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What It Takes to Give a Great Presentation

  • Carmine Gallo

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Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

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  • Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Communication Strategies: Presenting with Impact

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June 30, 2024

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Gain skills and techniques to engage, inform and inspire others, improving your ability to communicate as a leader.

Communication strategies program overview, communication strategies: presenting with impact, a public speaking course.

Public speaking—whether delivering a presentation, making a pitch, or leading a group discussion—can cause even the most confident leader to break a sweat. Yet communicating your message with poise, confidence, and conviction is an essential leadership skill. Mastering your public speaking and presentation skills will enable you to inspire your audience as well as build trust and credibility.

Through oral presentations and small group activities, you will put proven public speaking techniques and tools into practice, test out new approaches, and learn to communicate clearly and confidently. Discover the powerful impact of storytelling and practical persuasion skills to authentically illustrate your message. Learn how to effectively organize materials to blend analytical and emotional content into a compelling story, and incorporate dynamic introductions and memorable endings into your presentations.

Who Should Register for this Public Speaking Course

This communication program is appropriate for business professionals at all levels of experience who would like to enhance their communication skills to succeed in delivering impactful presentations. It is ideal for anyone in a role that requires ceremonial speaking, persuasive speaking, or any other type of public speaking, regardless of industry or years of experience.

All participants will earn a Certificate of Participation from the Harvard Division of Continuing Education

Participants must be fluent in English to participate fully in fast-moving discussions and exercises.

Benefits of Communication Strategies: Presenting With Impact

This communication strategies program is designed to offer new techniques to improve your public speaking skills. Key takeaways from the program will help you improve your ability to persuade and influence your audience in large- and small-group settings.

During this public speaking training course, you will:

  • Learn guiding principles of making effective presentations
  • Build confidence in your presentation abilities
  • Cultivate your personal leadership and communication style
  • Learn strategies on handling hostile audiences

“Jill [Slye] shared invaluable tips that have helped me to reduce my anxiety and negative self-talk around my presentations while conveying a message that encourages others to affect change through empowering presentations.” — Lizbeth Sanches-Acre

The curriculum for this communication strategies program is designed to be interactive and hands-on. You will practice the skills and techniques you are learning in real-time through small group activities and oral presentations during the program.

The curriculum will cover topics such as:

  • Effective delivery skills involving presence, vocal variety, body language, narratives and humor, and handling nerves
  • Crafting clear and concise messages
  • Understanding and connecting with your audience
  • Techniques for effective handling of Q&A sessions
  • Ways to gain buy-in and influence your audience
  • Strategies for online communications, webinars, podcasts, Zoom platforms, etc.

This public speaking course is offered as a two-day on-campus program in our state-of-the-art classroom space in the heart of historic Harvard University. Program tuition is $2,990 plus the cost of travel.

Considering this program?

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December schedule, jill abruzese slye, certificates of leadership excellence.

The Certificates of Leadership Excellence (CLE) are designed for leaders with the desire to enhance their business acumen, challenge current thinking, and expand their leadership skills.

This program is one of several CLE qualifying programs. Register today and get started earning your certificate.

How will this program help me improve my public speaking skills?

This program will help you improve your public speaking skills through hands-on practice of communication techniques and new approaches. As part of the program, you will engage in group exercises and oral presentations where you will receive feedback from the instructor and your peers to help you improve your skills in real time.

How will improving public speaking help me advance my career?

Public speaking is an important skill for any business professional, regardless of industry or role. To advance your career, you must possess the ability to convey your message with clarity and lead group discussions with confidence, regardless of the specific situation. Developing the techniques and strategies to communicate effectively will help build trust in your leadership skills more broadly.

What skills or experience is needed before enrolling in this program?

Participants do not need any specific experience or skills to enroll in this program. It is open to any business professional interested in improving their public speaking skills and their ability to communicate effectively and persuasively.

Harvard Division of Continuing Education

The Division of Continuing Education (DCE) at Harvard University is dedicated to bringing rigorous academics and innovative teaching capabilities to those seeking to improve their lives through education. We make Harvard education accessible to lifelong learners from high school to retirement.

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Article • 8 min read

The Communication Strategy Framework

Planning how to communicate clearly.

By the Mind Tools Content Team

presentation communication strategy

Nowadays, we communicate with others in many different ways.

For example, we can get our message across face to face, over the phone, by email or IM, or by video call or VoIP. We can also communicate with written reports, workshops, webinars, advertisements, presentations, and speeches.

However, to get the best results from our communications, we need to plan them effectively. Without careful thought and consideration, we can easily confuse our audience or fail to get our message across. This can undermine our credibility and effectiveness.

In this article, we'll look at the Communication Strategy Framework, a simple tool that you can use to organize your messages, remove possible communication barriers, and get the results that you want.

About the Model

Michael and Sandra Rouse developed the Communication Strategy Framework, and published it in their 2001 book, " Business Communications: A Cultural and Strategic Approach ." [1]

The framework guides you through the process of planning and organizing your messages, so that you can avoid communication barriers, increase understanding, and get the response that you want from your audience.

The Communication Strategy Framework consists of four elements that you should consider carefully as you organize and craft your message:

  • Communicator strategy.
  • Audience strategy.
  • Channel strategy.
  • Message strategy.

From "Business Communications: A Cultural and Strategic Approach" (pages 76-77) by Michael J. Rouse and Sandra Rouse. © 2001. Used with permission of Cengage Learning EMEA Ltd.

You can use the framework to plan many different types of communications, such as phone calls, reports, emails, and presentations.

Using the Framework

To use the Communication Strategy Framework, think carefully about each of the elements below. You can also download our worksheet to help with your planning.

1. Communicator Strategy

First, you need to think about yourself as the "communicator," or the sender of the message. Consider these questions:

  • Why are you communicating this message?
  • What results do you want to achieve?
  • What is your reputation with your audience members, and how much credibility do you have? How should you adjust your message to take account of this?
  • Does your audience trust you? If not, how could you build trust in your message?
  • Do you share the same culture and background as your audience? (If not, brush up on your cross-cultural communication skills , and think about how you can ensure that others understand you easily.)

Consider the objective of your communication carefully, as this will determine the best approach to take with the next three elements of the framework. Write a simple but straightforward statement that defines the objective or purpose of your communication. (If you are delivering a training session, see our article on the ABCD Learning Objectives Model – this will help you to refine your objectives statement even further.)

2. Audience Strategy

Next, think about your audience. When you consider the wants, needs, education, and skill levels of your audience members, you can craft a message that matches their interests, expectations, and understanding.

Consider these questions:

  • Who is your audience?
  • Are there identifiable sub-groups within it, with differing needs?
  • What do you know about this person or group?
  • What do they know about you?
  • What do they know about this subject?
  • How will you motivate them?

In some cases, you'll be very familiar with your audience: for example, when you write an email to your boss or colleagues. In other cases, you might not know your audience, such as when you give a presentation to a large group of prospective clients. Write down what you do know about them, and then think about how you can find out more.

Next, think about the different groups within your audience. Use our article on market segmentation to think about how you can address their differing needs.

Consider what your audience members need from you, and how they will benefit from your communication.

3. Message Strategy

Here, you need to think about the style, tone, and structure of your message. Consider these questions:

  • Is your purpose to persuade, entertain, consult, or inform? What style and tone will best fit your purpose?
  • Does your message need to be formal or informal, or a subtle mix of both? Consider your audience carefully to answer this question.

When you think about your message, you also need to consider your audience's likely reaction. Do you think your audience will agree with what you say? And are your audience members busy? If so, you might want to take a direct approach. To do this, communicate your main idea upfront, and back it up with supporting arguments or evidence.

Are your audience members likely to disagree with what you have to say? And do they have time to listen to, or read, a longer communication? If so, you might want to take a less direct approach with your message. Include your supporting arguments first, followed by your main point or purpose.

As you craft your message, think about how you can let your audience members know why they should keep listening, and make sure that you finish with a clear, motivating call to action.

If you need to influence your audience in some way, use Yukl and Tracey's positive influencers to choose the best approach to use. Monroe's motivated sequence can also help you to craft an effective message. If you want to draft a written communication, brush up on your writing skills . And, when you need to give a presentation, consider using business storytelling to inspire and motivate your audience.

4. Channel Strategy

In the final element of the framework, you focus on choosing the most effective communication channel to get your message across.

  • What channel is most appropriate to use for your audience and message?
  • Do you need to have a record of this communication? (If so, an email can be a better choice than a phone call.)
  • Is cost or time a consideration?
  • Is culture a factor in this situation? Remember that people in some cultures prefer face-to-face communication, while others will favor using email.

Keep in mind that the channel you choose can directly affect how well your audience understands your message. If your message is complex, or if others might misunderstand it, choose a channel that allows you to see whether people have grasped the message, and, if necessary, take corrective action.

Our articles on writing effective emails , delivering great presentations , and holding effective meetings have specific strategies that you can follow to make best use of these communication channels.

Use the 7 Cs of Communication to ensure that your message is clear, concise, well-constructed, and error-free.

Michael and Sandra Rouse developed the Communication Strategy Framework and published it in their 2001 book, "Business Communications: A Cultural and Strategic Approach." The framework guides you through the process of planning and organizing your communications, so that you can prepare clear and effective letters, emails, presentations, and speeches.

The framework consists of four elements:

To use the framework, consider each element carefully as you plan your message.

Download Worksheet

[1] Rouse, M. and Rouse, S. (2001). ' Business Communications .' United States: South-Western.

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How to Communicate Strategy To Your Team Effectively

By Sara McGuire , Sep 02, 2020

Communicating Strategy Blog Header

Aligning your team is always challenging. Aligning your team so they can act quickly, when there are still many uncertainties ahead, is even more challenging.

At Venngage, we had to pivot our marketing strategy based on shifting trends we saw in our target markets . We’re fortunate to be able to say that, by and large, we have been successful. 

In this guide, I’ll share a framework for how to communicate strategy clearly and effectively, based on my experience leading the Content Marketing Team at Venngage. I will also share effective communication strategies other leaders have been using during these uncertain times.

Table of Contents (click to jump ahead)

Two important things to keep in mind to communicate effectively, the 5-step framework to communicate strategy.

How to keep your team aligned

Templates to help you communicate strategy  (communication plans, roadmaps, mind maps, flow charts and more)

Three common barriers of communication

How leaders are communicating strategy to their teams

Miscommunications are inevitable – especially with many teams working remote. But from my experience, there are two best practices you can follow to communicate strategy clearly with others. Let these two best practices guide how you approach your strategic communications: 

1. Keep your message as simple and direct as possible

The high-level strategy you need to communicate may be complex, with different inputs and concurrent projects, but the main objective should be easy to understand.

