information include:

• Surveys: Send out surveys or questionnaires to your audience to gather their thoughts on your communication efforts.
• Focus groups: Organize a focus group with a representative sample of your target audience and facilitate a discussion on your communication plan.
• User tests: Invite users to test your communication materials or channels and provide feedback on their experiences.

For instance, you may conduct a survey asking your employees about their experiences with your internal communication tools. By understanding their experiences and preferences, you can improve your communication plan to better serve their needs.

Measuring the impact and ROI of your communication plan is essential in ensuring its effectiveness. By using both quantitative analysis and qualitative insights, you’ll have a comprehensive understanding of how well your plan is performing and how to improve it for greater success.

Part 12 Best Practices for Communication Plans

When creating a communication plan, it’s important to consider some best practices to ensure that your plan is effective and reaches its intended audience. Below are a few key points to keep in mind:

• Goals and Objectives : Clearly define your communication goals and objectives. Be specific about what you want to achieve and how you plan on measuring success. For example, if your objective is to increase team engagement, consider using metrics such as response rates or participation in events to determine if your plan is successful.
• Know Your Audience : It’s important to consider who your target audience is so that you can tailor your messages accordingly. Make sure to understand their needs, preferences, and communication channels because audience plays a crucial role in determining how effective your plan will be.
• Prioritize Messages: Determine which messages are most important or relevant to your audience. Having clear priorities for the topics and key messages you want to communicate will help ensure that the most important information is conveyed effectively.
• Choose the Right Channels: Use the appropriate channels to reach your target audience. This could include email, internal platforms, face-to-face meetings, or social media platforms, depending on your audience and objectives. Be sure to consider their familiarity and comfort level with the selected channels.
• Clear and Concise Messaging: Keep your messages simple, easy to understand and to the point. Avoid using complex language or jargon that may be confusing to your audience. Clear communication is essential for conveying the most important information.
• Create a Timeline: Develop a timeline to plan and schedule your communication activities. This will help ensure that communications are consistent and messages don’t get lost in the shuffle. Include key dates, milestones and desired outcomes on the timeline to keep everyone informed.
• Be Flexible and Adaptable: While it’s important to have a plan, be prepared to adjust your approach if necessary. Be willing to adapt and change your communication strategy if it’s not meeting your objectives. Keep an open mind and be receptive to feedback from your audience.
• Evaluate and Improve: Regularly evaluate the effectiveness of your communication plan by measuring its success against your objectives. Use the insights gathered to refine your approach and make improvements as needed. Learning from your successes and failures will ensure that your communication plan continues to evolve and improve.

Part 13 Tips for Maintaining Stakeholder Engagement

To ensure the success of your communication plan, it’s important to maintain stakeholder engagement throughout the process. Here are some tips to help you achieve this goal.

First, create a list of all stakeholders involved in the project. Being aware of who they are and their roles will help you tailor your communication strategies accordingly. For example, if you’re working with a branding team, consider holding regular meetings to provide updates on the latest designs and their impact on the project.

When communicating with stakeholders, make sure to be transparent and open. This means being honest about the project’s progress as well as any obstacles or challenges you may face along the way. By maintaining transparency, you can build trust with stakeholders and effectively manage their expectations.

To further boost stakeholder engagement, consider using a variety of communication channels. You might use different channels depending on the information being shared, the urgency of the message or the preferences of your stakeholders. Examples of effective communication channels include:

• Newsletters
• Social media platforms
• Instant messaging tools
• Video conferencing

In addition, give your stakeholders the opportunity to provide feedback on the project’s progress. This can be done through meetings or online surveys, for example. By opening up lines of communication and actively seeking their input, you demonstrate your commitment to collaboration and partnership.

Another important aspect of maintaining stakeholder engagement is providing regular updates on the project’s progress. Schedule periodic status updates, which allow stakeholders to see the current state of the project and understand any changes that have occurred. Be sure to emphasize accomplishments as well as challenges, because highlighting both will offer a balanced view of the project’s development.

Lastly, show appreciation and recognition for your stakeholders’ time and effort. This doesn’t have to be an extravagant gesture, a simple thank you email or acknowledging their contributions in a meeting can go a long way. By expressing gratitude and acknowledging their hard work, you can foster a positive working relationship that benefits everyone involved.

Maintaining stakeholder engagement in your communication plan is vital to ensuring project success. By incorporating these tips into your strategy, you can effectively keep your stakeholders informed, involved, and committed to the project’s objectives.

Part 14 Frequently Asked Questions

What are the key elements to include in a communication plan.

A communication plan should include the following key elements:

• Goals and objectives: Clearly define the purpose of your communication efforts, outlining your desired outcomes.
• Target audience: Identify your intended recipients, understanding their needs and preferences.
• Key messages: Determine what information you want to convey, ensuring it is clear and concise.
• Communication channels: Choose the most effective means for delivering your messages, such as email, social media, or in-person meetings.
• Timelines and milestones: Establish a schedule for your communication activities, setting deadlines for important tasks.
• Resources and budget: Assess the financial and human resources available to support your communication efforts.
• Measurement and evaluation: Set criteria for tracking progress, and be ready to adjust your plan as needed.

Can you provide an outline for constructing an effective communication strategy?

Here’s a simple outline to help you construct an effective communication strategy:

• Establish your goals and objectives.
• Identify your target audience.
• Develop key messages tailored to your audience.
• Select appropriate communication channels.
• Create a timeline and milestones for your communication activities.
• Allocate the necessary resources and budget.
• Monitor progress and measure success, modifying the plan as necessary.

How do I tailor a communication plan to suit my organization’s needs?

To create a communication plan that addresses your organization’s unique needs, consider the following steps:

• Assess your organization’s values, mission, and objectives.
• Identify your communication goals, aligning them with your organizational objectives.
• Understand your target audience, considering their communication preferences and needs.
• Develop key messages that resonate with your audience and reflect your organization’s values.
• Choose communication channels that are best suited for your audience and message.
• Create a schedule for your communication activities, ensuring it aligns with your organization’s timeline.
• Evaluate success regularly, adapting the plan to meet changing needs and opportunities.

How can different types of communication plans be applied to various projects?

Different types of communication plans can be adapted to fit different project requirements. For example:

• Internal communication plans can be tailored to the specific needs of your team, focusing on improving communication within your organization.
• Crisis communication plans can be designed to address potential challenges and unexpected situations, guiding your team’s response during a crisis.
• Marketing communication plans can be developed to promote your product or service, shaping public perception and driving sales.
• Stakeholder communication plans can be customized to address the diverse interests of various stakeholders, ensuring transparent and open communication between your organization and these key groups.

The key to creating a successful communication plan is to understand the unique needs of your project and tailor the plan to meet those needs.

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15 Communication Plan Templates for Professional Use (2024)

Written by: Orana Velarde

Communication plans can help you deliver information timely and effectively to stakeholders in various situations — from a PR crisis to a new product launch. They are excellent tools to share with your team and prepare them to communicate properly in any given situation.

If you're intimidated by the idea of creating a communication plan from scratch, it's okay. You can simply use a pre-designed communication plan template to speed up the process.

We've put together a list of 15 professional communication plan examples for various use cases.

The best part?

You can edit these communication plan templates online and download them or share them with your team.

Here's a short selection of easy-to-edit Communication plan templates you can edit, share and download with Visme. View more below:

Just choose the category from the list below that best describes your needs and start designing a successful communication strategy.

15 Communication Plan Templates for Professionals

Template #1: strategic communication plan, template #2: crisis communication plan, template #3: it communication plan, template #4: project management communication plan, template #5: internal communication plan, template #6: event communication plan, template #7: simple communication plan, template #8: change management communication plan, template #9: stakeholder communication plan, template #10: donor communication plan, template #11: school communication plan, template #12: emergency communication plan, template #13: marketing communication plan, template #14: product launch communication plan, template #15: diversity and inclusion communication plan, frequently asked questions (faqs).

Before you start scrolling, here’s a video on how to create attractive documents with Visme to get your creative juices flowing.

Strategic communication plans are essential documents that corporations, organizations and companies use to maintain stable and constant communication with their audiences. Below is an example of a communication plan template you can use to streamline communication.

This sleek strategic communication plan uses contrasting desaturation with bright colors to bring attention to the content. The placeholder sections in the table of contents include:

• Executive Summary
• Situational Analysis
• Demographics

Adding your content is easy as all you have to do is copy and paste into the template and adjust as needed. If you want to add pages with a type of graph or more text content, just duplicate a page. Use the same colors as the rest of the design to have a balanced look and feel.

And if you’re short on time, you can use the Visme AI document generator to generate your communication plans or any other document in a matter of seconds. Just type in your prompt, provide a bit more context, select your preferred design and watch the tool produce your first draft in seconds.

Check out how the AI document generator tool works.

Every startup, company or enterprise is bound to have a moment of crisis to deal with. It could be an unhappy customer or a global pandemic. For that reason, you need a crisis communication plan to specify actionable practices in any crisis.

Create your own Communication Plan with this easy-to-edit template! Edit and Download

With crisis communication plan templates like this one, all involved parties have access to the necessary information. Our designers have put together a collection of pages and sections to get you started, including:

• Crisis Communication Policy
• Crisis Command Center Team
• CCC Activation Hierarchy
• Media Liaison

To personalize your brand’s communication plan, simply change the colors and fonts using your Brand Kit . If you need more pages for more key messaging sections, it’s easy to duplicate the pre-designed pages and add your content.

You’ll need to adjust the layout a bit, so the pages don’t look the same. Change the image background for another and customize the text boxes and icons to match your content.

Here’s another great example of a communication plan. Share your project ideas and future goals effectively with our easy-to-use IT communication plan template. It's designed to help you choose the right communication channels and strategies for your IT projects.

The communication template has a bold dark and red design theme that sets a powerful visual tone. With eye-catching visuals and straightforward layouts, this template makes it simple to present your project proposals, timelines, and resource allocation.

Collaborating with your team becomes a seamless experience, ensuring that your message is conveyed accurately and efficiently to all stakeholders.

Upgrade your project communication with this attention-grabbing dark and red-themed IT communication plan template, and make a lasting impression while conveying your ideas and goals with impact.

Is your team working on a project together and you need to keep everything in check and on track? Are you looking for a way to let everyone know what needs to be done and when?

This project management communication plan sample is just what you need as the basis of your action plan.

Be clear and direct about what needs to be done, by whom and when. Putting it all in this project management communication framework template is going to create transparency within your team.

Your job as a project manager is to make sure everything is taken care of correctly and on time. When you use project communication plan templates like this one, your success rates go up.

Use the table of contents in this project management plan to outline all necessary information and key messaging. Explain how and when deliverables are to be expected and who are the key stakeholders in the process.

Link to collaboration channels and give instructions on how to use them best. Give instructions on how to name files and where everything is stored in the cloud.Use the Visme workflow tool to assign and manage each task, set deadlines and review and approve projects—all within your workspace.

Working on a project together takes careful planning. A project manager needs to ensure that everyone knows what’s expected of them and who to contact about different things. That's where an internal communication strategy comes in play.

This internal communications strategy template is just what you need to keep the team on track.

Our professionally designed internal communication plan is easy to use and customize with your content. The sections are separated as follows:

• Stakeholders
• Implementation
• Team Involved

If you plan to share your communication plan as a digital PDF, add links to the respective pages. This way, the reader can navigate to their desired content from the table of contents .

