In this video, we will review communication plans in the context of what is required for Report 2 of the Capstone. If your group has 5 members, this is the fifth topic for Report 2. If you are in a group of 4, you do not need to complete this plan. Report 1 focused primarily on building plans using models you had experience with through your previous courses. For instance, you took the project charter template you used in previous courses to apply to your Capstone topic.
Report 2 goes the next step. In Report 2, you will be focusing on concepts you have learned about in previous classes, but you may not have studied specific models or practiced applying the concepts as much. In this report, you will be learning more about models, deciding what one works best for your project, and then applying it to your project. The purpose of a communication plan is to inform internal and external stakeholders about the project to ensure project success.
For example, it will be important to let organizational employees know that a new project will be developed in the organization. Communicating to internal stakeholders can help increase acceptance for the new project by staff. Communication externally can help to recruit staff, promote to new clients, inform other providers, report to funders, and communicate with the media. There are a number of things to consider when building your communication plan.
Why do you want to communicate? Think about every step in the implementation of your project and consider why you might need to communicate with different stakeholders at different times. For instance, near the beginning of the project, you might need to communicate with the job-seeking community to recruit team members.
You might need to consider informing existing staff about the planned project. Perhaps you will have an evaluation that you will want to share with stakeholders at the end. Write down all the different purposes you have and when those would occur during implementation. It is recommended that you connect with your group members as they may have communication needs identified as part of their sections of the report. Once you have identified the many purposes for communications, for each of these purposes, identify the audiences who will need to receive that communication.
Reviewing the stakeholder analysis from report 1 may help you consider all possible audiences. Each communication will have a key message. What are the messages you want to deliver to the audience?
For instance, if the purpose is related to recruiting, you might have a key message that this organization is recruiting for specific jobs related to an exciting new project. To inform internal audiences about a new project, consider what things they would want to know and build that into a key message. Once you know what you want to tell people, decide how you will tell them.
Will you hold a meeting, send an email, post an ad on Facebook or something else? You can include more than one channel as a way to get certain messages across. For instance, the new jobs may be posted online and also on the organization's website. Then, decide who will be responsible for delivering each of these important communications. Finally, consider how you will know if your communication worked.
For instance, if you are evaluating your recruitment communication, you might know it worked if you are successful in hiring qualified and skilled candidates for all the vacant roles. There are a number of things you need to consider when developing your communication plan. When considering how to communicate to various audiences, think about characteristics such as age, gender, location, education, ethnicity, and online behavior. Will the communications need to be in certain languages or available in certain formats for different audiences? There are a wide variety of communication methods available.
Some might be inexpensive like social media but might not reach your target audience. Others like meetings or public events might suit certain audiences better but might be very costly. Make sure whatever you select it is cost effective and reaches your target audience.
When considering your key messages, are there any actions you are wanting the audience to take? Is there certain data you should include to help the audience understand the importance of the message? You are encouraged to search online for examples of communication plans. This will help you see different ways to present the plan as well as ideas for content. There are numerous formats or frameworks available to use.
If you use a pre-existing framework, ensure you cite and reference this source. Regardless of the framework or format used, please ensure you include the following key elements. Always start with an introduction that identifies what is included in this section of the report and why it is important. If you are using a framework, describe the framework and why it was selected to use for this project.
Provide information on each of the elements of the communications plan. This may be done in a chart. or in another format.
This detail should include a list of purposes or goals to be achieved through the implementation of the communication plan. Then, for each of these purposes, identify the audiences, messages, channels, and when each of those communications will occur. Each should also have a person responsible for the communication. Include information on how you will know your plan is a success. This will form the evaluation of the communication plan.
and could be included in the chart related to achieving each goal or summarized overall. When considering the channels, also consider whether the communication will cost additional money. When your team built the budget in report 1, you likely did not consider costs related to communication. If there are additional costs associated to the communication plan, ensure you research realistic costs, include them in the communication plan, and include citations and references. You might not have additional expenses but if you do, make sure they get added to your final budget before the final presentation.
If you like, you can also develop some sample communications. While not required, it would help demonstrate some of the concepts from your plan and how you would communicate differently with different audiences. Complete your report with a conclusion. Now for a few tips as you complete your communication plan.
Search online for examples of communication plans to get inspiration for what you could include. Be creative. The communication plan can be an opportunity to create and have fun.
Collaborate with your group members. They might have great ideas and they might also have aspects of their sections that will need communication support. Just like the other sections, the communications plan will be roughly four pages long. in professional format, with at least one reference. And, especially since it is a communications plan, proofread before submitting.
The communication plan makes sure you know who you need to communicate with, about what and when. It influences the image of the project and its overall success. Enjoy the creative energy that comes from developing a communication plan in Report 2.