When communicating your strategy to your entire team, focus on the main objective and the high-level milestones that need to be hit to get there. Essentially, communicate the framework within which you need your team to operate to hit the main objective. You can go into more specific details when communicating with smaller teams or individual contributors. 

Depending on the size of your company, the industry you’re in, or the nature of your project, the guidelines for how you reach your main objective may be stricter or more open. In cases where your guidelines are stricter, make sure to tie the steps back to the main objective. Meanwhile, in cases where the guidelines are less strict, you will need to guide your team on keeping their focus on the main objective, not getting distracted or veering off course. 

Strategy Mind Map Template

CREATE THIS MIND MAP TEMPLATE

2. Use visuals to make your communication more effective

Visuals help make information more memorable. When it comes to explaining complex processes with multiple inputs, using text or verbal communication alone can often leave gaps in understanding. Research has been done to indicate that communicating with visuals helps to increase retention of information . 

One way you can use visuals to make your communication more engaging AND effective is to visualize the main inputs of your strategy. Here’s an example of a simple visual that breaks down high-level goals (increase repeat customers by 31% and decrease CAC by 5% every month) into four strategic inputs: 

Business Strategy Roadmap Template

CREATE THIS ROADMAP TEMPLATE

A visual like this can serve as a reference doc for your team, to help them stay aligned on the goals. You can include it in your project plan and share it in weekly/monthly team meetings to keep it top of mind. 

The Team Alignment Handbook

I’ll share some more visual communication templates further down in this guide. Click here to jump ahead.  

Now, how do you effectively communicate your strategic plan?

When it comes to communicating a strategy to your team, it can be difficult to know where to start. Here is a simplified 5-step framework you can follow to communicate strategy effectively to your team. 

Framework For Communicating Strategy Infographic

USE THIS TEMPLATE

1. Start with your vision

Narrative is a powerful tool for communication. People like to know where they fit into your organization’s narrative. 

When communicating your vision, establish the problem you are aiming to solve with your strategy: 

  • Who does this problem impact? 
  • What are the human emotions associated with this problem?

Your vision should tie back to your organization’s mission statement. This will help contextualize your strategy within your organization’s overarching narrative, which can help motivate your team to want to impact that narrative through their work.

Not every project you embark on will be glamorous or inspiring in nature. For example, you may need to communicate a strategy for improving your organization’s analytics tracking and reporting. 

Yawn, right? 

But if you tie the project back to the human impact it will have–for example, more clarity for your organization and the ability to make more informed decisions, which can lead to more confident execution on tasks and less frustration at the unknowns–you can still make the project meaningful for the team members involved. 

2. Set clear and measurable objectives 

One of the biggest mistakes a lot of small organizations make is not identifying specific, measurable goals for their projects. If the outcome of a project isn’t measurable (even if there isn’t a perfect way to measure it), it will be difficult to know whether or not you actually achieved your goal. 

Some common types of project objectives are:

  • Financial objectives : revenue growth, sales targets, profit margins, returns on invested capital, diversified revenue base  
  • Business objectives : product launch, team growth, opening or closing an office)
  • Technical objectives : implementing new technology, automating a process, prototyping a product
  • Quality objectives : increase NPS score, reduce customer support response time
  • Performance objectives : number of successful product releases, delivering within a given budget or timeframe
  • Compliance objectives : compliance with certain regulations, meeting and exceeding health and safety regulations, meeting legal regulations
  • Marketing objectives : increase social media engagement, increasing site traffic, increasing sales leads, increasing brand awareness

Communicate to your team what specific metrics the success of the project will be measured against. If you’re giving a presentation, dedicate an entire slide to these primary objectives:

Strategy Presentation Template

3. Break down your strategy into inputs

Once you’ve communicated your high-level objectives, break down how your team will achieve them. This will ground your abstract vision in real, actionable steps. 

Another way to look at it is to communicate the outcome of your strategy (the goal) and the different concurrent tracks your team needs to follow to get there (inputs). 

When it comes to breaking down your strategy into inputs, it helps to consider both leading and lagging indicators (or leading and lagging metrics). 

Communicating your strategy to your team using both leading and lagging indicators can help them better contextualize the goals in their everyday processes. 

Bernard Marr has a whole guide to leading and lagging indicators that goes into more detail, but to summarize:

Leading indicators

Leading indicators are inputs that impact a potential outcome in the future. Your leading indicators impact your lagging indicators. 

For example, let’s say your primary goal is to increase customer acquisition by 20%. Marketing leading indicators could be backlinks, social media engagement, or sales channel growth.

These are metrics you can track that contribute to your high-level goal. If you hit your leading indicators, it should follow that you will hit your goals. 

Lagging indicators

Lagging indicators are inputs that have already happened. Examples of lagging indicators are typically metrics like revenue and profit. 

Returning to our marketing example, a lagging indicator could be keyword rankings and conversion rates. 

A common trap many teams fall into is to focus on lagging indicators. The problem with that approach is that it can make it difficult to identify where you should focus your efforts earlier on to better steer the ship towards reaching your goal (i.e. by tracking your leading indicators). 

But by identifying the leading indicators that contribute to the success of hitting your lagging indicators, you can track your progress incrementally.

4. Outline clear milestones

You’ve got your vision, your high-level goals and your inputs. Now you need to communicate your strategy’s timeline. 

Communicate to your team:

  • What are our touch-points throughout this project?
  • When are the deadlines for these deliverables?

Visualize your timeline using a roadmap or timeline infographic to help make the process more concrete in the minds of your team.

Project Timeline Roadmap Template

CREATE THIS INFOGRAPHIC TEMPLATE

5.  Identify ownership

A crucial part of implementing a strategy is for everyone involved to have a clear understanding of what their responsibilities are. From my experience, when the individual contributors on your team have a strong sense of ownership, they are more likely to rise to the challenge.

Confusion about who owns what can lead to missed opportunities, roadblocks in productivity, and a general lack of efficiency. 

When communicating your strategy to your team, clearly identify who will own what. Furthermore, make it clear why they are owning that particular area of the strategy. This is a great opportunity for you to call on your team members’ strengths. 

Essentially, you want your team to feel like the A-team they are. 

It’s also important to define what ownership means in the context of your strategy. Does it mean ownership of tracking a specific set of metrics? Does it mean finding solutions to certain problems? Does it mean coordinating a specific process? 

The more clarity you can provide from the outset, the easier it will be for your team to hit the ground running. 

Corporate Weekly Project Gantt Chart Template

CREATE THIS CHART TEMPLATE

Once you’ve communicated your strategy, how do you keep your team aligned?

You’ve communicated your strategy to your team. Everyone on your team says they understand the goals and their individual roles. You feel motivated. Your team feels motivated. 

But your work isn’t done. Now it’s up to you to make sure your team stays on track and aligned with the goals you’ve set.

Tie back inputs to your high-level objectives, often

When it comes to keeping your team aligned on your goals, repetition is key. 

When everyone on your team is plugging away at their individual tasks, it can be easy for people to get lost in the weeds. 

Some ways you can help keep your team aligned on your high-level objectives are:

  • Repeat them in your weekly/monthly team meetings
  • When your team reports on their progress, steer the conversation
  • When scoping projects, measure the results by their impact on your leading indicators

That last point is an important one. It can be easy to get distracted by ideas that are nice to have, but may be better off tabled until later. When you need your team to act on a strategy fast, it’s important that everyone’s time and efforts are focused on things that will get the results you need. 

Here’s an experiment planning checklist template you can use make sure tasks support your high-level goals:

Markerting Sprint Validation Checklist

CREATE THIS REPORT TEMPLATE

Check in on your individual contributors, often

Don’t micro-manage. But be present. This will help you address any problems as they arise, as well as foster credibility within your team.

By being present, I mean setting up structured check-in points daily, weekly, or bi-weekly – whatever makes sense for your team and your project. Aim to structure your check-ins around progress, learnings so far, and roadblocks your team members may be encountering. 

Your check-in points could be:

  • Team standups where everyone shares status update, roadblocks and asks from the rest of the team
  • 1-1 meetings with your team to discuss progress and roadblocks more privately
  • Project status updates in your weekly/monthly team meetings 

Communicate your team’s progress, often

People don’t want to exist in a vacuum. Regularly give your team updates on how their work is contributing towards meeting your milestones and your high-level goals. 

Creating a visual roadmap can be helpful for keeping your stakeholders updated on your team’s progress. You can track tasks completed, tasks in progress and tasks that still need to be done. 

Strategy Roadmap Template

Templates to help you communicate strategy

Visual communication can make your ideas easier to understand and easier to retain. Here are some essential communication strategy templates.

Roadmap Templates

Roadmaps make it easier to track projects at a high level, identify deliverables and deadlines, track progress towards goals, and show multiple concurrent timelines. 

Simple Project Management Roadmap Template

Timeline Templates

Use a timeline to show a simplified visual of events in a process. Timelines can be a particularly engaging way of visualizing milestones. 

Nonprofit Fundraising Timeline Template

Mind Map Templates

Mind maps allow you to visually group ideas, show relationships between parts of a strategy, and break down abstract concepts.

Team Communication Strategies Mind Map Template

Flow Chart Templates

Flow charts help you map out processes with different options or tracks more effectively. They also allow you to plot potential risks and show potential outcomes based on variables.

Warm Troubleshoot Flow Chart Template

Project & Business Plan Templates

Depending on the scope of a project, you may need a more detailed document. That’s where a project plan comes into play. In a project plan, you outline your goals, who your key players are, milestones and deadlines, budget, dependencies and risks, and next steps.

Emergency Response Plan Template

CREATE THIS PLAN TEMPLATE

Blue Grid Housing Project Plan Template

To supplement a longer doc, it can also be largely beneficial to put together a concise one-page plan that summarizes the main points:

Simple Project Management Communication Plan Template

Crisis Communication Plan Template

I think we’re all pretty used to being in crisis mode at this point. One thing is certain: it helps to have a plan. Here’s a template that you can use to communicate your escalation framework and key roles and responsibilities for responding to a crisis.

We have a guide with more crisis communication plan templates here. 

Three common barriers to effective communication

Miscommunications are unavoidable. Different people have different ways of communicating. Here are some of the most common communication barriers you are likely to come across.

1. Physical barriers

Many teams have moved their teams remote, some for the next year at least. This creates new physical barriers that many teams have not had to face before.