Use the timeline feature in the implementation section to visually schedule the tasks for the project. If you need to make the timeline longer, simply duplicate the page. Customize the colors and fonts for your brand using your Brand Kit.

Simplify the process of planning, organizing, and executing your events with our outstanding event communication plan template.

This complete communication strategy template comes equipped with step-by-step instructions, enabling you to seamlessly coordinate crucial event particulars, create detailed timelines, and ensure your guests are well-informed, all within a single platform.

Featuring captivating visuals, contemporary fonts, and customizable color schemes, this template not only enhances the functionality of your event communication plan. The rich blend of serene blues, pristine whites, and vibrant pinks also adds an aesthetic touch that will leave a lasting impression.

Add flipbook effects so readers can interact with the document as if they are reading a book. Make event planning a breeze while keeping everything visually appealing with this versatile template.

Communications planning doesn’t always need to be complicated. A simple communication plan will do the job for any small project. All you need for effective communication is the key messaging and the relevant links to the preferred communication channels.

This corporate communication plan template is simple and keeps things to only two pages. It effectively uses icons , progress bars and a table format to visualize possible situations of crisis and the appropriate response to each situation.

You can remove the cover page and download your communication plan as a single-page infographic . Or you can add more pages to turn it into a more comprehensive document.

If you’ve ever had to change something inside a company, you know how difficult it can be to it seamlessly. Change can be about a piece of software, a physical working location, a process or system.

A change management communication plan will help everyone involved in the transition by making sure they’re all on the same page.

This change management communication plan designed by our Visme designers uses placeholder content for a change in CRM. The sections apply to any type of change and are:

• Summary: What is changing and why?
• Stakeholders: Who is involved in the change and how?
• Phases: How will the change take place with the help of a timeline?

This is the perfect communication plan template to help your team change something seamlessly without affecting other aspects of your work.

When working on your plan, use Visme’s shortcut tool to easily find anything you want in the editor. Simply type forward slash (/) on your keyboard and search bar will appear. Type in a keyword to easily find design assets, tools and features in the Visme editor.

Having many stakeholders aiming for the same goal requires good organization and planning. Make sure everyone’s on board with this stakeholder communication plan example.

This professionally designed template offers all the pages you need to organize the information for your stakeholders. Share everything they need to know about your company, the goals, objectives, changes, projections and more.

Plus, share all relevant information like the dates for team meetings, a project roadmap , and the manager’s phone number.

If you need more pages than the template provides, simply duplicate and add your content in text boxes. Also, maintain a visual balance in the general look-and-feel of the page.

To keep the communication plan easy to read and understand, link to longer content with popups or external hyperlinks. Make sure to share the finished communication plan as a digital PDF file.

A well-planned donor communication strategy is essential to the success of any fundraising campaign. With our user-friendly template, you can impress your donors and streamline your fundraising efforts. This comprehensive tool includes easy-to-follow sections for outlining your donor engagement strategy, establishing effective communication channels and tracking the progress of your campaigns.

Our template features engaging graphics and icons, sleek fonts, and customizable colors that not only make it visually appealing but also allow you to tailor it to your organization's unique branding.

Every part of this template is customizable. With Visme’s intuitive editor, you can change colors, fonts and more to fit your branding. Elevate your fundraising endeavors and make a lasting impression on your valued supporters with this visually captivating and user-friendly template.

Ensuring that all communication levels are clear and concise within a school setting can be difficult without a communication plan. That's because precise instructions and direction are often essential for teachers, staff, parents and managerial positions.

Our school communication plan sample was created especially for you by our Visme designers. The three main sections cover communication strategies at three different levels:

• Academic Communication
• Staff Communication
• School-Wide Communication

Customize the tables with your school colors and input your specific information into the cells. Make your communication plan interactive by adding links to the correct communication channels for direct messaging and virtual or in-person meetings, and then share it online.

An effective emergency communication plan is vital for ensuring the safety and well-being of your team members. When a disaster strikes, a well-structured and thorough plan can ensure swift, coordinated responses and minimize risks.

Prepare your organization for emergency situations by sharing proven methods and solutions with this invaluable template. This stunning and user-friendly template simplifies the process, allowing you to outline essential procedures, contact information, and crucial resources. It provides indispensable guidance to your personnel in times of crisis, ensuring they are well-prepared and can respond effectively when needed most.

What makes this template shine are the striking images, visuals and design elements. In Visme’s library, you’ll find tons of visuals and design assets to communicate your ideas. Feel free to swap the template color theme to match your branding.

Need help writing or proofreading content for your plan? Visme’s AI writer is your handy assistant. All you need to do is write an accurate prompt that reflects your need and watch the magic happen.

Marketing and social media campaigns are successful when everyone involved knows what their part is in the process and what their tasks are. Setting every team member up with the information they need to reach a common goal is the primary purpose of this marketing communication plan.

This marketing communication plan example has a colorful, modern feel. Circles form a big part of the visual layout, making the content easier to digest and more interesting to look at.

In this marketing communication plan template, there are four sections for your key messaging:

• Goal and Objectives
• SWOT Analysis

The SWOT analysis page is a practical guide to see where your project has weaknesses and what strengths will pull it through. On the last page, you’ll find a timeline to help keep every team member on track of their tasks and in what timeframe.

Easily customize the template to match your brand by using your Brand Kit. Share the template with team members to get feedback and collaborate on the final design. Track how many people have viewed or taken action on your plan using our analytics feature .

When launching a new product, it’s good practice to work as a team. The best way to make sure all the pre-launch tasks are taken care of is to create a product launch communication plan.

In the six pages of this attractive product launch communication plan, you can lay out all the steps for your product’s pre and post-launch activities.

Use the timeline page to explain in detail what needs to happen. Specify which communication teams take care of what tasks, like the press release and influencer outreach emails.

Use hyperlinks to more in-depth content for specific teams and don’t forget to share the links to relevant communication platforms.

Use the sections set up for you in the template or create your own. Your key messaging will probably be similar to this but it’s easy to personalize or add more.

• Launch Phases
• Pre-Launch Activities
• Post-Launch Follow Up

Make sure to include the steps for recording post-launch metrics as these are just as important as the ones done pre-launch. Plus, measurable insights can help with other product launch projects in the future.

Achieving diversity and inclusion in the workplace requires a clear and comprehensive communication plan. A plan will serve as a strategic framework to promote diversity and inclusion initiatives across your organization.

This remarkable, fully customizable template is your compass for systematically advancing diversity, equity, and inclusion within your organization. The template has a clean and creative design layout with high-quality images and graphics that add visual excitement.

The eye-catching images are carefully selected to support your narrative and enhance the overall aesthetic of your plan. With its captivating design, you can effortlessly engage your entire workforce, presenting your vision, initiatives, and progress with impact and clarity.

There are multiple options for sharing your plan with stakeholders. You can share it online with a link or embed it on your website or landing page. Alternatively, you can download it in multiple formats.

Design Your Own Communication Plan Online

Creating a communication plan is easy when you have practical and inspiring templates to guide you. To get started with designing your communication plan, simply choose the template that best fits your vision and input your content.

If you're new to Visme, use one of the free templates and adjust the content accordingly. That said, you’d be surprised at what you can do with a premium Visme subscription .

With a premium subscription, not only will you get access to premium templates and graphic assets, you'll also be able to create any type of visual — from documents and presentations to infographics, charts, surveys, social media graphics and more.

You'll also be able to download your designs in multiple formats, from image to PDF to HTML5, work in collaboration with your team, create a Brand Kit and much more.

Ready to get started? Sign up for a free Visme account today and create a great-looking, comprehensive communication plan to share with your team.

Are you still weighing your options about creating a communication plan? Hopefully, the templates on this list inspired you to take a look and give them a try.

But you might still need a little help deciding if this is a suitable document for what you need. That’s why we’ve put together the most common questions asked about communications plans.

Q1. What is a communication plan?

A communication plan is a strategic document that shares coordinated, consistent and directed messaging for achieving a specific goal, such as managing a PR crisis or successfully launching a new product.

A communication plan can be printed, sent via email as a PDF or shared as a live online link. A well-structured and effective communication plan is the single most crucial factor of project management in any industry and for every use case.

Q2. What is the purpose of a communication plan?

The primary purpose of a communication plan is to deliver consistent information about a shared goal. It keeps everyone on the team on the same page about what needs to be done, how and when.

A communication plan solves many problems that teams usually face when there’s no clear direction for everyone involved. With a clear communication plan, everything is explained in detail and easy to follow.

All communication needs are laid out in detailed sections covering topics from goals and objectives to timelines and schedules . A communication plan brings together all the communication channels into one single document. From there, team members can spread out through relevant links and supplementary documents.

Q3. What’s included in a communication plan?

Every communication plan example is different, just how every project is different. But what remains the same across the majority of communication plans is the relevant and strategic information.

A standard communication plan includes sections like:

• Short and long-term goals for the project.
• A set of key messages to be explained in detail, separated into sections.
• Strategies for communication, both in-house and outbound.
• Details about the people involved in the project.
• A schedule and timeline for specific events, deadlines and reporting.
• Further communication methods.
• Specific instructions about your company’s communication process.
• Strategies for measuring success.

Apart from the list above, a communication plan must also include details pertinent to the specific project. If there are folders or systems that people need to access for the project’s success, list them and explain how to use them.

Q4. What is the first step in communication planning?

The first step in communication planning is to define the goals you and your team want to achieve. Outline both short and long-term goals so it’s easier to plan the project as pieces of a whole.

Following the goals, set the objectives. Explain how you plan to achieve these with the help of timelines, schedules, and tables. Include a list of involved stakeholders and links to further means of collaboration.

Q5. What are the key messages of a communication plan?

A communication plan’s specific key messages will depend on what you want to achieve and who your target audience is. Your key messages are the most essential communication points for any particular project.

For example, let’s say you’re creating a communication plan for a product launch. The key messages would cover;

• The goals and objectives of the product launch.
• The reason and story about why this product was created and what problem it solves for people.
• A timeline of pre-launch activities including who will be contacted for outreach and what information will be shared with them.
• What messaging and visual strategies to use for social media and advertising.

An excellent way to make sure all key messaging is clear is to add each one as an item in the Table of Contents.

Q6. What’s the best tool to create a communication plan online?

If you want to create a communication plan that makes an impact, use Visme! Our professionally designed communication plan templates will look amazing with your content and be super easy to customize.

With a Visme communication plan, you can include data visualizations using data from a Microsoft Excel sheet. In fact, if you’ve been creating project communication plans in an Excel spreadsheet, it’s time to upgrade your communication efforts!

Knock your team out of their seats with your impactful communication plan!

Head over to Visme's professional document creator and look through the template library, or click on any of the communication plan template buttons in the list above.

