Effective communication is essential to any successful business or organization. Not only does it help convey important information but it will also help in achieving objectives.
In its basic form, a communication plan are tactics a business will use to communicate with employees, emergency responders, stakeholders etc.
Without an effective plan in place there is no way for you to ensure clear, consistent and effective communication throughout your business a particularly important factor –especially in case of emergencies.
Of course, being properly equipped is something that should go hand in hand with your communication plan. Equipment such as outdoor warning systems or mass notification systems should be a part of your arsenal.
A clear communication message is composed of:
- The clarity of the message
- The consistency of the message
- Communicating with the right audience
- Measuring the effectiveness of your communication plan
Define your Target Audience
Determine who you will need to communicate with through your communication plan as well as their needs, interests and goals. By understating this, you can then select the most effective way or ways to go about reaching said audience.
Crafting the Message to Convey
Determining what messages you want to convey will help you identify which key points should be highlighted in your messaging. Identifying the purpose of the communication as well as the information to be shared should be included. Ideally you want all communications to be clear and concise to make sure it can easily be understood.
Set Goals & Objectives
Your objectives as a business should be aligned with your communication plan as well as clearly measurable and achievable and can range from communicating important information to employees to generating leads and sales. Maintaining realistic and achievable goals will make future adjustments easier.
Select a Method of Communication
How you are going to go about communicating with the parties you need to is the last overarching question that will need to be contended with. There are many ways to go about this and depending on the context some ways may be preferable to others, social media, email, print and even outdoor warning systems are all possibilities you could exploit to convey information. Consider the needs of the audience receiving the information. For example, communicating with stakeholders or the general public won’t be the same as with employees.
Maximize the Impact of your Communication Plan
Naturally, clearing objectives, performing frequent check ins and analyzing performance during trial runs are all ways to measure and adapt your plan.
The overall goal is to provide accurate information in a timely manner to the appropriate parties, ensuring everyone has access to the information they may need in the event of an emergency.
A comprehensive plan will help insure your company is ready to respond to a crisis if need be.