Some tactics I’ve found to be effective for overcoming physical barriers are:

  • Hop on a video conference call or phone call to talk through complex issues
  • Provide feedback on a call or in-person as much as possible
  • Following up on calls with a written message reiterating what you talked
  • Having clearly laid out process documentation for your team to follow (written and video)

It’s easy for the nuances of communication to be lost through text, so difficult and complex conversations should take place where physical cues can be seen.

2. Emotional barriers

If a member of your team seems disengaged with their job, it’s your responsibility as a leader to figure out how you can help them feel engaged again. 

  • Are they feeling stressed? Overwhelmed? Is their stress related to work, or external, from something else going on in their personal life? 
  • Do they feel their work doesn’t have an impact? Are they lacking direction? 

Often, disengagement can come from a lack of direction. From my experience as both a manager and an individual contributor, having a clear sense of how your work is contributing to the success of your team can make you feel way more motivated.

3. Communication styles

Dear reader, I’m sure you’ve had your fair share of miscommunications. That’s not a knock on you – everyone communicates a bit differently and because of that, miscommunications are inevitable. 

Working together as a team means learning how to communicate with each other effectively , despite your differences. This goes for delivering feedback (do they prefer the cold hard truth? Or do they need the compliment sandwich?), communicating progress, and communicating setbacks. 

You will never be perfect at this. People are too complicated. But it’s almost always better to err on the side of being too direct. 

Read: direct , not callous. Ground your communication in respect and efficiency:

  • Be honest and direct with your team members so they understand what your expectations are. 
  • Respect the feelings and motivations of your team members and try to work with them towards mutual understanding.

Granted, this isn’t as simple as my point form list makes it out to be. For a much more in-depth and authoritative guide to communicating directly with your team, I recommend the book Radical Candor by Kim Scott.

Team leaders share their communication strategies

I wanted to see how other people in leadership roles communicate strategy to their teams. So I asked some of the most knowledgable leaders I know to share their communication strategies.

Set goals collaboratively with your team

“The truth is, there is no perfect formula for communication strategy effectively with your team. But hearing how other leaders have approached this challenge can help guide you. Here are tips from other leaders on how to communicate strategy to your team: “The biggest help in keeping me and my team aligned when it comes to strategy and our priorities is to set goals collaboratively. That way everyone has an understanding of what our priorities are as a company and how team goals level up into those larger company-wide objectives.  To make sure we stay aligned, we talk about our goals every single week, how we’re tracking against them, what we’re confident in hitting (and not-so-confident), and if anything has changed (and why). It’s also a great opportunity to get back on track if we’re behind on any goals, which helps build more ownership across the team.  The tool we’ve been using has been Hypercontext Goals .”

— Hiba Amin, Content Marketing Manager @ Hypercontext

“We’re a business that offers plugins to users that can help them grow their eCommerce business. And since we’ve several plugins to work on, we’ve started following a practice where we host meetings for a specific plugin twice a week. In the meetings, we plan a strategy on what things we’re about to improve and how we’re going to do them. This practice lets everyone know what strategy the whole team is following a specific product. As we get enough points to implement, we mention all those points as different tasks and subtasks on the Clickup tool. And align those tasks to the respective person. This makes sure that every individual is aware of the tasks they’re aligned with and they need to work on.”

— Satyam Mishra, Content Strategist @  MakeWebBetter

Focus on communicating the most important information

“Strategy by definition is complex. It’s a stretch to expect a team to understand every little input and metric that leads to the successful execution of a good strategy. As a leader, it’s important to try to distill what’s important into one or two key components or KPIs that your team can truly get behind. Once you do that, repeating that goal consistently and frequently is key to aligning your team on what matters. Lists of data points, or un-engaging spreadsheets are a surefire way to confuse and bore your team. You need to  show  your employees how to their work ties into the goal, and you need to inspire them to  want  to hit those goals. Visual reminders and exciting design can help that message stick.”

— Nadya Khoja, Chief Growth Officer @ Venngage

“When communicating a new  content strategy  to our team we focus on the internal and external components that can help them better understand the process. For example, we recently did an analysis of our client content and uncovered some common themes of the most successful link building pieces, which meant trying to encourage our client teams to adjust their brainstorm process to uncover these opportunities.  We tackle the communication a few different ways. First, through an internal meeting with managers so they could understand and effectively educate clients. Next through a wider lunch & learn with our specialist team on how to execute the ideas. And finally through public facing materials like updating our blog, sharing it via our podcast and introducing new training documents. This ensures we’re not only informing the current staff on the process, but new team members are on boarded as well.”

— Caroline Gilbert, Director of Marketing @  Siege Media

“We’ve spent some time talking about long-term goals. I don’t want my team to get bogged down in today’s challenges. Our plans will not be hampered by short term issues and I want everyone to know that’s true.”

— Ben Reynolds, CEO $  Sure Dividend

Be honest and direct with your team

“As a manager and business owner, it is critical for me to improve my communication skills that will be effective when dealing with my team. In terms of disseminating information and strategies with them, I made sure to not sugarcoat anything and be straightforward, especially with urgent and complicated matters. This made us more transparent with each other and developed a clear path of discussion. I also motivated them to be open and freely express their opinions and suggestions. Since we are in a remote work set-up, we are aided with communication tools such as Slack and Zoom to reach each other. Aside from being user-friendly, these tools are both serving their purposes for the team, allowing as to conveniently discuss any concerns at any time. Before the pandemic, we were able to have in-person meetings for urgent and important projects and issues, but now, everything is done virtually.”

— Sonya Schwartz, Founder @  Her Norm

“Your communication needs to be Clear and Explicit. When employees or people who are going to be a part of a strategy aren’t available in a common room, it becomes challenging to make everyone understand it. One of the best ways to communicate strategy to remote people is to make it simple, clear, and explicit. The strategy must have a clear vision, mission, value, process, and tactics. People must be able to understand what a company wants to achieve and how it will be achieved.”

— Rahul Vij, CEO @  WebSpero Solutions

Show empathy in your communication with team members

“There are two things which were important to the tone of my conversations with  my employees during the past months: Confidence: These were dire times but it was vital to not allow panic to take a grip on our everyday work. Empathy: Besides being difficult times for the company, these were extraordinary times for all of us. It was important to have our HR research actionable tips for our people to make it safely through this pandemic.”

— Kuba Koziej, Senior Vice President & Growth Specialist @ Zety

“I always make sure to ask how my employees are doing before laying out instructions or new protocols to them. It’s best to know and assess the mental state of your staff before feeding them pieces of information again. In communicating, I always put my emotions at a bag and never carry it, knowing that as a boss, I should be more understanding at all costs and look at the bigger picture of things.”

— Willie Greer, Founder @  The Product Analyst

Take the time to verify that you have been understood

“When communicating strategy, you should always make sure you’re understood. Like giving instructions before playing a game, ask comprehensive checking questions. Stopping to ask does that make sense? And waiting to hear a yes or no helps break up your communication into digestible chunks. Some people are auditory learners, while others are more visual. Therefore, it’s helpful to use different platforms to communicate your strategy. Asana is a useful tool for those who like to see everything in writing. You can use Loom to record and send videos of you explaining things for more auditory learners.”

— Siva Mahesh, CEO @  Dreamshala

“A big part of successfully communicating strategy is understanding that not all people take in information in the same way, and its because of this I think repetition is key. When presenting strategy to clients or a team, offer the strategy in a number of different ways – these could include Presentation, Graphs, Written Document, Audio File and more.”

— Daniel Foley, Director @  DanielFoley.co.uk

“I believe in the importance of strong communication with employees. It’s critical to communicate often about the direction of the company, goals, engagement with the partners, and opportunities. I believe that it’s important to share strategy and messages with the team so the entire group is moving in the same direction and committed to the overall success of the business.”

— Deborah Sweeney, CEO @  MyCorporation.com

Build processes around communication

“ We usually do a lot of training in house at Klint. These days not only is it harder to sit with clients, but we’re struggling to cope with so many new rules related to Covid19 and personal space. This has given rise to more remote opportunities overall. The reality is; retention of information is low even when it’s a 1 for 1 in person explanation.  We’re getting larger magnitudes of “communication loss” once we move to live digital explanations on google hangout or zoom. The distraction is only one tab away and if you’re anything like me- I have a 1000 of them open right now. The result of this chaos is actually that my communication has actually gotten a lot more structured. These days my writing is more concise and a lot of my work comes with a video explanation. Everything has to be organized this way from our digital marketing clients projects to our in house growth-hacking playbooks If you’re not using Google Sheets, Airtable, One Drive, etc; I don’t know how you’re maintaining control over any of your processes.”

— Taylor Ryan, CEO @  Klint and ArchitectureQuote

“We have built new procedures to ensure that our remote and in-person teams can collaborate efficiently and team members have ready access to the information they need. The current crisis has taught us that internal communications are the cornerstone of any business resilience strategy. Our priority is to create a framework to ensure that our team members are constantly updated, engaged, valued. Sending communications in real time segmenting messages to different audiences is a vital part of this framework. We ensure that our team members stay engaged and connected and are proactive in providing guidance and support to those who need it.”

— Matt Bertram, CEO & SEO Strategist @ EWR Digital

“To stay on strategy I try to set the tone upfront with one rule, when in doubt over-communicate by setting up regular e-mails, video/conference calls. If the lines of communication are open and everyone makes an effort to listen and be heard then collaboration will happen naturally and the information will flow. Pivoting to online meetings,/webinars is a smart and productive way companies can continue to have conversations that educate/inform, build relationships and move forward during this crisis. If small groups want to talk through specific issues (managing anxiety/kids/parents) virtual coffee meetings online have been helpful too. “

— Paige Arnof-Fenn, Founder & CEO @ Mavens & Moguls

More visual communication guides:

How to use visual communication: definition, examples, templates.

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Growth Strategy Checklist: Plan Your Business Goals With These 5 Templates

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How to Create a Communication Strategy [+ Free Templates]

Dedra Mitchell

Published: February 09, 2021

There are certain characteristics that should be at the core of any successful business. For instance, every business should have a great product or service, awesome employees to keep the internal engine running, and loyal customers who support through purchases and advocacy.

communication strategy

There also  has to be underlying elements to help establish the aforementioned characteristics. And one of the most necessary is clear and effective communication.

Communication is at the root of every interaction for businesses. Without transparent communication at every level, there's more room for error, and — depending on the magnitude of the error — it can make or break a business.

But, while 89% of people feel communication is extremely important  for work, 8 out of 10 people rate  their own business' communication as either average or poor.