Q7. How to Write a Communications Plan

• Audit Your Existing Communication Plan: Before you put pen to paper, do a situational analysis of communications in your company. The goal is to identify gaps, problem areas and opportunities for improvement.
• Set SMART Goals: Based on the audit results, highlight SMART goals you want to achieve with your communications plan. An example of a SMART communication goal would be to improve client response time to complaints from six hours to three hours within the next 2 months.
• Identify Your Target Audience: Are you working with media outlets, customers, partners, investors, employees, customers or the government? Understand who your intended audience is. Consider their demographics, interests, needs, and communication preferences. This will help you tailor your messages and select appropriate channels.
• Communication methods, both in-house and outbound.
• Team members responsible for delivering communication
• Escalation plan
• Communication channels
• Choose appropriate and effective channels: Consider using a combination of channels such as email, meetings, presentations, the intranet, newsletters, social media, or face-to-face interactions. Adapt your channels based on the nature of the message and the preferences of your audience.
• Assign responsibilities: Determine who will be responsible for executing different aspects of the communication plan. Assign roles and responsibilities to team members or stakeholders involved in the process. Clearly define each person's tasks and deliverables.
• Set a timeline for execution. It's important to have a rough estimate of the time required for each step in implementing your strategy. For example, if your plan involves sharing information from top-level management to employees, it's wise to consider the duration it will take to go through the chain of command.
• Regularly review and assess your communication plan's performance : Evaluate the effectiveness of your messages, channels, and activities. Identify areas for improvement and make adjustments accordingly.

Q8. What are the Top Communication Planning Tips?

When it comes to communication planning, here are some tips to ensure effective and successful communication:

• Define clear objectives and identify the target audience: Whether it's providing information, generating buy-in, or addressing concerns, having clear objectives will guide your communication strategy. Understanding who your target audience is will help you tailor your communications to their needs, interests, and preferences.
• Be consistent and transparent: Maintain consistency in your messaging across different channels and ensure transparency throughout the change process. Share relevant information, progress updates, and any challenges or risks involved. This helps build trust and credibility with your audience.
• Engage leaders and influencers: Leverage the support of influential leaders and stakeholders within the organization. Engage them early on and involve them in the planning process to help drive change and promote a culture of open communication.
• Establish a feedback loop: Create channels for employees to share their thoughts, concerns, and suggestions. Actively listen and respond to feedback to build trust and engagement.
• Evaluate and Adapt: Gather feedback, track engagement, and assess whether your communication objectives are being met. Use the insights gained to adapt and refine your communication plan as needed.

Q9. How to Use Communication Plan Templates

To effectively use communication plan templates, follow these steps:

Choose a suitable template: Select a communication plan template that aligns with your specific needs and goals. Visme has a comprehensive library of templates that provide a comprehensive structure and include sections relevant to your project or initiative.

Gather relevant information: Collect the necessary information to complete each section of the template.

This may include objectives, target audience details, key messages, communication channels, timelines, budgets, and evaluation methods. Refer to existing documentation, conduct research, and consult with stakeholders as needed to gather accurate and relevant information.

Customize the template: Tailor the template to fit your specific requirements.

• With Visme's intuitive editor, you can easily modify section headings, add or remove sections as needed, and adapt the content to align with your project or organization.
• Customize the visual elements of the template to match your branding or style guidelines by adding your logo, adjusting colors, and modifying fonts.
• Access a rich library of images, videos and design assets to make your plan visually appealing.
• Automatically generate and incorporate captivating images, art, and graphics into your plan using Visme’s AI image generator .

Share and collaborate: Share the completed communication plan with relevant team members and stakeholders using Visme's collaboration features . Encourage them to provide feedback, input, and suggestions for improvement.

Implement and monitor : Implement the communication plan and monitor the progress and effectiveness of your communication efforts. Make adjustments as needed based on feedback, data, and changing circumstances.

Create a effective communication plans in minutes with Visme

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Orana is a multi-faceted creative. She is a content writer, artist, and designer. She travels the world with her family and is currently in Istanbul. Find out more about her work at oranavelarde.com

More From Forbes

Five components of a successful strategic communications plan.

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Director of Marketing at  haseebtariq.com.  I help fix large revenue retention & growth issues.

Communication is a critical part of any organization's success. Once, I was working closely with the senior leadership to create an email that addressed late deliveries. I remember that when we first started, there were so many ideas swirling in our heads about how to approach this project and what tone of voice would be best for our company. I wished I had someone with a communications strategy plan who could tell me the "best" way to approach this project in order to be successful.

I started reading and researching, looking for what I felt was a good strategy to communicate with our target audience. Luckily, after some research and conversations with others who had more experience than myself on the topic at hand, what finally developed was a communications strategy plan that we used over and over again for all of our marketing and communication efforts.

What Is A Communications Strategy Plan?

A communications strategy is a plan for communicating with your target audience. It includes who you are talking to, why you are talking to them, how and when you will talk to them, what form of communication the content should take and what channels you should use to share it.

1. What Is The Purpose Of Your Communications Plan?

A clear purpose helps keep everyone on board. Make sure the right people hear your message when they are ready and in a way that you want them to hear it. Your communication objectives should be to answer these questions: Who do I need to reach? Why do I need to reach them? What will my communications say? How will I deliver this message at the time that will have the best impact on my audience (and for me)? And what channels am I using or can I use for delivery?

2. Who Are You Communicating With (Or Who Is Your Target Audience) And What Message Do They Need To Hear?

Target audiences can vary from one time to another and may include your customers, employees or the media. Define who needs to hear what is happening in your organization. Every communications plan is different, but they should never be one-size-fits-all. It's a good idea to create an audience map that identifies key audiences and the messages they need to hear about your organization or cause in order for them to take action.

3. How Will This Message Be Communicated?

Your communications strategy provides the framework for the company's outreach activities, including what needs to get out there through communication channels like social media, email marketing, blog posts, video content on YouTube or Vimeo and so on. In my experience, the more specific you are with your messaging (and visuals) — even if it seems repetitive — the better your chances of getting people engaged and taking action are.

4. When Should This Communication Happen — Right Now Or Later On?

Organizations have to use their communications wisely and strategically in order to be successful with them. But the importance of timing is also important for communicating effectively. Your communications strategy should specify when the message should be communicated, including whether that's right now or later on. Your communications team should take these considerations into account as they develop your messaging and timing plan. In addition, I recommend developing two equally effective strategies: one for "now" and another that can be deployed in anticipation of events that might happen later down the road. A crisis communication plan helps cushion against unexpected turns of events, no matter what happens.

5. Who Will Be Responsible For The Communication?

Communications professionals should be the ones responsible for communicating with external audiences, and they should do so often during a crisis. However, human resources departments may also need to communicate internally about any changes that may affect employees. Define key messages, and then decide who will deliver them. Define the audience and focus on what they need to know about this change. Be sure to provide information in a timely way, but also keep the message concise so that employees can digest it easily.

Bottom Line

A strategic communications plan can help you communicate your message to the right people at the most opportune time. By considering these five components, you can put together a solid strategy that could drive more success for your business and bring about your desired results in less time. 

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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!

Continue Reading

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Crisis Communications Guide

Why You Need a Marketing Communication Strategy

The Best Communication Channels for Businesses

Internal Communications Best Practices to Drive Your Business Forward

Free Communication Plan Templates

By Kate Eby | February 27, 2023

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Below, you’ll find the best free communication plan templates for your organization. These templates are fully customizable and available in multiple formats. Pick the one that’s right for you.

On this page, you’ll find a communication plan template that allows for full customization and the inclusion of numerous important details; a strategic communication plan template that helps you develop a granular and highly focused communication strategy; and a business communication plan template that enables you to align your business plan and mission statement with your communication plan.

Communication Plan Template

Download a Communication Plan Template for  Excel | Microsoft Word | Google Sheets

Use this communication plan template to develop a clear and organized plan for disseminating information throughout your organization. Enter important details, such as stakeholders, deliverables, priority, delivery method, and frequency of communication. You can use this template in its current form, or you can adapt it to suit your specific needs. A good communication plan streamlines your workflow and reduces redundant or unnecessary communication while ensuring the efficient distribution of all vital details to every interested party. 

For additional information on communication plans, including more templates and professional advice, check out this comprehensive guide to project communication plans .

Strategic Communication Plan Template

Download a Strategic Communication Plan Template for  Excel | Adobe PDF | Google Sheets

Use this strategic communication plan template for a complete and detailed look at your organization’s communication needs. This template helps you develop a strategic plan that takes into consideration your mission, executive strategy, situational analysis, stakeholders, key messages, and more. This tool gives you the ability to create a customized plan that encompasses all your needs.

Check out these free communication templates for more options and information about communication plans.

Business Communication Plan Template

Download a Business Communication Plan Template for  Excel | Adobe PDF | Google Sheets

A business communication plan is crucial for setting and meeting organizational goals. Use this template to align your business plan and mission statement with your communication plan. Fill in all the crucial details concerning your business and mission to create a fully formed communication plan that streamlines and strengthens the connection between your business, clients, and stakeholders. 

To learn more about creating your own communication plan, visit this highly informative page of free communication strategy templates, examples, and expert tips .

What Is a Communication Plan Template?

A communication plan template is a tool for organizing and planning a communication strategy for a project or program. The template format can range from a simple chart to a multistep plan. Adapt the template to meet your organization’s needs.

A communication plan is essential for creating and implementing a predictable, reliable, and timely system of communication within your organization. Use a communication plan template to ensure that you’re accounting for all stakeholders and disseminating key information in a timely and constructive manner.

What Should a Communication Plan Include?

A communication plan should include goals and objectives; stakeholders and audiences; key messages; and a timeline for the dissemination of important communication. As your plan evolves, you can add details, such as multistep solutions or changes of task ownership. 

The nature of your plan’s content depends partially on the type and size of your organization. Still, most communication plans share a basic framework. To learn more, check out the key elements of a communication plan .

How to Write a Strategic Communication Plan

When writing a strategic communication plan, first decide on your goals. Next, consider what you need to communicate and to whom. Then write and obtain approval for your message. Finally, create a schedule and share your message with the team.

Your plan will vary, depending on your specific circumstances, but expect to follow these steps:

• Establish Your Communication Needs Figure out what you require in order to communicate important messages within your organization: What types of technology do you need to share information? With whom do you need to share information? What is the appropriate tone for sharing information? By answering these questions, you gain a firm grasp of what you need before you move on to the next step. 
• Decide on Your Communication Goals Determine what you want to say, to whom you want to say it, and how and why you want to say it. Write down the answers to these questions. Stay focused on your communication goals by making sure that you don’t include redundant or unnecessary information. Follow these steps to create the basis of your written plan. 
• Develop a Communication Schedule Establish the time frame of your project. Is it a short- or long-term project? An ongoing project requires consistent, recurring updates; a short-term project requires only a few updates (e.g., at the outset of the project, at the midway point, and at the conclusion). Once you determine the frequency of your communication, then you can pinpoint the timing of your updates based on the nature of your content. Deliver a recap or a low-priority message at or near the end of the week; share an important message early in the week or at a team meeting. Follow these steps to develop a precise communication schedule. 
• Consolidate Information into One Document Adapt one of the templates on this page to meet your needs. Once you’ve done so, make sure the entire team has access to the document. That way, you can ensure that everyone is working in lockstep.

How to Use Communication Plan Templates

As communication plans evolve, you can easily adapt by using a template. Pick an editable template that meets your needs. Complete the relevant fields with your specific information. As clients or stakeholders change, so should your communication plan. 

