Running head: Strategic Communication Plan and Template 1

Communication Plan & Template

Patrick Chapman, Suzy Bell, Avisahi Garcia, Christopher Thompson, Kristin Boyd

University of Phoenix

BUS/475 Integrated Business Topics

Maria Rutledge

June 13, 2011

Communication plan

a. The purpose of a communications plan is to outline the method that information flows through a company. This is done to insure that people inside of the company know how to pass on information to intended targets, what type of communication methods are being used, and who to reach and how to get a hold of them.

Communication Plan and Template

1) Organizations frequently fail as the result of ineffective communication. A company needs to act in a split second to capitalize on trends and take advantage of opportunities. A communication plan makes certain that the lines of communication remain open by removing uncertainty.

2) Success of a strategic plan depends heavily on continuous communication. Working together as a team to achieve a goal requires constant communication. Feedbacks on efforts as well as results have to be communicated to be of any use to team members. Execution of a strategic plan requires a good communication plan be in place and team members be able to share perspectives and experiences to reach team goals.

1) The necessary detailed audience will include:

a)     Internal stakeholders

Executive Officers Board of Directors

Stockholders

Employees

b)    External stakeholders

Customers Suppliers

Creditors Governments

Unions

Competitors

General Public

2)     Identify communication methods to reach necessary audiences.

Communication methods used to reach necessary audiences include:

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Communication Plan and Template

Internal Stakeholders Communication Method

Executive Officers Weekly & Monthly Status Reports

Board of Directors Strategic Planning Status Meeting

Stockholders Quarterly/Annual Financial Reports / Town hall Meetings

Employees Emails, Business Intranet, quarterly Town Hall Meetings

External Stakeholders Communication Method

Customers Grand Opening / Advertisements/ Company Web Site

Suppliers Phone, email, Real-Time Computer database (Payments)

Creditors Conference Calls, Videoconferencing

Governments Government required Reports -

Unions Business Letters

Competitors Publicizing Accomplishments

General public Billboards, Radio/TV Commercials/Company News Letters

3)     Summarize intent and objectives of strategic plan.

The objective of a strategic plan is to set a plan to follow to reach the companies short and long term goals and desired success. It is the setting guidelines to accomplish the purpose of the business. To reach such goals the company needs to include the following in their strategic planning:

a) Mission and Vision Statements

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Communication Plan and Template

b) Short and long term goals and objectives

c) Values

d) Strategy

Before a strategic plan is set the company needs to conduct external and internal analysis to come up with a successful plan to follow. Such analysis should include the following:

External Analysis:

a) Industry Analysis

b) Competitive Analysis

c) Market Analysis

d) Environmental Analysis

Internal Analysis

a) Financial Performance

b) SWOTT Analysis (strengths, weaknesses, opportunities, threats, and trends)

c) Corporate Culture

4)     Disseminate the vision and mission.

Vision

Advertise through a weekly newsletter to the public about business

Put up fliers about the company to bring in new customers

Go online and create a web page for employees to find out more about company stocks and other information

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Communication Plan and Template

Mission

By-weekly meeting for managers to talk about new plans for business

Company monthly meetings to maintain fresh new employee incentives

Remember the customer comes first in any decision being made

5)     Disseminate detailed strategic plan with timelines.

Weekly meetings need to be held to discuss new products

By-monthly meetings need to be held to communicate to the employees of any new changes made by the CEO

Monthly meetings need to be held to communicate funds allocations

Meetings every day need to be held so the employees know the weekly and daily schedules for job allocations

6)     Institute training as required.

a) As new processes occur train employees

1. Web-based training

2. Class-room training

3. E-mail description of training if minor change in process

b) Train new employees

1. Provide on-the-job training

c) Ensure on-going training

1. Annual refreshers on compliance

2. Continued process updates

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Communication Plan and Template

7)     Identify and use change agents. a)  External

1. Competition

a. Identify ways to compete

2. Trends and preferences

a. Establish and identify trends before competition

3. Changes in technology

a. Communicate outside technology changes to staff

b) Internal

1. Poor business processes and systems

a. Communicate poor processes and systems

b. Develop new ways to perform effective plans

c. Offer incentive for improved process ideas

2. Mismanagement of business financials

a. Communicate errors or mistakes to management or accounting

3. Employee Turnover

a. Increase company culture

b. Offer employee activities

c. Employee engagement

d. Exit surveys to change what is wrong

8)     Update communication plan and timelines as required

a) Review plan annually for changes or updates

b) Update plan as opportunities are identified

c) Update plan as processes are proven ineffective

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