Developing a communication strategy for your business will help you understand how your company best communicates, internally and externally, and can give you measurable results to better understand the efficacy of your communication tactics.

presentation communication strategy

Crisis Communication and Management Kit

Manage, plan for, and communicate during your corporate crises with these crisis management plan templates.

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  • Post-Crisis Performance Grading Template
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Click this link to access this resource at any time.

In this post, we'll explain how to create a communication strategy and plan for your business to ensure efficient, cohesive communication with colleagues and customers alike.

Free Download: Crisis Management Plan & Communication Templates

What is a communication strategy?

A communication strategy is a process developed by the appropriate stakeholders to identify where communication efforts need to be improved. The next step in this process is to ideate and select measurable actions that will be used to develop a communication plan  to achieve your desired outcome.

How to Develop a Communication Strategy

  • Use a Communication Plan template.
  • Determine current and potential problems.
  • Select key stakeholders who need to be involved.
  • Understand your audience and what matters most to them.
  • Brainstorm your ideal results, and then work backwards.

1. Use a communication plan template.

HubSpot's Communication Plan Templates are a great resource to help you develop actionable steps without having to spend too much of your time on this task.

Your communication plan  will clearly go through all of the steps you need to take to address the challenges you're up against — like completing an audit, setting SMART goals , and understanding how long each step in your plan will take. Depending on your overall strategy, you may develop multiple plans to be carried out to meet the needs of different audiences.

You'll want to break your plan into steps so you can easily make and measure progress on a daily, weekly, or monthly basis. Additionally, as you're creating your communications plan, you'll need to factor in a working timeline, potential budget, and ensure you're delegating tasks to the appropriate team members.

Over time, you want to be able to reflect on what changes have been made and if these changes are actively contributing to helping you achieve your ideal results.

HubSpot's communication plan template

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More From Forbes

Five components of a successful strategic communications plan.

Forbes Communications Council

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Director of Marketing at  haseebtariq.com.  I help fix large revenue retention & growth issues.

Communication is a critical part of any organization's success. Once, I was working closely with the senior leadership to create an email that addressed late deliveries. I remember that when we first started, there were so many ideas swirling in our heads about how to approach this project and what tone of voice would be best for our company. I wished I had someone with a communications strategy plan who could tell me the "best" way to approach this project in order to be successful.

I started reading and researching, looking for what I felt was a good strategy to communicate with our target audience. Luckily, after some research and conversations with others who had more experience than myself on the topic at hand, what finally developed was a communications strategy plan that we used over and over again for all of our marketing and communication efforts.

What Is A Communications Strategy Plan?

A communications strategy is a plan for communicating with your target audience. It includes who you are talking to, why you are talking to them, how and when you will talk to them, what form of communication the content should take and what channels you should use to share it.

1. What Is The Purpose Of Your Communications Plan?

A clear purpose helps keep everyone on board. Make sure the right people hear your message when they are ready and in a way that you want them to hear it. Your communication objectives should be to answer these questions: Who do I need to reach? Why do I need to reach them? What will my communications say? How will I deliver this message at the time that will have the best impact on my audience (and for me)? And what channels am I using or can I use for delivery?

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2. Who Are You Communicating With (Or Who Is Your Target Audience) And What Message Do They Need To Hear?

Target audiences can vary from one time to another and may include your customers, employees or the media. Define who needs to hear what is happening in your organization. Every communications plan is different, but they should never be one-size-fits-all. It's a good idea to create an audience map that identifies key audiences and the messages they need to hear about your organization or cause in order for them to take action.

3. How Will This Message Be Communicated?

Your communications strategy provides the framework for the company's outreach activities, including what needs to get out there through communication channels like social media, email marketing, blog posts, video content on YouTube or Vimeo and so on. In my experience, the more specific you are with your messaging (and visuals) — even if it seems repetitive — the better your chances of getting people engaged and taking action are.

4. When Should This Communication Happen — Right Now Or Later On?

Organizations have to use their communications wisely and strategically in order to be successful with them. But the importance of timing is also important for communicating effectively. Your communications strategy should specify when the message should be communicated, including whether that's right now or later on. Your communications team should take these considerations into account as they develop your messaging and timing plan. In addition, I recommend developing two equally effective strategies: one for "now" and another that can be deployed in anticipation of events that might happen later down the road. A crisis communication plan helps cushion against unexpected turns of events, no matter what happens.

5. Who Will Be Responsible For The Communication?

Communications professionals should be the ones responsible for communicating with external audiences, and they should do so often during a crisis. However, human resources departments may also need to communicate internally about any changes that may affect employees. Define key messages, and then decide who will deliver them. Define the audience and focus on what they need to know about this change. Be sure to provide information in a timely way, but also keep the message concise so that employees can digest it easily.

Bottom Line

A strategic communications plan can help you communicate your message to the right people at the most opportune time. By considering these five components, you can put together a solid strategy that could drive more success for your business and bring about your desired results in less time. 

Forbes Communications Council is an invitation-only community for executives in successful public relations, media strategy, creative and advertising agencies. Do I qualify?

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35 Communication Tools and Strategies | Presentation Development and Delivery

The art of developing and delivering an effective presentation as one of your communications plan content pieces can take years to perfect. As an academic, you most likely have some experience with delivering presentations to an audience of students and other academic professionals. You have also likely attended various lectures or presentations that failed to capture your attention or interest. This section will provide some best practices and guidelines to assist you in improving your presentation skills.

Development

The content of any given presentation will vary greatly depending on the audience, environment, and the intended purpose. This article by Wiley outlines a “formula” for delivering academic presentations. According to this formula, the ideal academic presentation should contain the following components:

  • Introduction/Overview/Hook
  • Theoretical Framework/Research Question
  • Methodology/Case Selection
  • Background/Literature Review
  • Discussion of Data/Results

This framework provides a good starting point for communicating the most important information in a concise and logical matter. When determining the content for your presentation, remember to think about what content your audience is interested in and how you can bring value to them through your presentation.

The cliché “practice makes perfect” is not accurate, instead the phrase should be “practice makes almost perfect”. No matter how much you practice there will always be room for improvement in your presentation skills. When reflecting on your own presentation skills, think of the following areas for potential improvement.

  • Frame your presentation around a specific problem or question
  • Tell an overarching story that ties your presentation together
  • Show your passion for the topic and connect with your audience
  • Focus on what content your audience is looking to get out of the presentation.
  • Try to predict the questions that may be generated by your presentation and incorporate them into your presentation.
  • In a business setting, follow Guy Kawasaki’s 10-20-30 rule . Meaning, each presentation should contain no more than 10 slides, last no more than 20 minutes, and use a font size no less than 30 point.

It is also important to think about any questions your intended audience asks, so that you can adjust your delivery on the fly to answer the questions posed by your audience. Make a note of any questions for your intended audience to incorporate the answers into the next iteration of your presentation for that specific audience. It is not uncommon to have 3-4 different versions of the same presentation, tailored to different audiences and communication channels.

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Presentation Strategies

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Effective communication is essential in the classroom and in the real world. Good presentation skills, including public speaking and the design of visual materials, can be learned. Following the best practices outlined in the videos and resources below will help you become more effective at communicating your ideas in a professional way, while developing your own personal style.

Quick links:

Videos on Presenting

Videos on design principles, narrated presentations in powerpoint, best practices for effective presentations - video.

This video provides strategies for planning and delivering an oral presentation.

Creating and Presenting Your Poster - Video

This video gives tips on what to consider when planning the content, structure, and presentation of a poster.

PowerPoint Design Concept - White Space

White space is a basic design concept that will help clarify information in your PowerPoint presentations and other forms of visual content.

PowerPoint Design Concept - Visual Hierarchy

Visual hierarchy is an important design concept that will help you communicate your main message more effectively.

  Designing Effective Presentations - Fonts

Fonts can set the tone for your presentation but it is also important to understand how to make them as legible as possible while communicating your main message.

  Designing Effective Presentations - Color

Making thoughtful color choices in your presentation not only helps to set the appropriate feel or style for your presentation but can also help to improve the clarity of your message.

After reviewing the materials above about presentation strategies and design principles, practice those ideas by creating a narrated presentation in PowerPoint. The newer versions of PowerPoint allow you to record yourself giving the presentation (just your voice). The result adds audio objects for each slide, which makes it possible to redo a slide or two if you make mistakes. The PowerPoint file can then be exported to a movie file, complete with slide transistions and animations, to be easily reviewed or shared. This can serve as great practice for your presentation before showtime. 

Create a Narrated Presentation

The following link provides a helpful tutorial for both PC and Mac versions of PowerPoint: Recording a slide show with narrations and slide timings

Export a Video File

To export your slideshow as a MP4 file (or other video file) with your audio narrations, please review the following help page, which describes both the PC and Mac versions method: Save a presentation as a Movie file or MP4

NOTE : Not all versions of PowerPoint have the features mentioned above. Hopkins Affiliates have access to a Microsoft Office 365 license which will allow you to download the newest version of Office including PowerPoint. Please visit the following page for how to download Microsoft Office 365: Office 365 Communication Hub, Microsoft Office

  • Effective Poster Presentation - Handout
  • This PDF presents strategies to consider in determing poster content, structure, and graphic design. It includes tips on presentation logisitics
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  • Project planning |
  • Why a clear communication plan is more ...

Why a clear communication plan is more important than you think

Julia Martins contributor headshot

More often than not, clear communication can make or break successful projects. Clear communication in project management isn’t just about where you should be communicating—it’s also about which team members should be receiving which types of messages.

The good news is, creating an effective communication plan isn’t difficult. All you need to do is define your communication channels and align on when team members should use each. In this article, we’ll walk you through how to set up a communication plan and show you a template so you can create your own.

What is a communication plan?

Sharing a communication plan can give your team clarity about which tools to use when and who to contact with each of those tools. Without a communication plan, you might have one team member trying to ask questions about work in a tool that another team member rarely checks. Rather than being able to clearly communicate and move forward with work, each team member would end up frustrated, confused, and disconnected from the work that matters. Then, if they don’t have clear insight into who is responsible for each channel, they might end up reaching out to an executive stakeholder with questions that person can’t answer. What started out as a simple miscommunication has spiraled into three frustrated team members—and all the while, work isn’t moving forward.

What should a communication plan include?

Your communication plan is your one-stop-shop for your project communication strategy. Team members should be able to use the communication plan to answer project questions like:

What communication channels are we using? What is each channel used for?

When should we communicate in person vs. asynchronously?

What are the project roles? Who is the project manager ? Who is on the project team? Who are the project stakeholders ?

How are important project details, like project status updates, going to be communicated? How frequently will these be shared?

What shouldn’t be included in a communication plan?