Use the following step-by-step instructions to get the most out of the templates on this page:

• Download the communication plan template in Microsoft Word.
• Save the template to your drive using a meaningful and unique title (e.g., “Marketing Department Communication Plan”).
• Stakeholders
• Deliverables for each stakeholder
• Frequency of communication
• Preferred delivery method
• Team or owner of each project
• Fill in the corresponding fields in your template.
• Review and adjust your plan as necessary.
• Share your plan with key stakeholders.
• Revisit and adapt your plan as necessary using your downloaded template.

Master Your Communication Strategy with Free Templates from Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

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Blog Graphic Design 5 Ways to Make an Exciting Business Communication Plan

5 Ways to Make an Exciting Business Communication Plan

Written 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]

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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. Using White Label VoIP , you can provide efficient and branded communication services, ensuring a seamless and professional customer experience.

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.

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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.

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.

If you don't adhere to a plan or don't have a communication strategy in place, especially when having to communicate with different entities in different locations, this can have a negative impact on your business, customers , suppliers, and employees.

• 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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6 Communication Plan Templates With Examples

Effective communication plans are critical to any business. You need to describe your specific business messages and who should say them across business situations. This can help ensure your staff and stakeholders take your desired action. The result is that you reach your communication goals.

The thing is, certain business situations crop up more than once. So, if you write about what should be said every time your firm has a marketing campaign, you might have to write three long reports in a single month or four or five, depending on the campaigns you run during that period.

Writing about the same things all over again is time-consuming. It can take your attention away from other, more important business activities. 

That said, the question is this: Is there a way you can announce communication strategies without wasting that much time in these repetitive situations?

Yes, you can! Let me introduce you to the business communication plan template.

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What is a communication plan template?

A communication plan template is a pre-written document that outlines your business messages across different situations. They say who is responsible for each communication task in the overall communication strategy. 

When you have a template ready, you can disseminate your strategy to your staff or other stakeholders quickly and effectively. After all, all you need to do is fill out the variables and hit send.

You shouldn’t, of course, just get any kind of template. Good business templates for communication plans should help you get your message across. Whether you send your template via team communication tools or offline, after reading it, everyone involved should know exactly what to do to achieve communication goals. 

But where do you get these templates? 

The good news is, there is always a good communication plan template at your disposal. I’ll share some of them with you in the next section.

6 Communication plan templates for businesses

From communicating changes in management to announcing exciting new product launches, here are six message templates you can use for your different business communication goals. 

1. Change in the management communication plan template

You need to announce any management change in a business or a project. After all, if employees don’t know to whom they should report, any existing workflow can be disrupted.

A change in management communication plan should detail the information that you will communicate to stakeholders and employees. The main message, of course, is the change in management. The tone of your message, however, may vary across your different target audiences. 

For instance, you might need to be more reassuring when announcing the development to the rank-and-file employees. When doing the same with upper management, you might have to sound firm.

The purpose of the communication plan is to help everyone involved in the dissemination of the message understand their respective roles. Effective communication of the details of the handover, in turn, will help convince people about the benefits of the change. 

Here’s an excellent template for change management communications. 

The template specifies the different stakeholders, the communication methods, the frequency, and the responsible parties for the communication task. It also has room for notes. The more specific your communication strategy, the more effectively the change in management will be communicated. 

2. Marketing communication plan template

A communication plan is critical when you’re running marketing campaigns. After all, at the core of effective marketing is effective communication . You need to know how to communicate with your various audience segments so you can drive them to action.

But your potential customers aren’t the only people you need to speak to when it comes to your marketing efforts. Your plan (and template) should include how you should address media partners, too, especially if you’re holding events you’d like to have covered.

Check out the marketing communication plan template below. 

The key to creating a good communication plan is to look at your marketing campaign holistically. This way, you can determine the types of audiences that require different communication approaches. 

The platforms used for disseminating your messages should be specified, too. For instance, when talking to event coordinators for a marketing event, your preferred platform could be email or secure messaging app . When talking to your current customers, your preferred platforms could be social media, email, and your website.

If you’re planning to use marketing automation tools for your marketing campaigns, list them in your plan as well.

3. Product launch communication plan template

Launching a new product is exciting. A good product is half of the success equation. The other half requires a team working together to ensure proper communication of the product launch. After all, if you don’t get to communicate your launch, you can’t expect to generate sales, at least not as immediately as you would have wanted. 

This is where you need a product launch communication plan. 

Your template should have fields for the different product launch messages you’ll disseminate. For instance, you might decide to send a product feature kit to your customers. As for the media, you might decide to send them a press release instead. You’d need to specify the content of each of these product launch messages in your template.

You’ll need to include other specifics, too. For instance, will you use a custom sales email template as part of your email series to subscribers? What tone will you use in your product launch messages to each of your stakeholders?

Here is a product launch communication plan template that you can edit:

PRODUCT LAUNCH COMMUNICATION PLAN

TARGET MARKET

MESSAGING MATRIX

TEAM MEMBERS

You can customize the template so that it matches your brand colors, just for branding purposes. Then share the document with your marketing and sales teams through email, if you gave them communication tasks as well. 

You can just reuse the template for your next product launch.

4. Project management communication plan template

If you think about it, the plans and templates we talked about in previous sections (the marketing communication plan and template, for instance) are also project management communication plans. 

There are, however, other projects that aren’t covered by the templates we’ve so far discussed. So, we’ll discuss the project management communication plan in this section separately.

In general, a project manager should be clear about what their team needs to do when working together on a project. It’s their job to make sure everything is taken care of correctly and on time. The thing is, your team members might not be the only people you need to talk to for a successful project implementation.

If you’re designing a website for a client, for instance, you’d have to coordinate with the freelance web designer and that client at different stages of the project. If you plan to set up your own store but don’t know how to start a business , you’d have to talk to even more people. You’d need to ask a lawyer about permits, consult a business coach on the best strategies, and then later on ask a recruiter to help you hire the best talent.

This is where a project management communication plan comes in. The plan can help you organize your communication tasks that are relevant to the overall project’s success. 

If you’re not the only one coordinating with different project stakeholders, the plan can help your team members be on the same page. Just share the plan with them so they’ll know their specific communication tasks.

Here’s a great project management communication plan you can use as a template or get inspiration from:

PROJECT MANAGEMENT COMMUNICATION PLAN

Job Details

Client and Brand:

Job Name and Number:

Project Summary

Communication Goals

Stakeholders’ Overview

PERSON CONTACT INFO FREQUENCY       FORMAT/CHANNEL

1.  

Just adjust the specifics and the scope of your communication plan depending on the project type. 

As with your other communication plans, you’d need to outline the communication methods and the channels you will be using to contact stakeholders. These could include in-person or video meetings , emails, phone calls, DMs, social media, digital flipping books or any other methods. 

Also, include the hows. Will you be providing weekly or biweekly status reports to the client? Will you be talking to your building material suppliers on Wednesday or Thursday? Again, the more detailed your communication plan, the better for you.

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5. strategic communication plan template.

A strategic communication plan helps you communicate your organization’s vision for the future and its goals. The plan should specify the different ways you can make everyone in the company—from the upper management to the rank-and-file employees—aware of these. The goal of communicating these goals is to motivate everyone to take action so that the company can achieve them.

What are some sample business goals? For instance, you might want to improve your brand’s reputation in X months. Or you might want to enhance partnerships with other organizations.

Because business goals, the order in which these should be achieved, and the employees in a company tasked with communication roles change, you need a communication plan template in this situation, too.  

A good strategic communication plan template leaves room for the specific goals of the business. It also allows you to easily change each person’s communication responsibilities.

STRATEGIC COMMUNICATION PLAN

Initiative/Goal:

Communication Objectives:

Key Messages:

The template should also allow you to specify a timeline for the company-wide dissemination of the business goals. Don’t just give a general timeline. Everyone involved in the dissemination process should have a deadline to meet. For instance, you can say in your plan that X should have spoken to the senior managers by May. Y, meanwhile, should have informed the rank-and-file employees by August.

That’s the only way you can ensure the seamless dissemination of business objectives across the company.   

Above is a strategic communication plan template that you can adjust for your use.

6. Internal communication plan template

An internal communication plan ensures your stakeholders, including your team, are up-to-date on what’s going on in the company.

The change management communication plan we discussed above is, in fact, a type of internal communication plan. There are, however, other internal communication plans worth discussing.

For instance, you’d use an internal communication plan to communicate new onboarding strategies or workplace arrangements (i.e., a new arrangement that sees half of the workforce working remotely and the other half on-site). 

In the first case, a good communication plan template should allow you to specify what tools to use to onboard new employees. It should also allow you to explain the platforms you’ll use to disseminate your corporate values and policies to the new hires. You should be able to specify the messages you’ll give, too.

Meanwhile, a communication plan template for new workplace arrangements should allow you to specify the team collaboration tools to use. An internal communication plan template will help you with everything you need to keep your team on track. 

This template will work great as a starting point for your communication outreach within your organization. It’s free and you can print it for use. 

INTERNAL COMMUNICATION PLAN

OBJECTIVES AND GOALS

MESSAGES PER STAKEHOLDER

The template is quite self-explanatory. First, you’d need to decide what details to share with the stakeholders. Those stakeholders are essentially the people in your company who need to know about those new internal arrangements or policies. 

So, the stakeholders in our new workplace arrangement example would be practically everyone in the company. However, your messages would be different for different stakeholders. You’d tell half the workforce to report on-site and the other half to report online. 

You’d also have to include in your communication plan template the new policies you’ll communicate to the remote workforce (for instance, what time they should be online, how they should respond to co-workers’ messages, etc.).

How can a communication plan help you?

Communication plans can help you disseminate the correct information effectively to appropriate stakeholders. Business templates for communication plans, meanwhile, help you create these plans. So, instead of writing them from scratch every time a situation crops up, you just have to fill in the important variables to ensure effective communication of goals.

You saw examples of business templates for communication matrix for different scenarios: a change in management, marketing, product launch, project management, strategic, and other internal changes.

Use the templates to your advantage or take inspiration from them. See how they can help you get the right messages to the right people. The other good news? You didn’t have to spend too much time writing.

Ammara Tariq

Ammara is a Marketing Manager at Chanty - a collaborative team chat, with a plan to take her team to new heights. With an everlasting love for marketing tactics, she’s also very fond of research writing and hopes to spread delight and knowledge to her readers.

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The Ultimate Guide: How to Make a Communication Plan for Your Business

In today’s fast-paced business world, effective communication is an essential ingredient for success. A well-executed communication plan can help streamline internal processes, enhance team collaboration, and ensure that your message reaches your target audience in a clear and impactful way. Whether you are a small startup or an established organization, having a communication plan in place is crucial. In this article, we will guide you through the process of creating a comprehensive communication plan that will take your business to new heights.

Understanding the Importance of a Communication Plan

Effective communication is the backbone of any successful business. It enables teams to collaborate efficiently, ensures that everyone is on the same page, and helps build strong relationships with customers and stakeholders. A communication plan serves as a roadmap for how information flows within your organization and beyond. It provides guidelines on what channels to use, when to communicate, and what message to convey.

Identifying Your Communication Objectives

Before diving into creating your communication plan, it’s important to identify your objectives. What do you want to achieve through effective communication? Do you want to increase brand awareness? Improve employee engagement? Launch a new product or service? By clearly defining your objectives, you can tailor your communication efforts accordingly.

Next, identify your target audience. Who are the key stakeholders that need to receive your message? Are they internal or external? What are their preferences when it comes to receiving information? Understanding your audience will help you choose the most effective channels and methods of communication.

