Communication Plans in Report 2 of the Capstone

Overview

• Eligibility: Required for groups of 5 members (fifth topic for Report 2); not required for groups of 4 members.
• Report 1: Focused on building plans using known models (e.g., project charter template).
• Report 2: Focuses on learning new models, deciding the best fit for the project, and applying it.

Purpose of a Communication Plan

• To inform internal and external stakeholders about the project to ensure success.
  • Internal stakeholders: Increase acceptance among staff.
  • External stakeholders: Recruit staff, promote to new clients, inform providers, report to funders, communicate with the media.

Building Your Communication Plan

Steps to Consider

1. Purpose of Communication:

• Identify why communication is necessary at different stages.
• Example: Communicating with job-seekers at the start to recruit team members.
• Write down all purposes and timelines.
• Collaborate with group members for additional needs.

2. Identify Audiences:

• Use stakeholder analysis from Report 1.
• Determine who needs each specific communication.

3. Key Messages:

• Messages tailored to each audience.
• Example: Recruitment message for new project roles.

4. Communication Methods:

• Decide on channels (e.g., meetings, emails, social media).
• Consider using multiple channels for important messages.

5. Responsibility:

• Assign responsibility for each communication.

6. Evaluation:

• Determine criteria for successful communication (e.g., successful recruitment of candidates).

Additional Considerations

• Audience characteristics: age, gender, location, education, ethnicity, online behavior.
• Language and format requirements for different audiences.
• Cost-effectiveness of communication methods.
• Desired actions from the audience.
• Include relevant data to support messages.
• Cite and reference any used frameworks or examples.

Key Elements to Include

1. Introduction:

• Explain content and importance.
• Describe selected framework and its relevance.

2. Detailed Communication Plan: (chart or any other format).

• List purposes/goals of the plan.
• Identify audiences, messages, channels, timings, responsible individuals.
• Evaluation criteria and potential additional costs.

3. Budget Inclusion: (if applicable)

• Research and include realistic costs related to the communication plan.
• Ensure to update the final budget before the presentation.

4. Sample Communications (Optional)

• Demonstrates concepts and communication for different audiences.

5. Conclusion

Tips for Completing the Plan

• Search online for inspiration and examples.
• Be creative and collaborative with team members.
• Proofread before submitting.
• Keep the plan roughly four pages long in a professional format with references.

Importance of Communication Plan

• Ensures clarity on who to communicate with, about what, and when.
• Influences the project's public image and success.
• Embrace the creative process.