How To An internal communications plan can be written.
Strong internal communications are important to leaders.The communication between leaders and their teams keeps employees informed of important changes in the organization.It allows them to share their thoughts.Learning how to write an internal communications plan will help leaders be more intentional about their communication.Increased levels of trust, goodwill, and productivity will be the result of this.
Step 1: Understand why you need a communications plan.
The plan is to give information quickly, clearly, accurately, and evenly to employees.This will allow employees to engage with the operations of the company and other employees more easily, increasing productivity and reducing lag time between communications.It can help reduce the frustration of slow communication.The plan will increase overall performance.
Step 2: Take your starting point into account.
You will need to diagnose the problems with your current communications before creating a new communications plan.Make sure to look at the entire organization, from top to bottom.There are issues with accuracy or clarity.Is the information accurate?Is the information needed?How often are regular updates sent?Is the information consistent across the organization?Are employees on board with the current communications protocols?
Step 3: Understand who your audience is.
Everyone who works within an organization gets internal communications.There are some basic information you need to know about your staff.Ask them how they feel about internal communication.If they feel comfortable sharing their opinions, and how they would like to see communication improve, then they should be aware of the changes.Ask the hard questions.They might be willing to give specific examples of when they felt ignored or out of the loop.Listen with an open mind when they share.Email, newsletter, face-to-face, or other options are how employees like to receive information.If the method depends on what information is shared, ask.A weekly announcement can be communicated via email, but a major staff change needs to be shared in person.
Step 4: Determine who is in charge of the plan.
Determine who is in charge of initiation and then approve the plan.Any actions taken to create a communication plan will have to be approved by that person or group.Determine who will write the plan.This is a team of representatives from various departments or a communications expert from the company.It can be a combination of the two.Teaming up in this way will allow the different departments to be involved from the beginning, while still allowing the expert to do their work.
Step 5: The basics of the plan should be established.
Determine what format you want to use.Depending on who will be using the document and how, you can use a document, presentation, or spreadsheet.Consider the length of your plan.It needs to be long enough to cover all of the information, but short enough that you can use it.A simple plan can be as little as 2 pages, while a more complex one could be up to 15.The title is the first part of a basic structure to begin writing your plan.The plan's stated purpose is to increase clarity, productivity, and sales.The rest of the plan is outlined in the executive summary.The current situation and changes will be explained in a process section.The plan's success will be measured in a section.A map of the various bodies that need to be communicated with.There is a description of the various communication channels.The plan creators are listed in the approval process.There is a timetable for implementation.There is an appendix for more documents.
Step 6: Get the leadership on board.
If the highest leaders in your organization are not willing to support an internal communications plan, your job is to convince them of its importance.Your internal communications will not change without their support.People are not sure of what is going on.An internal communication plan can lead to increased trust and productivity.Employees work harder when they feel a part of it.Discuss how an internal communications plan can increase efficiency.All employees are adequately informed of changes in a timely way, and the plan ensures that all information flows effectively.
Step 7: Managers should be in high-level communications.
The highest level of communication is what many companies have.Put some of your managers in the know about high-level communications.The managers will be better at communicating with the rest of the staff.The "mid-level" employees can help the organization decide when and how to communicate.
Step 8: Information needs to be communicated.
If you want to communicate your vision or mission statement, focus on a single message.Upcoming events, important company information, staff changes, and other news items should be included in your internal communications plan.
Step 9: There are methods of communication.
There are many ways to share your information.What type of messages should come through each method of communication?Consider which method is best for you and your employees, as well as for the message and situation at hand.Emails and newsletters don't work in sensitive situations, like face-to-face communication.Formal methods include scheduled meetings, company newsletters, all staff emails, and reports.Informal networks take place in offices, break rooms and during lunch.They can happen via email, social media accounts, and phone conversations.
Step 10: Determine what you need to say.
Team effort is what internal communications should be.Communications staff should be involved in the writing of the message, even if it is just editing.You can continually improve the choice of words by working through several drafts.It's important to give the "why" of the communication.Do not give directives.Explain the reasons for those directives.
Step 11: Carefully editing.
If this will be a written communication, proofread.The leader and the organization as a whole will be negatively affected by poor spelling and grammar.Allow your message to sit for at least 15-20 minutes while you do something else.Return your message and read it over.
Step 12: Background information should be provided.
Background information should be provided to lower-level employees.They don't have access to the information that higher-level leaders have.Give them the information they need to comprehend the news.Explain what led to the change in company policy if you are writing an email about it.Your company is changing the way employees request vacation days.In your email, explain that this change is being implemented to provide a more accessible public calendar so that all employees can anticipate planned employee absences and work to prepare for them.Employees will see the benefit of the change and not see it as a nuisance.
Step 13: Take final approval.
Decide who will give final approval to this message.The highest leader in your organization will most likely be it.Send this message to them and see if they like it.Try again if not, make any necessary revisions.
Step 14: The line of communication should be determined.
Some types of messages may need to come from a leader of the organization, even if communications staff members help craft the message.It is possible that each supervisor will share their message with their team.What is appropriate for each situation should be determined.
Step 15: With your timing, be intentional.
It is important that your message is delivered in a timely manner.Depending on the situation, this will be different.The principle of organizational communication is that your staff should know before the public.It is possible to stage messages so that higher-level staff are informed first.Let's say you are merging with another company.The highest level employees will be the first to know about the change.You don't want the rest of your employees to just show up one morning and see a different name on the door.The public and high-level employees should be informed on a schedule.
Step 16: Get feedback.
You have to see how the information was received.Through staff surveys, meetings, one-on-one, casual chats, and lunches, you can do this.Encourage staff to ask questions if they don't understand the message.To create an atmosphere of engagement, make it clear that you don't just talk at your employees, but you also listen and respond.This makes sure that employees are engaged.
Step 17: Good internal communications practices should be incorporated.
There are some structures that need to be put in place to keep internal communications running smoothly.Pick the ones that will work best for your organization.Performance reviews, one-on-one meetings, and staff meetings are things to follow through on.Employees need to know that they can trust you to keep their word.Team leaders should encourage face-to-face communication with their team members.Communication can't be done entirely via electronic devices.