Crafting Your Communication Strategy

Once you have identified your objectives and target audience, it’s time to craft your communication strategy. Start by determining the key messages you want to convey. These messages should align with your overall business goals and resonate with your audience.

Next, choose the most appropriate channels for delivering these messages. Consider both traditional and digital channels such as email, social media, newsletters, press releases, and face-to-face meetings. Each channel has its own strengths and weaknesses, so it’s important to select the ones that best suit your objectives and target audience.

Implementing and Evaluating Your Communication Plan

With your communication strategy in place, it’s time to implement your plan. Assign responsibilities to team members who will be responsible for executing different aspects of the plan. Set clear timelines for each communication activity to ensure that everything stays on track.

Regularly evaluate the effectiveness of your communication plan by monitoring key metrics such as engagement rates, conversion rates, and feedback from stakeholders. Use this data to make necessary adjustments and improvements.

In conclusion, a well-crafted communication plan is essential for any business looking to thrive in today’s competitive landscape. By understanding the importance of effective communication, identifying your objectives and target audience, crafting a comprehensive strategy, and implementing and evaluating your plan regularly, you can ensure that your message is heard loud and clear by all relevant stakeholders. So go ahead and create a communication plan that will propel your business towards success.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

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Communication Plan Examples

37 simple communication plan examples (+ free templates).

One of the most important components of project management is a communication plan. This is a document you can use to give information to your stakeholders equally.

Through the plan, you can inform them of when, why, and how communication will occur. Communication is one of the most effective ways to deal with problems and risks. It’s also a great way to ensure that all tasks are completely done on time.

Table of Contents

• 1 Communication Plan Examples
• 2 Important parts of a communication plan example
• 3 Communication Plan Templates
• 4 Types of communication plan examples
• 5 Sample Communication Plans
• 6 The benefits of a communication plan
• 7 Crisis Communication Plan Templates
• 8 Tips for creating your communication plan template

A successful sample communication plan should identify the stakeholders. It should also contain the information to communicate and method of communication. It shouldn’t leave anything to chance. In such a document, you should include these important elements:

• A short background for your communication plan template.
• The analysis of the stakeholders.
• Objectives that are clearly stated.
• Your strategies for going about the communication.
• Potential risks and issues.
• Your budget.

Important parts of a communication plan example

A good communication plan template should contain all the important parts. So before you start drafting a template, it’s useful to learn all about them. Usually, you’d take the information you need for the document from these sources:

• the mission statement of your company,
• the communication audit,
• focus groups and membership surveys,
• leadership and committee input,
• Discussions with other departments and staff.

Once you have all the information you need, start on the sample communication plan. You need to perform an audit of research communication. You also have to assess your current communication processes.

You can do these tasks yourself or hire a firm to do it for you. If you choose to do the tasks yourself, you need to learn:

• how each of your staff members communicates with each other,
• what your communication activities should achieve,
• and how effective those activities are.

It’s not that difficult to learn about all these. You need to do some steps in order to get all the information. To do this, you should:

• brainstorm with your communication staff,
• speak to the other departments,
• interview the board and the chief staff executive,
• speak to the communication committee members,
• assess the membership,
• host some focus groups,
• Speak to non-members too.

You should also define all your objectives. To do this, you should already have enough information. Then you can start to establish all the results you want to accomplish. Some examples of objectives are:

• superior service to the members of the organization,
• the loyalty of your members,
• centralization of communication efforts,
• enhanced teamwork of the employees,
• improved delivery processes of products,
• visibility for the industry you represent,
• Influence on consumers, media, and similar audiences.

Speaking of audiences, you must define them too. This is an important part of your communication plan template. When making a crisis communication plan template, make a comprehensive list. Include everyone you might contact when needed. This includes:

• members and nonmembers,
• consumers and clients,
• related and adversarial associations,
• local, regional, and federal governments,
• Related industries, media, and more.

Your goals and objectives are also very important parts of the document. You need to consider a lot of things when defining these. Goals include products, services or programs you’ll use to achieve your objectives.

You also need to identify which tools you’ll use. Include these so the readers will know how to use them to achieve your goals . Tools can be as simple as flyers and as complicated as websites. To get great ideas, try brainstorming with your staff.

A timetable is also essential. This is the next thing for you to include in your document. Create a timeline or a calendar grid one which will roughly outline when you will accomplish your projects. Separate your objectives into reasonable time periods.

Finally, you need to include an evaluation of your results. Therefore, you should include a way to measure results in your plan. This may take the form of:

• a report on the progress of work due once a month,
• formal reports from the departments which they will present during staff meetings,
• intermittent briefings of the department heads and chief staff executive,
• An annual report or a year-end summary.

Developing a communication plan example requires much effort. If it’s your first time to develop such a document, it’s best to plan ahead. Once you’ve finalized your plan, it should make communications a lot smoother. This will definitely improve processes within your organization.

Communication Plan Templates

Types of communication plan examples

There are different types of templates for communication plans. For instance, you can create a crisis communication plan template. Use it to establish what you need to do during crises.

This plan will provide a layout of how people will convey information with each other. Such documents typically include methodology, frequency, and other specifics. It may also include which type of communication to use, whether formal or not.

An efficient document will raise awareness. Your employees will be able to know how and when they’re expected to exchange information.

Such plans are really important. The head of the chain of communication sets the tone for the whole interaction. The head can always maintain control over the whole communication process.

The document also allows for transparency. With a well-made plan, nobody will feel left out. This is especially true if you involve everyone in the communication plan. This will make all your employees feel appreciated . You can make such plans for:

• Change management
• Communications management strategy
• Integrated marketing
• Mainstreaming and action

Sample Communication Plans

The benefits of a communication plan

A well-made sample communication plan is the backbone of a successful project. Although it takes a lot of effort to create one, it’s not an impossible task. If you’re planning to start a project , you also need a plan for communication.

Such plans can be very advantageous for you. No matter what your purpose is for making the plan, you can enjoy these benefits:

• Minimize misunderstandings and confusion Communication is important in any organization. For instance, you may have a client who wants to talk to one of your team members. This usually happens when the clients have technical questions. This can also work the other way around. One of your employees might need to contact a client for one reason or another. Without a communication plan, there’s no easy way to resolve these situations. Communication plans can help minimize misunderstandings and confusion. It will ensure that everyone understands how communication processes work. Your employees will know exactly who to communicate with regarding specific issues. A well-made plan should also have a failsafe. Assign a person who will serve as the fallback contact. There may be times when the main person, usually the project manager, isn’t available. With a failsafe, the chain of communication won’t have to end.
• The appropriate recipients will get the message It’s frustrating for anyone to approach someone with an issue without getting results. There’s nothing worse than hearing the words, “I don’t know” from employees or coworkers. Fortunately, this won’t be an issue if you have a good communication plan one that outlines how the communication process should work. The plan would state who should receive messages. Also, it states what type of messages they should receive. This creates an environment where everyone knows who to get solutions from. It also ensures that the ones in charge are always armed with the right information. They need to stay informed so that they’re always ready to give solutions or make smart decisions.
• Manage communications better When you have a well-made communication plan, you can manage communications better. Nothing’s worse than having poor communication in an organization. This is a common cause of problems in projects or companies. For instance, an employee might send a message to the wrong person. He might use language which you use in a project the person isn’t involved in. This will lead to confusion and poor communication. If this keeps on happening, you might start experiencing a lot of problems those which require time and effort to solve. Fortunately, you can avoid all this through a communication plan. Superior communication plan templates can help your project or your organization. When you create and follow such a plan, it will keep everyone well-informed. Since everyone understands the communication processes, they’ll be able to work together effectively. Everyone will have a clear picture of the whole chain of communication.

Crisis Communication Plan Templates

Tips for creating your communication plan template

A communication plan example is sort of a roadmap for getting your message across. The document is an important tool that different departments can use. When you spend time and effort in making the document, it will definitely make a huge impact.

Also, it will enhance your ability to attain the outcome you desire. Here are some tips for creating a great document:

Create your own sample communication plan

• First off, you should know the reason for your communication plan. What changes do you want to see as a result of better communication? It’s important to think of this before you start drafting your document.
• The next thing you need to think about is who you should communicate with. Make a list of all the potential audiences to include in your plan.
• Once you’ve done that, think about the audiences in your list. What do those audiences currently think about your topic? Write down everything you need to know about your audiences.
• Also, think about what you want your audiences to know or think. All of these will come as a result of communication.
• Write down the messages for each of your audiences. You may use the same message for all of them. Otherwise, you may also use different messages to address them. When creating your messages, keep in mind the intention of your communication.
• Then, think about when you will impart your messages. The timing is extremely important. It will determine how you’ll communicate with your audiences.
• After this, also decide how you will impart your messages. For instance, you’re trying to create awareness. In this case, a written communication may be enough to convey your message. But if you have a controversial message, you may have to consider a more interactive approach.
• Think about how you’ll prepare your message and who will deliver it. Also, consider the resources you’ll need. If you want to enable feedback, how will you go about it? You may also need to think about how you’ll know if your audience received your communication.

Some tips to keep in mind

• Keep in mind that communication is an ongoing process. This means that your plan should coincide with your activities.
• It’s extremely important to know your audiences. You have to understand their concerns, priorities, and environments. In doing this, you’ll have a better chance of conveying your messages to them.
• Organize your information. You can do this by creating a table with columns.
• Think of creative ways to access your audience. If you have online audiences, communicate with them online. If you work with your audiences, communicate with them in person.
• Think about the needs of your audiences. This will help you identify your messages and develop them.
• Consider why you need to communicate. Then when you express your reasons, be very clear about them. This will be very important when you’re making your plan.
• If you’re not sure of your information, don’t add it to your document. If it’s important, clarify the information first. Never include information which you can’t support with facts.
• Be honest and candid when creating your document. Also, don’t make the document too long. Doing this might reduce the chance that your audiences will read the plan all the way to the end.

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15 Steps to Create a Killer Communication Plan (+Free Template)

September 26, 2019 11 min read

Gaetano DiNardi

A strong communication plan defines strategies and processes that help you capture the attention of people outside of your company. Creating and maintaining these external relationships is crucial because your company doesn’t exist in a vacuum. Instead, it depends on what your prospects, customers, investors, and partners think of you—and say about you. Sound like a challenge? That’s because it is. Think about it. Depending on your market, there could be hundreds of these external stakeholder relationships. You can’t leave this to chance. It would mean you’re leaving your company’s future to chance, too. Instead, you can use a communication plan template. It’s a simple yet powerful tool that helps you deliver the right messages to all the audiences that matter to you. With this template, you’ll never have to think on the spot. You’ll have a document that guides you through every external communication scenario.

Here are the steps to create your communication plan template:

• Create a mission statement
• Define your company’s business objectives
• Identify audience segments for your communication plan
• Establish your communication plan goals
• Define your USP—your competitive advantage
• Develop key messages for each audience segment
• Select channels and frequency for each audience segment
• Assign key stakeholders to each audience and channel
• Identify key company and industry events as triggers
• Create an internal distribution plan
• Create a training plan for audience-facing teams
• Develop an emergency/crisis communication plan
• Establish a feedback loop
• Define a timeline for communication plan refresh
• Determine what success looks like

What should a communications plan include?