A communication plan will help you clarify how you’re going to communicate with your project team and project stakeholders—whether these are internal team members that work at your company, or external stakeholders like customers or contractors.

A communication plan in project management is not a PR plan. This plan will not help you align on your social media strategy, identify a target audience, or establish key messages for different demographics. If you need to build out those plans, consider creating a  social media content calendar  or a  business strategy plan .

The benefits of a communication plan

Obviously  clear communication in the workplace  is a good thing. But do you really need a written communication plan to do that?

In a word: yes. A good communication plan can help you communicate the right information to the right project stakeholders. Executive stakeholders don’t need to be notified about every project detail—similarly, every project team member might not need to be on a conference call with your external partners. By clarifying where and how you’ll be communicating, you can reduce the guessing game and unblock your team.

Less app switching

We recently interviewed  over 13,000 global knowledge workers  and found that the average knowledge worker switches between 10 apps up to 25 times per day. Instead of focusing on high-impact work or even collaborating effectively with their team members, knowledge workers are sinking hours into simply trying to figure out where they should be communicating.

A communication plan can eliminate this guessing game. For example, if your team knows that you only communicate about work in a  work management tool , they can search for key information there—instead of digging through document folders, Slack messages, and multiple email chains. Similarly, when you know that a team member is only tangentially working on the project—and is only being looped in during high-level status reports—you won’t bother them with a question about when the next  project deliverable  is due.

quotation mark

We have created communication guidelines around what software or what tools are best for what. Asana is for action, Slack is for quick responses or answers to things that are floating around. Email is more official and mostly external facing. By doing that, and creating the proper communications guidance, it really helps reduce the noise.”

Increased collaboration

Team collaboration isn’t an effortless process that happens by itself—it’s a skill that you and your team have to build. One part of creating effective  team collaboration  is clarifying your team’s communication conventions. That’s because a big barrier to effective collaboration is feeling comfortable communicating—especially if you work on a  remote or distributed team . If your team feels unsure because they’re still trying to figure out how or where to communicate, they won’t be fully comfortable talking to one another.

Your communication plan is a chance to clarify where team members should be communicating. Depending on the level of detail, you can also include when team members should be communicating—and clarify team conventions towards setting “Do not disturb” mode or snoozing notifications.

By providing these guidelines, you’re effectively removing one of the biggest barriers to easy communication and collaboration between team members. When team members know where to communicate—and just as importantly, where not to communicate—they can be confident they’re sending the right message at the right time.

Less duplicative work

Currently, knowledge workers spend  60% of their time on work about work  like searching for documents, chasing approvals, switching between apps, following up on the status of work, and generally doing things that take time away from impactful work. Part of this work about work is not knowing where things should be communicated.

If team members don’t have a clear sense of where information is shared—things like your  project plan  or  project timeline —then they’ll have to dig through multiple tools or ask several team members just to find the right information. As a result, team members who are unclear about where they should be communicating about work also have a harder time simply finding existing work.

Work about work leads to more manual, duplicative work and less clarity overall. In fact, according to the  Anatomy of Work Index , we spend 13% of our time—236 hours per year—on work that’s already been completed. By sharing your communication plan, you can give your team clarity into exactly where work lives, so they don’t have to spend all that time finding it themselves.

How to write a communication plan

A communication plan is a powerful tool—but it’s also relatively easy to create. You can create a communication plan in four steps.

1. Establish your communication methods

The first step to creating a communication plan is to decide where your team will communicate—and about what. This includes when to use which tools and when to communicate live vs. asynchronously. Live, synchronous communication is communication that happens in real time. Conversely, asynchronous communication is when you send a message without expecting someone to reply right away. We all use asynchronous communication every day without realizing it—most notably, every time we send an email.

As you define your communication plan, identify what to use each tool for. For example, you might decide to use:

Email to communicate with any external stakeholders.

Slack for synchronous communication about day-to-day updates and quick questions.

Asana to communicate asynchronously about work, like task details, project status updates , or key project documents.

Zoom or Google Meet for any team meetings, like project brainstorms or your project post mortem.

2. Align on communication cadence

Now that you know where you’ll be communicating, you also have to identify how frequently you’ll be communicating. Your communication cadence is your action plan for updating different stakeholders about different project details.

For example, you might decide to schedule:

Weekly project status updates posted in Asana to all project stakeholders and sponsors.

Monthly project team meetings to unblock any work or brainstorm next steps.

Asynchronous project milestone updates in Asana as needed.

3. Add a plan for stakeholder management

Running a successful project often depends on getting stakeholder support and buy-in. At the beginning of the project, you’ll do this during the  project kickoff meeting —but it’s also critical to maintain stakeholder support throughout your project.

Take some time as you’re drafting your communication plan to detail when to communicate with each project stakeholder, and about what. Some people, like your key project team members, will be communicating about this project regularly—maybe even daily. Other project stakeholders may only need to be looped in during project status updates or maybe just at the final readout.

By listing out how you’ll be managing communication with stakeholders, you can ensure they’re being contacted at the right time about the right things. The communication they recieve should answer questions at their level of detail and with a focus on business results and overall, high-level impact.

4. Share your communication plan and update it as needed

Once you’ve created your communication plan, it’s time to share it with your project team. Make sure your communication plan is accessible in your central source of truth for all project information. We recommend using  Asana  to track all project communication and work, so you can talk about work where you’re working.

If any changes impact your project communication plan, make sure you update it and communicate those changes. That way, team members always have access to the most up to date information.

Example communication plan

[inline illustration] Communication plan for brand campaign in Asana (example)

Communication plan template

Description of communication.

What type of communication is it?

How often will you be communicating?

Which tool will you be using? Is this synchronous or asynchronous communication?

Who is receiving this communication?

Who is in charge of sending out this communication?

Good communication starts with a communication plan

Clear communication can help you send the right message at the right time. Empower effortless collaboration while also ensuring every team member is being looped in at the right times. That way, your team can spend less time communicating about work and more time on high-impact work.

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9 Effective communication strategies to connect better with your team

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Sandeep Kashyap

Effective Communication Strategies

Communication is one of the crucial factors that can either make or break a project. Don’t believe us, let us take a look at the following statistics and figures :

  • 86% of employees and executives cite a lack of collaboration or ineffective communication for workplace failures
  • About 75% of employers rate teamwork and collaboration as very important
  • Less than half of survey respondents said that their organizations discuss issues truthfully and effectively

Working in a team requires much more than hard work, unity, and readiness to work alongside a bunch of people. The most important yet ignored thing that is responsible for a team’s success is effective communication.

Communication is always at the center of a business environment because it facilitates the flow of information.

Whether it’s the details about the sales leads generated by your marketing team , or you need to get innovative ideas from your team members to solve a particular issue, the common thing you need is to communicate.

Well, communication is more like an activity that involves the exchange of information, but how that information flow is going to happen is decided by the communication strategies that you use.

I have compiled strategies for effective communication that you need to coordinate productively.

But let’s not rush straight to the communication strategies and know a little more about communication.

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Table of Contents

1. Encourage one-to-one communication

2. let everyone speak in meetings, 3. make use of communication channels, 4. use your body language to express humor, 5. prepare yourself beforehand, 6. maintain positive eye contact during feedback session, 7. be ready for difficult conversations, 8. jot down all the key points of discussion, 9. use communication software, what is the main role of communication, 1. understand your needs and requirements, 2. involve people, 3. know your audience, 4. define clear objectives, 5. evaluate, what are the four methods of communication, 1. assuming everyone understands things the same way, 2. being a bad listener, 3. ignoring the tone of your voice, 4. emotions overpowering logic, 5. holding back your thoughts and ideas, 6. reacting more and responding less, 7. getting distracted easily, wrapping it up, 9 effective communication strategies.

Peers and colleagues need to interact and communicate with one another from time to time. Good communication not only strengthens the bond among the members but also facilitates the overall process of information-sharing. Additionally, as communication is a vital part of our life outside work, it’s better to level up your communication skills and make it one of your key strengths.

Here’s a popular quote by John Powell that will motivate you to put effort into improving your communication skills:

  “Communication works for those who work at it. ”

Now, let us take a look at the strategies for effective communication that you and your teammates should follow to make interaction both fun and rewarding:

One-to-one communication is important to develop a bond and understand your teammates in a better way. When you talk to others on a personal level, you get to know more about them. You can read their body language and know about the communication methods that they are most comfortable with.

Additionally, when you need to share some confidential information with someone, you need to communicate one-on-one with someone who you trust. You can easily talk about matters in private, and get suggestions from a single person without involving other people on your team.

Yes, I agree that meetings may get boring and seem more like a formality. But this usually happens when a limited number of participants have the privilege of sharing what’s on their minds. With defined agendas, the involvement of only those who are directly related to the issues being discussed ensures productive utilization of time.

It doesn’t matter whether you are a team leader or a member, you need to express your thoughts openly during a meeting. It‘s the responsibility of the manager or the meeting organizer to ensure that every participant gets an equal chance to express what’s on their mind. Moreover, participants need to listen carefully to what others have to say without interrupting them. This will not only make the meeting more open but also give a fair chance to everyone to hone their speaking and listening skills.

Some people prefer talking face-to-face while others find it more effective to send text messages to convey messages. You may want to stick with your favorite communication channels but this isn’t going to make communication with others easy for you in the long run.

Just like you, everyone has their own set of preferred modes of communication. However, to convey your messages to everyone in your group without any friction, you need to make yourself comfortable with different modes of communication . You can get yourself one step closer to becoming a communication expert by making use of different channels for communicating with your team.

Body language enhances the message that you are about to deliver. Hand signals, gestures, and postures help you in expressing your emotions in a professional environment. Too serious conversations can put you and other participants in a negative state of mind. This will affect how you perceive the message and draw conclusions.

Moreover, when a communication session becomes too serious, everyone wants to leave it at the earliest and the flow of information gets hindered significantly.

Sometimes, you need to put across a message that is intense and it is not possible to avoid a stressful communication session. In such a case, you should know how to lighten the mood of yourself as well as others. Include a good joke along with positive body language to do the trick. This helps everyone to relax and retain their interest in the matter being discussed.

Don’t take things too lightly and always ready yourself beforehand when you have to share some important information with your peers. You don’t want to skip any piece of detail while communicating the message with your team.

It’s always a good idea to note down all the important points that you want to communicate with your team . Also, you need to focus on presenting information interestingly and engagingly. It’s a good practice to customize what you want to share as per their nature.

