Communication Plan (implementation under Communications)


Purpose: To ensure needed information in delivered to the appropriate stakeholders when needed.

Description: This Communication Plan is an agreed upon approach for chapter level communication that identifies target audiences, key information that needs to be communicated, key timing, and the process for transferring the information.

The first step will be to determine what information must be communicated between the chapter and people external to the organization. Next, identify the available communication methods. These may include face-to-face, e-mail, voice mail, teleconferences, web meetings, Web pages, discussions boards and Fax. Then, determine which method best fits the purpose of the communication and the user of the information. The type of information, whether a response is required, the criticality of the information and the cultural factors should all be considered. For example, posting a last minute meeting change on a Web page may not get the information to the right people in a timely fashion. Or if the topic requires discussion, teleconference or face-to-face interaction would be more appropriate than e-mail. In some cases multiple methods may be appropriate or the method may differ depending upon the target audience. The final step in developing the plan is to decide upon frequency. In some cases it will be on an as needed basis. In other cases, the communication should occur weekly, bi-weekly or monthly.

Once the plan is developed, a role out strategy will be developed and implemented. A process for periodically evaluating the effectiveness of the communication should also be developed and implemented. The evaluation includes an assessment of whether or not the communication is occurring, the information communicated is needed, the method used is effective and the timing is appropriate.

The examples below are standalone Communications Plans. See Strategic Plans and Operating Plans for embedded Communications Plans.

Examples:



A simple plan that covers the basics




Provides guidelines for promoting INCOSE and recruiting new members


Includes plan, roles and responsibilities, extensive list of possible organizations & societies, tri-fold Ambassador orientation materials, and a questionnaire for Ambassadors