As you’ll soon learn, your communication plan template will always evolve. Your business communication process will keep getting better. At the very minimum, here’s what your communication plan must include:

• Your company’s business objectives
• Communication goals
• USP (unique selling proposition)
• Key audiences, messages, and communication channels
• Key stakeholders
• Main company and industry events
• Emergency communication plan
• Review and refresh timelines

Your communication plan shouldn’t need explanations or extra documentation. Instead, it should enable anyone involved in external communication to make the best decision for your company, all on their own. The best communication strategy clarifies everyone’s role in your communication goals. A bonus benefit of this strategic, transparent approach? It will improve internal communication as well. Related: 4 Business Communication Styles and How to Work With Them

How do you develop a communication plan? [15 steps]

Step 1: create a mission statement.

You want all your external communication to be hyper-aligned, right? Starting with a mission statement is the first step to make that possible. Your mission statement is a short, written description of why your company exists and uniquely serves your market. When you create your mission statement, it’s not to be forgotten in a drawer. Your goal should be to integrate it into everyone’s workflow. This way, everyone will have the same big picture in mind whether they’re talking to a supplier or a new potential customer. Consider these examples:

• Tesla: “To accelerate the world’s transition to sustainable energy.”
• LinkedIn: “Connect the world’s professionals to make them more productive and successful.”

This means that when the Tesla staff meet with external partners, their conversations will be driven by sustainable energy rather than, say, maximum cost savings. Fill in the blanks to create your mission statement:

“ [Your company name] exists to provide [benefit] and [benefit] to [ target audience ] through [product or service] .”

Step 2: Define your company’s business objectives

What is it that you want to achieve as a company? These aren’t just tied to your business communication efforts, but also the result of everyone’s overall work. Business objectives take your mission statement to a tangible, measurable level. They help team members set realistic goals that contribute to those objectives. Without them, everyone will be working with their version of your company’s future. That includes the way they communicate, too! Some examples of business objectives are:

• Increased profit margins by X%
• Reduced churn rate by X%
• Increased customer satisfaction by X%
• XY new customers per month
• Grow yearly revenue by $X

For each business objective you listed in your communication plan, add a note about your communication objective. This way, it’s easier to get buy-in and track deliverables. Related: Your Short and Sweet Guide to Business Communication Systems

Step 3: Identify audience segments for your communication plan

It’s time to define audiences you’re looking to impact with your communication plan. At first thought, you might consider your potential customers. However, the list of people and organizations that impact your company from the outside is probably longer. Review the following list to identify your audience segments:

• Clients/customers
• Churned clients/customers
• Non-customers that support your organization (event attendees, email subscribers)
• Investors and shareholders
• Partners and sponsors
• Influencers and affiliates

Pick all groups that apply to your organization. Then, identify the main drivers of connection and support for each of these groups. To do that, you’ll want to answer the following questions:

• What job are they in?
• What are their day-to-day work goals?
• Which challenges do they experience regularly?
• What are their key interests?
• Where do you fit into their big picture?

Use this information to write one paragraph for each audience segment and add it to your communication plan. Related: 21 Tactical Tips to Uncover Real Customer Insights (Fast)

Step 4: Establish your communication plan goals

In this step, you’re diving deeper from your overall business objectives and into your communication goals. In simple terms, what do you want your communication to accomplish? Communication goals should be as specific as possible. This way, you can measure them and optimize your communication strategy accordingly. Here are some examples based on audience segments from the previous step:

• Prospects: Increase close rate by X%
• Customers: Increase recurring purchases by X%
• Churned customers: Win back X% of lapsed customers
• Non-paying supporters: Grow email list by X subscribers
• Investors: Raise $X in funding
• Partners: Sign X new partnerships
• Affiliates: Close X new sales through affiliates

If you’re struggling to identify communication-specific goals, think of it this way: Without these goals, you can’t meet your business objectives. Your company is stuck. With them, your communication efforts are the driver of your company’s growth.

Step 5: Define your USP—your competitive advantage

Before you start crafting messages for your audience, think about what makes you unique. You’ll define this through your unique selling proposition, or USP for short. A unique selling proposition is a factor that differentiates you from your competitors. You can see it as “what you have that competitors don’t.” Your USP could be your quality, price range, customer experience, original innovation. It can also be some combination of these. You can also look at your USP as the context you’ve created around your offering.

Step 6: Develop key messages for each audience segment

This step is where the magic of a communication plan truly comes to life. You’ll now define foundational messages for all of your audience segments. They’ll act as reference points for all conversations with external people and organizations. What does this mean? You’ll develop strong messages when you make sure they are:

• Clear, consistent, and credible
• Focused on the barriers and pain points your target audience is facing
• Delivering a solution you offer for that specific audience and pain point

With this in mind, write out a paragraph of key messages for each of your audiences. Remember to include your audience’s pain points (in their own words and phrases) in your project plan!

Step 7: Select channels and frequency for each audience segment

Where does your audience like to spend time, both online and otherwise? What grabs their attention? How often do they visit those platforms and places? Answer these questions for each of your audience segments. You’ll end up with an idea of where you need to show up, and how often, to build and nurture key relationships. The specific answers will depend on your industry, job roles, and other factors, but you can start from this list:

• Blogs, case studies, and other resources on your website
• Emails, both one-on-one and newsletters
• Live events and conferences
• Social media platforms
• Press releases

Another question to help you get the frequency of communication right is: What’s the longest you can go without communicating with your audience and still stay relevant and top-of-mind? Make sure you don’t overshoot this time frame without showing up on your platform of choice for that audience.

Step 8: Assign key stakeholders to each audience and channel

You now know who you want to reach, on which channel, how often, and with which key messages. Now, you must identify the project team in charge of making sure this actually happens! First, you’ll want to make sure that each part of your communication plan has its owner. This can be divided by audience segments. For example, you have a partner relations manager, a customer service manager, etc. Or divided by channels—social media, content, and so on. It might also be a mix of both depending on your communication needs. Then, identify all supporting roles so communication can run smoothly, including:

• Writers and editors
• Graphic designers
• Event planners
• Outreach experts

List all the essential roles and assign them to relevant teams and people.

Step 9: Identify key company and industry events as triggers

All markets and industries have their main events and important dates that drive public conversations. When these dates roll out, it’s already too late to plan any messages and promotions around them. This is why you need to have them laid out as far in advance as possible. Here’s a list to start brainstorming key dates:

• Your launches
• Product and feature updates
• New funding
• Industry reports and new data
• Beginning or end of a season
• Recurring industry conferences

For example, almost everyone in tech and marketing eagerly awaits for Mary Meeker’s yearly report on internet trends. Accountants and legal firms depend on changes in legislature. The sooner you can prepare for an upcoming relevant event, the better you can align all your messaging with it, including your product launches. Build a calendar with these dates into your communications strategy, and make it easy to update.

Step 10: Create an internal distribution plan

Where will your communication plan live daily? How will you ensure that everyone in the company always knows where it is and how it serves them—including new hires? Your communication plan has to be a central document that exists on a shared platform and is easy to access by all company staff. Whether you choose Google Drive, your central project management tool, or something else is entirely up to you. You should make sure it’s impossible to accidentally find an outdated version and believe it’s the most recent one. Make these obvious:

• Last update date
• Which parts are new or updated from the previous version

Identify a project manager to distribute your communication plan, both when you first roll it out, as well as for each update. The best people for this are usually team leads and managers, who can also offer support when any feedback or questions arise.

Step 11: Create a training plan for audience-facing teams

You have stakeholders for audiences and channels based on their job descriptions and skills. Now, look into the skillsets of these teams and identify any gaps that might exist. This isn’t to say they aren’t equipped for their role in your communication strategy. But it’s important to always look out for new skills that may contribute to more effective communication. For example:

• The customer service team wants to be more efficient in times of increased support queries on social media
• Your traditional PR team wants to win online press mentions with link building outreach
• Or your paid advertising team needs to keep up with platform-specific requirements for ads

Based on the gaps you find, build a training plan for these teams. Make sure you include the budget, experts, topics, and frequency of training.

Step 12: Develop an emergency/crisis communication plan

Emergencies and crises are different for every business. Social media faux pas, data breaches , bad press, communication breakdowns, product failures, environmental threats… The list of potential disasters is endless. A crisis communication plan is a crucial part of every disaster preparedness plan . To establish it, answer these questions:

• What types of crises are likely for your business?
• Who is in charge of crisis communication for each of those scenarios?
• What information should you convey now vs. later?
• Which scenarios will require legal counsel?
• Who is the spokesperson for each of your audiences?
• Which templates can you prepare ahead of time?
• What training does your team need? For example, on-camera, public speaking, social media crisis management , etc.
• Who will monitor new developments in the crisis?

Build these answers into your communication plan, so it’s easy to find and reference when it’s needed the most. Related: How to Create an Airtight Business Continuity Plan in 8 Steps

Step 13: Establish a feedback loop

If there’s a surefire way for your communication plan to fail, it’s this: not asking for or implementing feedback from the field. Everyone you’ve given a task from this communication plan has a unique exposure to external people and companies you care about. To make the most out of this, you must establish an easy process for them to document that feedback. If it lives in their head or on a piece of paper, it will never help you make this communication plan better! Define a frequency at which you will revisit these feedback entries. Then, look for:

• Any patterns in customer complaints
• Opportunities for updates to your products
• Phrases your audiences frequently use that you haven’t identified before

This way, your communication plan will keep evolving as your audiences change!

Step 14: Define a timeline for communication plan refresh

Your communication plan won’t evolve on its own. Instead, you need to identify a frequency at which you’ll revisit your communication plan. Changes to it will come from the feedback you’ve gathered in the previous step, as well as from industry changes and any new key dates. You can start with a quarterly update and adjust if you notice it’s too frequent or not frequent enough. Once you’ve decided on your timeline, make sure you add a note about it in the communication plan itself.

Step 15: Determine what success looks like

How will you know if your communication plan is efficient and successful? What will indicate failure and the need to make significant changes to it? First, check back with your business objectives and communication goals. Then, identify the data you need to gather to compare against these goals and objectives:

• Quantitative: revenue, new customers, customer churn rate, website, and social media metrics, etc.
• Qualitative: customer service issues, customer testimonials, feedback from partners, etc.

Take note of current values for all the quantitative metrics as your baseline. Finally, define the growth trajectory you want to see based on your objectives. Break it down into monthly and quarterly milestones.

Download the Excel & PDF version of the communications template .

By following this step-by-step communication plan guide, you’ll leave nothing to chance. The result? An action plan to translate your brand into the right messages for your crucial audiences. Let’s quickly recap:

• Start with your mission statement and your big-picture business objectives
• Identify your communication goals and your USP
• Put audience segments front-and-center
• Based on them, define key messages, channels, and communication frequency for each
• Follow the most important dates for your company and industry to get the timing right
• Give your key stakeholders them opportunities for training and feedback
• Refresh your communication plan regularly and know what success looks like

Follow this free template, and you’ll have a bulletproof plan for strategic communications. Good luck!

ABOUT THE AUTHOR

Gaetano DiNardi led demand generation at Nextiva and has a track record of success working with brands like Major League Baseball, Pipedrive, Sales Hacker, and Outreach.io. Outside of marketing, Gaetano is an accomplished music producer and songwriter. He’s worked with major artists like Fat Joe, Shaggy, and loves making music to stay turbocharged.