An important aspect during a feedback session is eye contact. This can help you portray interest, attention, emotion, and intention. Also, continuous on-off eye contact ensures that the participants are interested in the proceedings. Eye contact during feedback sessions also ensures that you do not convey a wrong message accidentally.

Communication is a two-way process and information cannot be exchanged effectively if the flow is unidirectional. Feedback improves the overall effectiveness of communication by enabling the flow of information in the backward direction. The most common example of feedback is the questions that you ask at the end of a presentation.

Feedback can be in the form of doubts, suggestions, or thoughts that you will get after you communicate your message. One more thing about positive feedback is that it improves the performance of the individuals.

Sometimes, you may find yourself in a conversation with someone whose thoughts, opinions, and feelings are completely different than yours. The two most obvious choices that you have in such a circumstance are to either avoid the conversation or get yourself involved in an argument.

But neither of the ways is going to do the trick, which is to make the communication happen effectively while keeping personal differences aside. So, what you need to do to tackle a difficult conversation is to stay relaxed and try to understand what the other person wants to say before responding. Also, you can practice how you respond when you get into tricky conversations that can happen with your manager or your colleagues.

While communicating with your team, especially during a discussion or a meeting,  you witness the flow of a significant amount of information and ideas. However, it’s difficult to retain all the useful facts that are shared verbally with one another. As a result, it is likely to lose most parts of the conversation that may come in handy.

To ensure that discussion brings productive results and information does not get lost, you need to note down every piece of it that seems valuable. This way, you can secure many ideas that otherwise would have been lost.

Today, numerous software have emerged that make it easy to communicate and share your thoughts and ideas conveniently. You can use online team collaboration tools for instant messaging, video conferencing, brainstorming, note-taking, etc.

You can also use project management software like ProofHub , which comes with an integrated chat tool and various other collaboration features. You will be able to stay connected with your team and at the same time, manage all your projects using a single application. By incorporating advanced communication or collaboration technology, it will be both easy and effective to communicate with your team.

For better communication and collaboration, you need a smart team collaboration tool.

Communication is all about the exchange of ideas between two or more people. In any organization, employees need to communicate with one another to achieve desired outcomes.

When it comes to communication, the purpose of interaction among the members is to share information that is essential for achieving organizational goals. Moreover, good communication makes it easy for team members to coordinate with one another effectively.

How important is communication?

Communication has immense significance in the workplace, playing a critical role in various aspects of organizational success. Effective communication promotes seamless teamwork and coordination, boosting productivity and efficiency. It ensures clarity in instructions and responsibilities, reducing errors and misunderstandings among employees.

With the increasing number of failed projects, the need for implementing effective communication strategies is increasing day by day. Before we go ahead and discuss various methods to implement strategies for effective communication, let’s first understand how to improve communication skills .

Communication strategies can be both short and focused or long and detailed depending upon the outcome you’d like to achieve. Whatever the case, you need to define the following things first:

Before team members start working, make them understand why the strategy exists in the first place. An ideal strategy should be made so that it serves a business or an organizational goal. Figure out the problem, seek solutions, and define roles accordingly.

While building an effective strategy, involving others is a great idea. Bringing in a set of people means getting more input, increasing the chances for a positive outcome.

Knowledge is the key that will help you successfully execute your communication strategy. Figure out your exact buyer persona – local, national, or global. Understand their needs and requirements by putting yourself in their shoes.

Whether it’s a marketing campaign or an organizational goal, well-defined communication objectives will take your strategy to another level. Clear objectives, teaching, and training courses lead to increased focus and clarity. This is reflected in enhanced quality communication.

Evaluate as you go to check what’s working and what’s not. Even if you’ve been successful with your strategy, keep checking, improving, and refining it. This evaluation will help you to figure out whether tactics should be changed or not, resources should be added or not, and new plans should be implemented or not.

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Generally, there are several methods of communication that individuals can use to exchange information with one another. However, the 4 most common methods of communication used in organizations are as follows:

  • Verbal communication

Verbal Communication

Verbal communication is the most common method of communication used by teams within organizations. It is a communication method in which the information is exchanged verbally. The individual behaving as the source transmits the information by speaking words or making patterns of sound, whereas the person at the receiving end needs to listen to the words or sound to get the information.

Several factors decide the effectiveness of your communication, such as clarity of speech, tone, word selection, speech rate, etc. Additionally, listening skills also matter a lot in deciding the overall success of communication.

  • Written communication

Written Communication

Written communication is another communication method teams use to disseminate data in the form of words or symbols written usually on paper or similar materials. The individual who wants to communicate the message needs to write on a paper and the individual at the receiving end has to read the message to understand it. The best thing about written communication is that it provides a record of the messages that one can access and go through multiple times.

Words are of paramount importance when opting for written information. Unlike verbal communication, the person at the receiving end cannot perceive the emotions of the individual drafting the message. Thus, the tone of writing and selection of words is crucial to ensure the reader gets the right information.

  • Nonverbal communication

Non-Verbal Communication

During nonverbal communication , information is transmitted using gestures, postures, and facial expressions. An individual can convey information using visual cues like body language, eye contact, etc.

One important thing to notice about nonverbal communication is that it can also happen unintentionally as non-verbal communication has many types . For example, not looking at the person who is sharing an idea with you most likely means that you are either not interested or disagree with the idea.

  • Visual communication

Visual Communication

Visual communication makes use of signs, drawings, illustrations, graphics, pictures, etc. to communicate information and messages. The choice of the right elements can make it easier for individuals to interpret the information.

Both verbal and written communication can make use of visual elements to make the information more understandable. The most common instance where visual communication is used alongside verbal and written communication is during team meetings .

Common communication mistakes that you should avoid

ProofHub's guide to most common communication mistakes

Before you start implementing the strategies for effective communication that I’ve discussed, just make sure that you are not making any common communication mistakes.

Here are some of the most common communication blunders that can lead to ineffective conversations: 

Assuming Everyone to Understand Things the Same Way

When you communicate with several people at a time, it is normal that some of them will get it easily while others are unable to understand your point. It happens because of the difference in the understanding level and preferred learning style. Moreover, you can never assume that all people similarly interpret your message. Thus, you should encourage your team members to ask questions right away. The one-size-fits-all approach never works when it comes to communication.

Bad at Listening

Communication is not only about speaking but also about listening and receiving information . In any conversation, one person shares the information by speaking while the other person listens and interprets. So, what you need to understand here is that listening skills matter as much as speaking skills. By listening carefully to others, you will be able to understand things easily and learning becomes easier for you. Individuals who are bad at listening, are less likely to extract the correct deets from the conversations. This builds up barriers that hinder the smooth functioning of the workflow.

Ignoring the Tone of Your Voice

When you are communicating verbally, the tone of your voice matters a lot. Voice creates a major impact and acts as a key factor that decides how well your team members connect with you. Communicating in a harsh and annoying tone is likely to hurt them. In worst-case scenarios, such instances result in conflicts. You need to make sure that the tone of your voice is gentle, confident, educating, and should imply that you are also willing to listen.

Emotions Overpowering Logic

Conversations influenced by your emotions are ineffective and are likely to bring in undesired outcomes, especially in the office environment. You need to think and communicate logically while keeping your emotions aside. Most decisions that are guided by emotions are likely to be the ones that you regret later. It’s quite difficult but you need to resist your emotions from taking over your logical thinking. 

Hold Back Your Thoughts and Ideas

Not expressing your thoughts while communicating can bring conversations to a dead end. It’s very important to share what’s on your mind with others to get your issues and requests noticed. You need to communicate your opinions with confidence to make sure that others don’t take them too lightly. 

Reacting More and Responding Less

Reacting and responding are two different things. When you react, you take action without giving proper thought to the consequences and the impact that they are going to make. Generally, reactions are aggressive and tense. On the other hand, responding means that you take time to think about the issue or the situation and then take action accordingly. Reactions are not good, especially when you are communicating with people on a professional level. A single reaction during a conversation can induce multiple reactions that will create a hateful environment and kill productivity. 

Getting Distracted Easily

While exchanging information with others, you always need to pay attention to ensure that you don’t miss anything important. Distractions can put you in a situation where you are physically present in a conversation but mentally you become absent. There can be many reasons for getting distracted while communicating such as bad attitude, the use of mobile phones, etc. To make any conversation successful, you need to keep distractions at bay and engage yourself with a positive attitude.

Good communication skills are imperative for becoming successful in the workplace. Whether you are communicating with your team or with your boss, you should practice effective communication strategies to take your conversations to the next level. I also suggest that you should try to avoid common mistakes that affect any type of communication within your office.

Before you go, I want to share a quote with you that emphasizes the importance of communication:

“Communication – the human connection – is the key to personal and career success.” – Paul J. Meyer

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Top 7 Strategic Communications Plan Templates with Samples and Examples

Top 7 Strategic Communications Plan Templates with Samples and Examples

As the saying goes, failing to plan is planning to fail. This is especially true when it comes to strategic communication. Without a clear plan in place, your message can easily get lost in the noise and fail to reach your intended audience.

Read the blog to develop communication plans for your organization

That's why we've put together a list of the top 7 strategic communication plan Templates with samples and examples to help you create a comprehensive and effective plan for your business or organization.

Each of these content-ready PowerPoint Template offers a unique approach to creating a strategic communication plan that is tailored to your specific goals and target audience. These actionable PPT Templates provide a roadmap to success that can save you time and help you achieve your communication objectives.

Whether you're a seasoned communication professional or a small business owner just starting out, these Templates are a valuable resource for anyone looking to improve their communication strategy. With practical examples and easy-to-follow instructions, you'll be able to create a plan that resonates with your audience and achieves your desired outcomes.

So why wait? Start exploring these top 7 strategic communication plan templates today and take your communication strategy to the next level!

Template 1: Elements of a strategic communications plan Template

This is a predesigned PPT Template to help you outline a comprehensive communication plan for your business. Use this ready-made PowerPoint Slide to encourage interaction among teammates and execute processes with ease. Develop successful business strategies and action plan with this ready-to-use PowerPoint Slide. This PPT Template helps you identifying and profiling audience, developing the message, choosing communication channels, and activities for establishing partnerships, implementing steps, taking corrective actions, and determining the goals to be achieved.

Elements of a Strategic Communications Plan

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Template 2: Strategic Communication Plan for Target Audience Slide

For a business, communication plans are meant for various types of audiences and stakeholders like employees, customers, suppliers, partners etc. Developing communication plans for every type of target audience is not an easy task. By using our content-ready communication plan Template , you can craft an elaborated communication plans by defining the key objectives for each type of audience and also choose the appropriate channels to interact.

