Communication Strategy & Plan Template

Communication is critical during change. This document supports a Project Team to plan regular
communication to different audiences via different channels. The questions below have been designed to
enable you to develop a targeted communication plan.

1. What are the key messages you need to communicate?

The key messages should be clear, compelling and described in simple terms. It is recommended that
these messages are included in all future communications.

What is changing and why?

What are the benefits and impacts of the change?

What are the timelines for the change?

2. Who should receive the communications?

Identify the internal and external audience for communications.

INTERNAL EXTERNAL

What do they know/understand already?

What drives/motivates them?

 What questions / concerns might they have?

What tools/channels will you use to communicate?

Who is the primary contact for employee questions /concerns?

3. What methods will you use to communicate and how often will you communicate?
It is best to use multiple channels to communicate the change message.

What are the existing communication channels that can be used?

What opportunities will there be to engage people in a dialogue about the change?

How will you know that the change messages are being heard and are effective?

How will you capture and address questions and issues?

What communication channels will work best for delivery of the message to your audience?

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Communication Method Examples

Mass communication
 Email
 Intranet postings
 Newsletters
 Video conferences
 Webcasts

Interactive communication
 Email addresses for Q&A
 Website pages for Q&A (e.g. discussion boards, Sharepoint)
 FAQs (may be added to during the project)

Face-to-face communication
 Informal meetings – lunches/morning teas
 Team meetings
 1:1 meetings
 Forums/Town hall
 Information sessions

Hints & Tips

 You must ensure all potentially impacted staff are regularly communicated with.
 External stakeholders may include professional associations, School Advisory Boards, education
sector, current and prospective students and their families, funding organisations, service
providers, unions.
 The communication strategy and plan will depend on the change situation and should reflect the
specific needs and complexity of the change. It may be formal or informal, highly detailed or
broadly structured
 The communication plan should be a live document and regularly reviewed as communication
requirements may change during the project

More information on the importance of communicating during change and some practical tips can be found
at:
http://www.hr.uwa.edu.au/policies/policies/change/organisational/leading-organisational-change-at-
uwa/appendix#managingpeoplechange

You can also contact your HR Business Partner for advice and support.

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Communication Action Plan Example

Communication Method Audience Communication Frequency Measures of Effectiveness Person Responsible

Communication is compelling
AB draft
Email Internal stakeholders Weekly – update and succinct
CD approve
Email is delivered on time
Weekly – email updates and AB draft
Intranet Internal stakeholders any other relevant # hits
information CD approve

Available from first formal # questions and comments AB organise and monitor
Email addresses for Q&A Internal stakeholders
meeting and monitored daily Time to respond CD approve responses
# hits AB capture questions and
Updated weekly based on draft responses
FAQs Internal stakeholders # questions rather than using
questions
site CD approve
AB to schedule for CD to
Informal meetings – Weekly opportunity for
Team Level of engagement attend at appropriate
lunches/morning teas informal communications
opportunities
Table the email
Team meetings Team Fortnightly communications and capture Team Leaders
questions
Formal meeting set up prior
Impacted individuals (with
to change consultation Level of engagement
offer of AB to schedule meetings
1:1 meetings Regular meetings throughout Quantity and quality of
representative/support Team Leader and CD to attend
person) change and as required by feedback received
individual
Attendance
Consultation meetings as per AB to schedule
Town hall Team Quantity and quality of
schedule CD to communicate
feedback received
Attendance
Team members at remote Consultation meetings as per AB to schedule
Video conferences Quantity and quality of
sites schedule CD to communicate
feedback received
Communication Action Plan Template

Communication Method Audience Communication Frequency Measures of Effectiveness Person Responsible