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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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Corporate Communications Plan: The Roadmap for Success

How many of your employees are active on social?

Successful companies are strategic with the way they communicate. In fact, developing a corporate communications plan can be one of the most important ways to build a stronger brand.

Trust is created by the ways that businesses share authentically about themselves and how they respond to difficult situations.

Communications teams benefit from putting a lot of effort into the way they craft messaging and tell stories about their brand. And those that are most equipped to handle challenges and adapt to change are the ones that have plans in place.  

A 2019 study showed that 96% of people think the businesses they deal with could improve when it comes to communication and project management. So clearly this is something more businesses need to address!

Let’s explore what successful corporate communications plans include and have in common, and how they can benefit your organization.

What is a Corporate Communications Plan?

A corporate communications plan is the framework for how a business shares messages internally and externally. You can think of it as the roadmap for how a company communicates with their stakeholders, employees, customers, the media, and regulators. 

Part of the plan includes what information to share, who the target audience is, how frequently to provide updates, and what channels are the best to relay these messages.

Having a plan in place shapes how a company will handle communications during times of crisis, change, and launches of campaigns and new products.

What Are the Types of Corporate Communications?

The two main types of corporate communications are:

Internal Communications: How a business shares information with its employees, leadership teams, managers, and board members. 

The interactions can be formal modes of communications such as all-hands meetings to discuss strategic initiatives and performance, updates about organizational changes, company newsletters , and internal memos about policy changes. 

Or they can also include more informal communication like using messaging apps to collaborate, welcoming new hires, celebrating work anniversaries, or sharing details on winning new business.

External Communications: Any information shared outside of the organization. 

Whether it is a formal press release or branded content on social media, these communications build the company’s public image and impact the perception of a brand and its products or services. 

Marketing, content, and advertising created by the company to promote it are included as external communication methods. 

Press releases and financial reporting are another way that companies share messaging about the organization with the outside world.  

Why is Having a Corporate Communications Plan Important?

Corporate communications plans lead to sharing clearer and better messages with your target audience. 

Whether that audience includes your own employees or potential customers, you want to be heard in the right place and at the right time. Setting up a framework to achieve that is essential. 

Sometimes you might be thrown a curveball, and a communications plan will help your business be prepared for any unexpected changes or crises that come your way. 

Surprisingly, a JOTW Communications Survey showed that 59% of communicators say they have a communications strategy drafted, but only 45% admit to having a documented crisis communications plan.

Having a plan in place will also allow for speedier recovery to any public relations issues. For example, responding to negative feedback and being open about mistakes can build trust with your brand and get you back on the right track in the eyes of customers and potential clients.

Communicating effectively and transparently shows that your brand values engagement by taking a proactive approach to be included in conversations about your brand or industry. 

A corporate communications plan for internal communications will also help define and build a transparent company culture. This can improve employee engagement by keeping team members included in conversations about where the company is heading and what it values.

If there are sudden changes on a team, you’ll be better able to communicate the changes in a way that makes employees feel comfortable and cared for if you have a plan for how to share that information first for those immediately affected and then across the company.

What Should A Corporate Communications Plan Include?

It takes time and consideration to develop an effective corporate communications plan. You’ll want to include details for the objectives, approach, and tracking measures for the goals of your messaging.

In simple terms, you’ll want to include the who, what, when, where, why, and how.

Here are the elements your corporate communications plan needs:

• Target Audiences – these are the groups of stakeholders that will be receiving the messages. They could be employees, customers, media members, investors, leadership teams, and managers. Age, location, job level, interests, and lifestyle are all helpful to know about the receivers of your messaging.
• Objectives – most communications are created with a call to action or a desired outcome in mind — these are your ultimate objectives or goals. They should be tied to your overall organizational goals to drive business outcomes.
• Message content – what you want to say and what you are trying to help your readers understand. Tone and personality are important to formulate in your message to get your reader’s attention.
• Distribution strategy – the channels and venues that your communications will be delivered on are an important aspect of the communications plan. Paid, earned, owned, and shared media channels have different benefits for reaching audiences.
• Frequency – how often you will be sharing or updating content to reach your target audience. This will depend on your team’s budget and resources, as well as an understanding of your target audience and being mindful of attention fatigue. 
• Measures of evaluation – how you’ll know if your communications were successful. These should be highly attached to your objectives and goals so that you can track progress and understand areas for improvement.  

How to Create a Corporate Communications Plan

You can follow these steps to design a corporate communications plan that is thorough and takes into account the many facets that go into a successful communications strategy.

1. Establish goals

Pick 3-5 measurable goals for your communication plan. They could be connected to brand awareness like increasing website traffic or generated a certain number of new leads.

Or they could be related to employee engagement, such as increasing the employee satisfaction score on your next survey or increasing the number of shares of branded content.

2. Set a clear process

Knowing the steps involved to launch a communications campaign and having teams on board with the process will ensure that your plan is scalable.

Document the steps involved from content creation to distribution to collecting feedback and share those with any teams that are included in the action.

You should also define clear roles for who will be involved in creating the communications and which stakeholders need to be involved for approving messages and compliance.

3. Identify and segment targets

Take time to think through who your target audience will be and how they may be different. Knowing your audiences can help you tailor your content and tone to appeal to audiences.

Use customer analysis and social listening to determine your audience’s preferred social channels and the best forms of content to encourage visibility of your content.

The way your company shares information with employees will likely be different than how it presents to the board or investors so it’s important to segment your audiences.

4. Develop key messages

Craft the copy and creative materials needed to effectively communicate your messaging. Think about what you are trying to articulate and how it could be conveyed in the clearest and understandable way for your target audience.

The content-type should also be considered — should the message be shared in a meeting or email or video? How can the audience react and ask questions about the announcement? These are all questions to consider when creating the content for both internal and external communications.

5. Choose a channel strategy

You’ll need to determine the channels and frequency of your communications to meet your goals. 

For example, if your communication strategy is for internal communications you’ll evaluate whether an email or meeting is the best way to share the news. 

Do teams prefer shorter, weekly updates or to get more information at the end of the month? Get feedback from your audiences to determine what makes the most sense for your communication cadence.

6. Measure objectives and progress

Before you start implementing your plan, think through how you can measure success for your communications with metrics like reach, open rates, and engagement.

That way you will be set up to continuously improve your content strategy and messaging. 

Collect feedback from employees or customers on how to improve your messaging and enact these changes so that you are don’t run the risk of turning off or disengaging your audience.   

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What are the Main Channels for Corporate Communications?

Companies have many software platforms and tools to choose from that can help streamline communications. You’ll want to use a mix of communication channels to achieve different goals.

For external communications, social networks, media publications, and videoconferencing are some of the most effective ways to reach potential customers and grow brand awareness. 

All of the content that you publish on your website reflects the values and goals of your brand and can be a powerful way to make connections by providing valuable resources to potential buyers.

For internal project communication, email and messaging apps are the easiest ways for people to collaborate at an organization. They make it easy to share files and resources, get input from colleagues, and track project status updates. 

Internal blogs, company newsletters, and intranets are some examples of methods that companies have used to keep employees informed and connected.

For building company culture and employee engagement, internal enterprise social networking platforms provide a more flexible and easy to use way to share company content. 

Employee advocacy for corporate communications

Employee advocacy platforms like EveryoneSocial make it easy to link to external social networks, bridging the gap between internal company conversations and sharing them externally to strengthen brand engagement.

Press releases are important tools for sharing announcements and launching new products. And those efforts can be amplified when you have employees that want to share that content to their own networks, as well.

Beyond externally distributing communication messages, EveryoneSocial has unique features that keep your people engaged, connected, and informed — no matter where they are working. 

For example, some features for communications include: 

• Internal newsletters
• Push notifications
• Mobile apps
• Real-time messaging
• Follow company employees
• Tag employees on important info
• Read-only content

Want to learn more about how Everyone Social can be used to improve your corporate communication plan? Schedule your demo with us and we’ll share how some of our enterprise customers are communicating better by enabling their workforce with EveryoneSocial!

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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.

About 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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How to Create a Project Communication Plan (Template Included)

Communication is strange. It should be so easy. You say something and someone listens and understands. But it doesn’t always work out that way, does it?

So, what can you do to ensure your words are heard and the message you’re trying to convey is comprehended and acted on correctly? That’s a tall order. You’ve probably noticed in both your personal and professional life that it’s easier said than done.

But there’s a way to make communication clearer through a process. If you have a project communication plan, like our free template, then you have a way to get information to those who need it in a way that’s understandable and actionable.

What Is a Project Communication Plan?

A communication plan is used to define the information that’s disseminated to the project team as well as project stakeholders. It not only defines what should be communicated but also when it should be communicated and how often. The communication plan will also decide on the channel that the communication should be delivered. This information likely varies depending on who the communication is targeting. For example, stakeholders will only need a general understanding of the project, while team members will get more detailed information.

Project management software helps you schedule communication more efficiently. ProjectManager helps you create the schedule for your communication plan on a Gantt chart, so there’s an easy-to-read visual of its frequency. Meetings, newsletters, social events, conferences, seminars, etc., can all be charted on the timeline to keep track of your various communications. You can also set up recurring tasks so you don’t have to add the same thing over and over again throughout your project. Get started with ProjectManager today for free.

How to Create a Project Communication Plan In 4 Steps

A project communication plan should be a thorough and comprehensive review of the who, what, where, how and when of communication. To make sure you’ve hit all the key points, the following must be included when writing your communication plan.

1. Define Your Communication Guidelines

Define what is appropriate communication for each group that will receive communications throughout the life cycle of your project . As mentioned above, such guidelines will include what type of information will be shared with which member of the project team.

2. Identify Your Target Audience

Communication is tailored to the target audience, but in a project , there’s more than one group that gets communication. There are stakeholders, team members, possibly architects, engineers, subcontractors, vendors, et al. List all these groups.

3. Determine a Communication Schedule

Everyone who’s listed in your target audience for communication will have a different schedule by which they receive information. Determine whether they require communication daily, weekly or monthly.

4. Choose Delivery Channels

As noted earlier, there are different channels for communication. A team might get their communication in a meeting, while stakeholders might prefer email or even a phone call. Define the preferred channel of communication for each.

Project Communication Plan Template

To help you create your communication plan, ProjectManager has a free project communication plan template for Word. Here you just have to fill in the blanks to define everything from your vision and objectives to schedule. This is one of dozens of free project management templates for Excel and Word you can download from our site. There’s one for almost everything you’ll ever need when managing a project.

Why Is It Important to Create a Project Communication Plan?

Communication isn’t just about barking directives or conveying your message, it’s also about asking questions. Communications are a two-way street, and if you’re only going one-way then you’re going to get stuck at a dead end.

There’s enough data to support the idea that communication is crucial to project success. Everything you do in project management is partial if not entirely a communicative process. Planning is a way to communicate your path through time to complete a series of tasks. Managing those tasks is a constant communicative effort with your team. And so on.

You wouldn’t start a project without a plan in place, and so a communications plan is equally important. It defines how you’re going to get the critical project information to the people who need it, clearly and in a timely manner.

Different projects, of course, demand different communication management styles. Large projects require more structure to your communication plan, but a smaller one doesn’t mean you can just wing it. Communication plans must be made in context, but they must be made.