Strategic Communication Plan for Various Target Audience

Template 3: Thought -bubbles for Strategic Communications Planning Template

This pre-designed PPT Template is perfect to conduct brainstorming activities for business communications.  Grab this ready to use PowerPoint Slide to encourage your team to pitch in their ideas and thoughts for strategic communication plans that help company reach its goals. Using this PPT Template, experiment different ideas and techniques to draw a smooth and efficient communication plan for every department.

Thought Bubbles Graphics for Strategic Communications Planning

Template 4: Components of a Strategic Communications Plan Slide

This PPT template comprises of an attractive graphic to define the components of strategic communications plan. With this PowerPoint Template, get an insight into every element of the strategic communication plan such as, identification of target audience, developing messages and choosing communication channels, executing the plan using the right partners and activities, and monitor the plan to take corrective actions if required.

Components of a Strategic Communications Plan

Template 5: Corporate Internal Communication Strategic Plan Template

Streamlined communication within an organization is essential as it ensures that every employee gets the right information at the right time to meet organizational goals. This ready-made PPT Template is perfect to outline a guide that showcases clear goals with tasks, and other details for the workforce. It is a top-notch Template to take your internal communication to the next level. Grab this content-ready PowerPoint Diagram to speak to your team members with ease and simplify your operations.

Corporate internal communication strategic plan

Template 6: Steps for Strategic Communication Planning Process Template

For any organization, this ready to use PPT Template is ideal to interpret different steps of strategic communication process. This PowerPoint Slide enables organizations to identify areas of a communication plan such as, defining the audience, developing message, communication channel, time of communication, describing message source using the right information, and more. Grab this ready to use PowerPoint Diagram to create an effective strategic communication plan for your business.

Steps for Strategic Communication Planning Process

Template 7: Framework of Communication Strategic Plan

This content-ready PPT Template allows organizations to create an actionable framework for an effective communication plan. Use this well-structured PowerPoint Slide and focus on each of the element of the framework for a perfect and strategic communication plan for your business. This PowerPoint Slide comprises a graphic and space to help you add content as per your company’s requirements.

Framework of Communication Strategic Plan

In conclusion, with these top 7 strategic communication plan Templates, develop a comprehensive and effective plan that resonates with your audience and achieves your desired outcomes. By using these PPT templates, save time and ensure that your plan is focused and successful. So, start exploring these Templates today and take your communication strategy to the next level!

FAQs on the Strategic Communication Plan

What are the 5 components of a strategic communication plan.

A strategic communication plan is developed to achieve both short and long-term business objectives and therefore it must encompass all aspects of a business. A strategic communication plan has several components; some of these include:

  • Purpose of the communication plan
  • Target audience
  • Well-outlined message
  • Communication Channels
  • Time of the communication
  • People responsible for implementing the communication plan

What should a strategic communication plan include?

A strategic communication plan includes the following elements:

  • Statement of purpose
  • The current state of the communication plan
  • The objectives that need to be achieved-both organizational and communication
  • The audience or stakeholders of the message
  • The message that needs to be communicated
  • Communication channels via which the message will be conveyed
  • Metrics that will help to measure effectiveness of the plan

What is a communication plan in strategic planning?

Strategic planning in an organization usually involves the leaders or the executives of a company to develop plans that help achieve goals. However, these strategic plans need to be communicated with the entire organization so that every department and all personnel can work to achieve the organizational goals. A communication plan in strategic planning help leaders to let everyone in the organization know about the goals and the action plans. With communication plans, it is easy to optimize workflow to ensure that businesses can work more effectively and smoothly towards the achievement of the objectives.

What are the 5 types of communication strategies?

The 5 types of communication strategies that any organization can adopt are:

  • Verbal communication that takes place when people speak to one another face-to-face.
  • Non-verbal communication takes place with the help of gestures wherein the body language, eye contact and hand movements are used to communicate messages.
  • Written communication takes place with the help of written messages. Written messages must be framed correctly and the content must be easy to interpret so that the message is not misinterpreted in any way.
  • Listening is a communication strategy wherein different messages need to be listened to. Listening however involves active listening so that the message can be processes as intended by the receiver.
  • Visual communication takes place with the help of imagery and leaves a lasting impact on the mind of the receiver. Also, visual communication works as an effective strategy when a lot of information and data need to be presented.

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Kickstart your internal communications strategy with these best practices

Written by by Ronnie Gomez

Published on  October 21, 2021

Reading time  15 minutes

Picture this. You’ve been running point on a major process change at your company. After sending out email updates and meeting with key stakeholders, you’re finally ready to roll out your plan. The day after the switch is made, you begin to receive messages from disgruntled colleagues, all featuring the same three words:

“Nobody told me…”

This is a frustrating yet all too common experience at companies of all sizes. Without a well-executed internal communications strategy, necessary information can get lost, missed or ignored.

Internal communications requires the same level of care and planning as customer, partner and recruiting communications. Still, designing or revamping your internal communications program can be daunting. That’s why we’re here to show you how to create a successful program while avoiding the typical roadblocks to enhancing your employee communication strategy .

Why you need to rethink your internal communications plans

Effective communication in the workplace is more important than ever. As more companies opt into long-term remote work , it’s increasingly clear that corporate work environments will not be returning to pre-pandemic norms.

April 2020: working from home sucks April 2021: if we have to go back to the office full-time I will quit — Sophie Vershbow (@svershbow) April 27, 2021

While remote work has its benefits, it’s also left some employees feeling disconnected from their work and their employers. One study found that 55% of people in the US workforce intend to look for a new job in the next 12 months . This “Great Resignation” is putting a renewed emphasis on employee engagement and, in turn, internal communications.

In this new landscape, your internal communications strategy can’t rely on a set-it-and-forget-it approach. It needs to be proactive, comprehensive and creative to foster the connection that was lost when in-person touchpoints went away.

The good news is, most internal communication leads are embracing this change in their roles and responsibilities. According to the Gallagher State of the Sector report, just 5% of organizations will maintain the practices they had in place in 2020 . The rest are planning major culture, process and system changes.

An intentional internal communications plan can help organizations manage the ever-growing impacts of a changing work environment. This is a tremendous opportunity for businesses to rethink how they communicate to an often forgotten audience—their own employees.

7 steps to form your internal communications strategy

Creating an internal communications program is an ongoing exercise in collaboration. It requires prioritization and buy-in from leadership, as well as frequent check-ins with managers across your business.

So, how does one kick off an internal communications strategy?

Here’s our seven-step guide to launching a successful internal communications program:

1. Assess your current internal communications strategy

You likely have some internal communication processes already in place, so it’s always best to start with research. It’s time to assess what’s working and what isn’t.

Internal communication is the heartbeat of an organization. How’s your company’s health? #internalcomms — David Grossman (@ThoughtPartner) October 18, 2021

Some of the things you should immediately address when revamping your internal communication strategy include:

  • Your current performance : How effective is your current strategy? What are your biggest strengths and weaknesses? Who is currently involved in shaping and executing your plan and who can you add to improve it?
  • Where you’ll eventually be : What are your goals for your internal communications program? Who is your audience? the entire organization or a select business unit? The answers to these questions will be your north star as you design your strategy.
  • How you plan to get there : What is it going to take to achieve your objectives (in terms of resources, budget or tools)? What type of content will resonate the most with your staff?
  • How long it should take : What’s the difference between how long it should take vs. a realistic timeline for your team?
  • Who’s involved : Is your current team too small? Are there too many cooks in the kitchen? Assessing your current strategy should indicate where you can add to or streamline your internal comms team.

Answering or at least planning to resolve these prompts is important to reevaluating your strategy. Your answers will illuminate your big picture vision before diving into tactical details.

2. Set realistic goals and timelines

Your new internal communications strategy won’t magically transform employee experiences overnight. These things take time, so it’s important to keep your goals realistic.

One way to set smarter goals is by looking to internal benchmarks and noting where you think you can make an immediate impact. You may also want to send out a survey to get a better understanding of what employees want from your program.

Some initial questions you might ask to get this conversation started include:

  • What do you want your internal communications strategy to do for your company?
  • Which areas are working well, why are those areas working well, and what needs improvement?
  • How quickly do you want to reach your goals?
  • What communication tools or platforms are available given your company size, priorities and expectations of what employees should be doing with information shared?

Answering these questions will paint a clearer picture of what you want your internal communications strategy to actually accomplish. These goals will serve as your blueprint for establishing your strategy, and then growing and maintaining it over time.

When creating your goals, try to ensure they follow S.M.A.R.T. logic —in other words, are your goals:

  • Specific : Define what you want to accomplish in clear, simple terms that your entire team can understand.
  • Measurable : Create milestones and targets that can help you see your progress toward each aspect of your goal.
  • Attainable : It’s good to have lofty ambitions, but you need to know that your goals are manageable and realistic.
  • Relevant : In this case, you’ll need to create goals that are linked to developing your team, and connected seamlessly with your business model.
  • Time-based : Create a specific timeframe for reaching your goals to maintain accountability and create an opportunity to reflect on your performance.

3. Identify your key metrics to track for success

Just like most other facets of your business, your internal communication strategy can and should be measurable. To do this, you need to choose the core metrics that will show you if your strategy is working.

These stats will help you determine if your colleagues use the resources that are being provided. This means you can dissect your strategy and learn about what areas need more attention and what can be skipped. For example, you may find that your team overwhelmingly prefers one channel over another, or that certain departments pay more attention to communications from executive leadership rather than peers or team managers.

Some things, like anecdotal feedback, can’t be measured. Still, it’s important to build on your understanding of employees’ experiences with data. Here are some potential metrics to consider:

Social shares

One metric many organizations overlook is the amount of social shares your content receives. Studies show that employees have an average of 10 times as many connections on social media as a standard brand . Empowering your employees to share business updates can do more than make them feel connected—it can help achieve your business goals.

With an internal comms tool like Sprout’s , you can analyze total shares by network, content or user to better understand overall reach.

Employee engagement metrics

How often do employees read your internal content? Do they comment, like, share or start a discussion with your content? Measuring your overall content engagement metrics can provide insight into what your staff uses the most.

Your human resources and people team might also have additional insights on employee engagement, depending on how they’re collecting information for their own programs. If you aren’t collaborating with them regularly, reach out. They may be able to complement your internal communications reporting with their own data.

Project management issues

The transition to remote and hybrid work sparked massive changes in team planning norms. Project management has gone digital, which streamlines communication in some areas, but can cause obstacles in others.

Tech adoption at an organizational level has always been a challenge . If remote workers aren’t kept in the loop on how a project is progressing, it can lead to disconnection and frustration. In some cases, it can even drive them to look for new jobs .

To keep employees engaged, talk to teams about project management bottlenecks proactively. There may be a benefit to establishing standards of communication by tool or platform.

4. Segment and map out your audience

Once you have an idea of what could bolster your internal comms strategy, it’s time to determine who to target. Your content should always target a specific audience, even when it’s internal. It’s important to figure out what messages and formats will resonate with different employees in your business.

Another major misconception is that to have a successful internal comms strategy, you have to include everyone in all messages for transparency—that’s just not true. While your employees want to be in the loop on news and company information, overwhelming them with too much detail could cause them to ignore updates as they come through.

Strategically mapping out your approach to communications can minimize information overload. Partner with leaders and internal subject matter experts to discuss what type of content would be necessary or helpful for their teams. Rather than sending the same information to everyone (regardless of role, location or department), your internal communications strategy should focus on delivering relevant information to the right people, at the right time.

5. Build an approval process

A key part of planning out your internal communication strategy is creating an approval process for your content. This will prevent any unnecessary errors, confidential comments or news from accidentally being published to the wrong segments of your team.

First, you need to determine who or what team owns your internal comms strategy. If you don’t have a dedicated internal communications resource, who will read, write or approve the messages you send?

Next, you need to know what stakeholders from each department can contribute to the content approval process. In most cases, this responsibility falls on marketing teams—and for good reason. These are the team members who are most confident in their ability to convey company voice, brand and overall image.

Your marketing team has a hand in almost every company update and campaign, meaning they can easily curate the most current content and point coworkers to industry-specific resources that speak to relevant trends. All of these capabilities are critical to have when leading employee advocacy efforts. Another important ability—and one that often comes naturally for marketers—is crafting social messaging that’s concise yet impactful, and relevant to the platform it’s being shared on.

6. Identify your internal communications tools

Certain messages are best suited for specific channels. Internal process changes might be better suited to an email update, whereas a quick announcement might get more traction on an internal messaging platform.

Slack is a great internal messaging and chat service that can integrate with tools you already use for a more streamlined work experience. Whether you’re sharing internal documents or looking to plan specific events without starting an endless email chain, Slack may be your go-to.

That being said, internal communications is more than updates and announcements. It’s how information flows through a company, whether that information be from the C-suite, a department manager or a project manager.

If you don’t have technology infrastructure in place to support your internal communications initiatives, now’s the time to act. A recent study found that 77% of remote workers believe they are treated fairly at companies with best-in-class technology solutions. On the contrary, only 32% of remote workers believe they are treated fairly at companies with unsatisfactory technology solutions.

The technology you use may hold the key to creating more equitable experiences for remote and in-office employees. If you want to help maintain employee satisfaction, you’ll need to make the investment.

7. Evaluate your progress and optimize

Your key performance indicators shouldn’t be used just for tracking progress. Learn from them and continually optimize what you are doing for the best results possible. Conduct quarterly or even monthly evaluations of your communications strategy and build these into your workflow.

Sending out routine pulse surveys can help you track how employees are feeling about your communication content and cadence. Be sure to leave a few questions for open feedback, so they have an opportunity to candidly share their thoughts. Some questions you could ask include:

  • How well do you think we are communicating internally?
  • Are we doing everything we can to keep our company vision transparent?
  • What setbacks limit you from working with others on projects?
  • Do you believe we could increase our communication across departments?
  • What barriers prevent you from communicating internally each day?
  • Where can we improve the most on company communication?

As you continually reevaluate your internal communications strategy, let people know you’re listening. Share what you’ve learned and how you’re planning on adjusting your strategy to promote transparency and trust.

Best practices for communication in the workplace

Today, more companies are beginning to recognize that one-way communication is a thing of the past. Employees who feel as though they’re being listened to are more likely to stay with their employers and contribute meaningfully to the team.

An engagement strategy that’s rooted in communication should leave every employee feeling educated, informed and motivated.

These best practices will help you continually improve your strategy and make sure you’re using your internal communication channels effectively.

1. Keep up with your audience

In the old days, you might have heard about interesting company initiatives in a shared lunch space or while connecting with coworkers in other departments. Now, these casual touchpoints are hard to come by. To stay informed on what’s going on across your organization, you’ll need to get creative.

Here a few hybrid-friendly ideas to get you inspired:

  • Join Slack or Teams channels . Whether they’re for work talk or casual chit-chat, they can be valuable tools for seeing what employees are interested in and what projects they’re talking about.
  • Start an internal communications committee . Members can be tasked with providing updates on major initiatives and upcoming celebrations (like birthdays and work anniversaries) so they can be properly celebrated at companywide meetings.
  • Create a virtual suggestion box . Ideas for internal communications initiatives can and should come from all over. Creating a virtual suggestion box can empower anyone to step up and propose new ideas to keep your company connected.

2. Make communication a conversation

Workplace communication, whether it’s internal or external, should never be one-way. To create a more inclusive workplace, it’s important to promote productive and meaningful conversations among your employees.

This can be done by leaving space for question and answer sessions at the end of company meetings, letting employees know who they can reach out to with additional questions and regularly requesting feedback on internal communications initiatives.

Using an efficient employee engagement platform with structured workplace communications are two of the most important factors to focus on when growing a business. If you want to encourage evolution, you need to encourage your colleagues to join the conversation.

3. Give managers a heads up

If you have a question about a company decision or initiative, who do you ask?

Chances are your manager is your go-to. Managers are the first in line to field questions from direct reports, making them key players in distributed workforces.

When making a companywide announcement or rolling out a new program, always be sure to provide managers with talking points ahead of time. This will help them prepare for any potential questions their direct reports may have, which in turn cuts down additional work for you and your leadership team. This also helps ensure that your sharing a single, unified message at every level of the company,

4. Try a new approach to building company culture

Attitudes toward company culture have shifted. The allure of ping pong tables and free drinks has lost its shine. Now, what people want is a work culture that values respect, balance and accountability .

While these new culture requirements may seem like table stakes, they’re all much easier said than done. Luckily, strong internal communications practices can foster a culture of accountability. By sending clear, consistent updates that clarify internal processes like performance reviews and promotions, you create the top-down transparency needed to ensure everyone is respected and informed.

Communication goals need to be shared and embodied throughout a business, and new trends should be embraced by everyone from executives and managers to lower-level employees. The more natural your internal communication and employee advocacy strategies feel to your workforce, the more likely they’ll end up identifying themselves as part of the team.

5. Empower employees to become brand advocates

When it comes to effective communication strategies, it’s important to consider how you’re empowering your employees to amplify your message. Millennials and Gen Z-ers both in and out of the workforce are demanding a higher level of authenticity from brands, making employer branding more important than ever.

Employees will continue to emerge as the most important voice of a company, ensuring authenticity when connecting with new hires, prospects, customers, peers and everyone in between.

By transforming your employees into content marketers, you introduce a peer-to-peer dynamic into your internal communications strategy. This strengthens your employer brand and increases your chances of better leads, more qualified hires and stronger business results.

To embed advocacy into your current communication goals, it’s important to consider how you can help employees spread content that directly interests and affects them, while making the process simple with access to the right tools.

Developing your internal communications content strategy

Internal communication programs run on content. To keep your employees up-to-date and engaged with their workplace, you need to create and share content that piques their interest and entices them to read.

If you’re not sure what that looks like, here are some tips on deciding what to share with your employees and when.

Pick high-value content

Before you share an article, video or infographic, ask yourself if you’re curating content that’s truly meaningful to your audience—or if you’re just filling a gap.

Nearly two-thirds of employees ignore emails at work , and about a third say they have ignored emails from human resources. To make sure your messages get noticed, you need to find content that resonates with your colleagues. If you’re not sure what that might look like, try asking the following questions:

  • What would it take for an employee to proactively devote time out of their day to reading and sharing content in your employee advocacy platform?
  • What would it take for an employee to enjoy a personal return on their investment in the program? (Some examples may include incentives, career development opportunities, recognition, social engagement and influence.)

Switch up what you share

Your internal communications content strategy should seek to motivate employees to read, engage and share. To maintain their interest, curate a diverse selection of content that speaks to people at various experience levels. For example, a new hire might tear through brand content to get to know their new employer, but a manager might be more interested in industry articles or leadership tips.

Here are few ideas you can use to shake up your internal communications content:

  • Brand content from your website, blog and other owned media keeps employees stay abreast of business developments and news. They’ll feel more connected to your company and more confident to talk about it with their networks.
  • Job listings demonstrate that there is opportunity for growth and empower employees to take advantage of any referral incentives your company offers.
  • Events show your company’s commitment to its community, education and market position (in the cases where team members are speaking at trade shows).
  • Recognition of new hires, promotions, earned media, guest blogging and team profiles reinforces your company’s commitment to the growth of its employees, and instills a sense of pride in each other’s accomplishments.
  • Industry articles provide opportunities for personal development (without the hassle of searching the web) and brand building, positioning your employees as a trusted resource for sharing quality information.

Create a company newsletter

If you have a lot of information to share, you may benefit from publishing an internal company newsletter. Employee newsletters can help bring distributed teams together with an all-in-one hub of useful information. Plus, they take what could have been multiple emails and condense it into a simple, easy-to-read format.

If you’re interested in creating a company newsletter, here’s how to do it in six steps:

  • Gather employee feedback.   To make sure your team gets as much out of the newsletter as possible, send out a content preferences survey. For instance, you can give your teams a choice on how they’d prefer to access the content available, which reduces the risk of disengaged or under-informed employees.
  • Provide the right news and information . Overload your team with too much too fast, and you increase the chance that they’ll simply ignore your newsletters. Carefully consider the kind of information your employees need access to at the end of each week or month. Remember, the information you share should be concise and relevant to the team receiving it.
  • Remember your calls to action . A CTA isn’t just about driving your customers to make purchases. Employee newsletters can also use CTAs to encourage employees to take a next step, such as sharing information on social media, filling out a company survey or signing up for training or new initiatives.
  • Strengthen your subject lines . Just as you wouldn’t send out a customer email with a bland subject, make sure your internal corporate newsletter is worth the click in employees’ busy schedules.
  • Keep your newsletter clear and jargon-free . Make sure that your employee newsletter content is scannable and easy to consume. That means adding bullet points, blurbs, pictures and plenty of white space.
  • Get your team involved . Think of your employees as customers. Give them the same immersive and in-depth newsletter experiences as you would if you were trying to convince them to buy or refer another customer. This could include curated social content to share, departmental spotlights and requests for feedback.

IMAGES

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  4. Communication Strategy for Stakeholder Engagement

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VIDEO

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