When you formalize the process of communication in a project, you’re taking steps to make the project successful. If you don’t, your project could fall off course.

Benefits of Using a Project Communication Plan

A communication plan might not seem as important as your resource planning or risk management, but it’s an essential part of the proper way to manage a project. It will keep stakeholders informed, which is one way to manage their expectations, and it helps your team stay on track and avoid overspending on the budget. This increases the chance of a successful project and a product or service that meets your client’s or customer’s satisfaction.

12 Tips for Creating an Effective Project Communication Plan

Now that we’re all on board with the validity of creating a communication plan, how exactly do we make one that can work fluidly across all the channels we need to communicate? Let’s define the communication plan for a larger project, as it’s easier to take away what you don’t need than add it later.

1. Know the Project Culture

Knowing the context of the communications is critical to creating an effective plan. That means understanding the culture of the organization for which you’re working. How structured or casual is it? How have communications been handled in the past? Have those communications been successful? Know the environment you’re working in first.

2. Start with the Project Background

Before effective communication can start, you should have a clear picture of what exactly it is that you’re communicating. By describing the project landscape, so to speak, you know what your parameters are, and it’ll help you get buy-in from the stakeholders and your team. In short, you  lead through your communication .

Start with a project vision and its objectives and jot them down. This is the lodestar you’ll follow throughout your project, so you want to have them clearly defined from the start and remind people throughout the project of the importance of this mission.

Next, you must assign an owner to the communication process. If you have too many people responsible for communications, then your message is scattered and less effective. Pick that person and provide them with the right project collaboration tools .

You’re also going to need a review method in place to monitor the effectiveness of your communications. This way, if your metrics show that you’re not getting a message across to those who need to hear it, you can tweak the process before it negatively impacts the whole project.

And you’re going to want to record the measurement process after you close out the project. Now you have a record of how well your communication plan worked and where it fell short, so you can address those issues when developing a communication plan for your next project.

3. Have an Actual Communication Plan

It seems obvious that a better communication plan requires having a plan, but it’s surprising how many people fly by the seat of their pants. Communication is sending emails, setting meetings or talking with someone. You tell them what they need to know and then they take that information and apply it.

Sure, but it doesn’t always work out that way. You need to have a process in place to make sure no messages fall through the cracks. A plan helps you reach the right people with the right information.

You can use the calendar feature in ProjectManager to create tasks for key dates. Those tasks have descriptions, comments, file attachments and assignees, priority levels and more. By planning out your tasks ahead of time, you’ll maintain a steady flow of communication for everyone involved.

For more information about how project planning software can help you with your communication plan, watch the video below. Create plans, communicate with team members, store files and track results in real time with online software. Improve your plans and your project communication with one capable tool. Learn more:

4. Analyze the Situation

What are the strengths and weaknesses of your plan? You might have a project team that’s very well organized and communicates easily. But maybe stakeholders are not happy with the method you’ve chosen to communicate the project’s progress with them.

These strengths and weaknesses are not etched in stone. They can be springboards of opportunity, and you should use them as such. Now you have a chance to improve your communication. Be aware of all strengths, weaknesses, opportunities and even threats to your communication process, and record them all.

5. Review Lessons from Past Projects

If this isn’t your first project, then you have a historical record to look back upon. That’s a great resource, one that’ll give you precedent and direction on moving forward. Even if you’ve never led a project before, chances are that the organization you’re working for has, and they have archives of past projects , which can be a valuable tool at your disposal.

Start with a list of the basic communications that have taken place, how they were made and if they were successful. Now document what you’ve learned from this research and apply it to the present communication plan.

6. Be SMART!

What are you going to achieve with your communication plan? Good communication, of course. But how do you make sure of that?

Well, begin with a list. What are your three top objectives? Got those. But make sure you’re SMART about it. Yes, SMART is an acronym to remind you to be:

• M easurable
• A ctionable
• R elevant; and

Relevance is key. Don’t assume everyone wants the same amount of info delivered in the same way, but most everyone wants their information delivered consistently on time.

7. Have Communication Guidelines and Follow Them

With your objectives in place, you now need to formulate a plan by which to achieve them. So, you need to set guidelines to help you get those communication objectives out.

For example, you must determine how you’re going to deliver the message, whether you want structured and regular feedback, meetings, a procedure of approval before sending a missive, what to send, etc.

Define the core types of communications you are producing, and then set about clarifying the method of delivery and process for feedback and approvals for each method. The communications owner or liaison should own this chart and process to make sure they are followed up on.

8. Make Rules for Meetings

Meetings are a great communication tool and should be part of any project communication plan. But meetings have a bad reputation as time-wasters. They certainly can be, but they don’t have to be inefficient. That’s why you want to have guidelines to make sure your meeting is getting the right message to the right people.

Start by only having those people in a meeting who need to be there. Then make sure you have an agenda to keep you on message. Keep meeting minutes and assign action items. Not all meetings need such structure, but you want them to facilitate the work, not interrupt it.

9. Determine Who are Your Stakeholders

These are people that you’ll be in communication with throughout the project, as you note the progress, so they can feel things are moving smoothly to a positive end. If you miscommunicate with them, you risk the very project itself as you’ll need to meet their expectations .

So, you want to map those stakeholders , what their role in the project is and what it is that they need to know about the project, what frequency you need to communicate with them, etc. Make sure you also ask your stakeholders how they need information. Some of them have stakeholders of their own!

Make sure this list is shared with those stakeholders, so they can approve or comment. This will help to keep them in the loop and you focused on the project at hand.

10. Focus on What Truly Matters for Stakeholders

You can get inundated with data when you’re managing a project. That’s why it’s important to prioritize the most important data points and define where that information needs to go.

Communicating on projects means focusing on one thing or else you have too broad a message. There are many metrics to communicate, from project status and issues to project risk and deliverables. Decide which are most crucial for which people.

11. Choose the Right Channels

There are many channels to disseminate your message. One method might not be the magic bullet to cure all your communication ills. Some like email, others prefer text or chat and there are those who still like to get a printed document . Know who needs what and set up those channels.

12. Monitor Your Project Communications

Yes, communications aren’t thrown into the void with the hope that they’ll connect. If you want to know if your communications are hitting their marks, you must monitor them. You can simply ask if they’ve been received or require an acknowledgment of receipt. There is also software that can automate this process for you.

Key Project Management Reports to Include in Your Project Communication Plan

When communicating during the execution of a project , there are several vehicles that best deliver the information to show your progress. Of course, different stakeholders need different reports, but the following are the most substantial ones.

Status Report

The status report periodically updates the work being done by the project team to the project manager and stakeholders. It’s a marker that shows where the project is in relation to where it’s supposed to be at that time. They help with the communication of keeping everyone focused on the same issue and provide a record of the project’s progress. They should be clear.

Budget Report

The budget report is focused on the costs of the project as they are being spent in real time and compared to the established budget from the project plan. The only way to communicate how much money is being spent on a project is to monitor it and report back periodically to capture a picture of your spending at that time. Then you can look at where you planned to be in your budget at that point in the project and determine if you’re on track or not.

Workload Report

The workload report charts the workload for your project, according to the progress of the teams and their tasks. Workload management reports communicate how far along each team member is with their tasks by showing if the task is completed, still in progress or overdue. This is another way to communicate the progress of the project as well as keep everyone abreast of where they are in the larger picture.

Project Dashboards

A dashboard is going to track a series of project metrics and just crunch that data to show in charts and graphs where you are in the project. This takes what’s often complex and hard-to-digest information and delivers it in a more palatable and understandable way.

If your dashboard is illustrating metrics in real-time, like ProjectManager , then that data is current and you can easily share the information with your stakeholders. This makes communication clear and offers stakeholders a visual for the project’s progress during presentations.

Related Content

• 10 Project Meetings to Guide Your Project Management Team
• 12 Essential Project Reports
• Project Documentation: 15 Essential Documents

If you’re ready to take the leap into the 21 st century, then start using project management software to facilitate your project communication needs. ProjectManager is an online tool that means you’re messages are delivered and received in real time, and your communication plan folds in seamlessly with all the other aspects of the project. Get started with ProjectManager and take this free 30-day trial.

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• Project management

communication plan

• Katie Terrell Hanna

What is a communication plan?

A communication plan is a policy-driven approach to providing company stakeholders with certain information.

Communication plans are typically used in business settings to ensure all parties have the latest updates on projects, goals and objectives. They are also critical aspects of both incident response and business continuity (BC) planning .

Why communication plans are important

Businesses need communication plans for several reasons:

• They help ensure everyone is on the same page.
• They can prevent or mitigate the impact of potential crises.
• They can help improve efficiency and optimize workflows .

Communication plans matter because they help businesses run more smoothly and effectively.

Elements of a communications plan

A communication plan formally defines the following:

• who should receive specific information;
• when that information should be delivered; and
• what communication channels should be used to deliver the information.

An effective communication plan anticipates what information needs to be communicated to specific audience segments.

The plan should also address who has the authority to communicate confidential or sensitive information and how information should be disseminated -- email, websites, printed reports and/or presentations at meetings that may be virtual or given in person.

The plan should also define what communication channels stakeholders use to solicit feedback and how communication is documented and archived .

The specifics of what should be included in a communication plan vary from business to business, but the following are common elements typically included:

• the forms of communication that are used, including announcements over a building paging system, automated text messages , email alerts, prerecorded phone calls, meetings and social media ;
• who communicates what information to whom;
• how often communication occurs; and
• how communication is documented and archived.

Finally, a communication plan should be tailored to the specific needs of the business and the people involved and be reviewed and updated regularly to ensure it remains relevant and effective.

How communications plans are used

Communication plans have a variety of use cases . They're frequently used in crisis management and BC planning, but those aren't their only uses.

Communication plans play an important role in change management . An effective communication strategy can help lower resistance to change by getting everyone on the same page and helping stakeholders become engaged and, ultimately, endorse the need for change and the steps being taken to bring it about.

In project management , the communications plan may include a glossary of common terms to facilitate understanding among stakeholders. This glossary may also define and include samples of templates , reports and forms that the project manager uses to communicate information.

Steps in creating a communications plan

To build a useful communication plan, start by understanding the needs of your business and the people who are impacted by the communication. With a clear understanding of these needs, you can begin to develop a plan that meets them. Here are some steps to follow as you create the plan:

• Define your objectives. What do you hope to achieve?
• Understand your audience. Who is impacted by the communication? What do they need to know? When do they need to know it?
• Select your communication channels. What communication channels work best for your audience and your objectives?
• Develop your message. What information do you need to communicate, and how can you do so effectively?
• Create a timeline . When does your communication take place? How often?
• Assign roles and responsibilities. Who is responsible for generating and delivering the communication? Who approves messages before they're sent?
• Test your plan. Once you've developed your communication plan, test it to ensure it works as intended. Get feedback from your audience, and make adjustments as needed.

By following these steps, you can create a communication plan that meets the specific needs of your business and helps you achieve your objectives.

Learn how to implement a communication plan , explore tips for building a crisis communication plan and check out a template for BC planners developing an emergency communications plan.

Continue Reading About communication plan

• Combine business continuity and crisis management practices
• Roles and responsibilities of a crisis management team
• Complete crisis management guide and free template
• Key elements of a crisis management plan
• Understand IT change management vs. configuration management

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