12 Steps To Creating a Communication Strategy

How to make a communication strategy
  1. Establish a mission statement.
  2. Identify the objectives of the business or the project.
  3. Identify the target audience.
  4. Identify the unique selling proposition (USP).
  5. Draft a call to action.
  6. Decide how to share the message.
  7. Determine the publishing frequency.

CEOs anticipate their CCOs to bring more to the table than just a high level of specialized knowledge; they most particularly anticipate management and strategic competencies. The CEOs who were questioned generally state that they want their CCO to act as a kind of sparring partner. ” (source: Egon Zehnder, 2017).

1─How to Create a Communications Strategy

Project communication plan must-haves

A communication plan typically specifies who must receive what information and in what format. When developing a project communication strategy, the following issues must be taken into account:

What is a communication plan?

A communication plan is essentially a road map for delivering a message to a specific audience. Organizations frequently use communication plans to streamline correspondence during a significant project, but they are also used to guide marketing communication strategies. A communication plan will specify three major components:

Remember, not all projects are created equal. Consequently, a communication strategy will be tailored to each project separately. Compared to larger projects, small projects will have very different communication requirements. For instance, a small project might only have one primary contact, as opposed to a large project that will involve a large number of stakeholders or key players.

Benefits of developing a communication plan

Projects are full of opportunities for communication mishaps. Organizations and businesses must take care to prevent miscommunication because it can result in significant time and financial losses. Plans for communication keep all parties involved informed and on task, particularly the client. The more specific the plan, the more likely you are to prevent misunderstandings and potential setbacks.

There are many benefits to developing a communication plan template. They include:

Keeping meetings clearly organized

A good communication plan establishes clear meeting guidelines. Who will meet, when they will meet, and most importantly, why they will meet are all described. It also keeps meetings from meandering. As a result, team members can resume working on the project right away without wasting valuable time.

Alleviating potential risks

It’s important to understand that problems will arise occasionally with any large project. Project managers can create a backup plan using a communication plan in the event that a significant issue does arise.

Improving communication among stakeholders

Determining which channels you will use makes communication extremely efficient. Make sure the stakeholders are informed of the method you choose and that it will be used for communication. Phone calls, emails, faxes, group chats, and online teleconferencing are some possible methods. Processes will be streamlined and key player communication will be more fluid when everyone uses the same medium.

Encouraging camaraderie and collaboration

The better your team communicates, the more powerful they will be when working together. Encouraging interaction will improve collaboration.

Keeping stakeholders informed

Giving regular updates to the client and soliciting their opinions can help a project move along. Establishing the primary point of contact will also help prevent any misunderstandings between the client and the company.

Setting clear expectations and attaining goals

Clarity at the outset of a project is crucial for the project manager, the team, and the client. Establishing and maintaining clear expectations will promote more successful outcomes.

Goals of a strategic communication plan

Communication plans are critical in business. Their responsibility is to keep everyone updated on project developments and deadlines. The majority of communication plans will have similar goals. They are as follows:

What is a marketing communication plan?

Plans for communicating vary depending on the audience and the desired messaging strategy’s goal. Instead of concentrating on stakeholders, a marketing communication plan template aims to inform an audience about the goals and objectives of a brand. In this situation, a company will specify the precise message it wants to convey to its target audience as well as the channel and frequency of that communication.

How to make a communication strategy

You can create a communication plan in 12 steps:

Add the content to a communication plan outline or template after each step has been written.

1. Establish a mission statement

A mission statement will outline the final result that your business hopes to provide to clients or customers. Your team can format the proper mission statement with the aid of a template. For instance, “[organization name] seeks to [benefit] through [service or product], [benefit] and [benefit].” ”.

2. Identify the objectives of the business or the project

Reaching business objectives is a requirement for the success of your business or organization. Your communication strategy should include a connection between each step and the goals. A team approach can be used to develop project objectives, whether it be through a meeting with the organization’s executives, a manager, or a marketing team.

3. Identify the target audience

The people that the organization is attempting to reach make up a target audience. It is critical to pinpoint the demographics of those who are most likely to buy a service or product. Gathering data from surveys, Google Analytics, and website traffic can help with this. Examining any competitors’ social media followings is another tactic. Examine the type of audience they are drawing, and take advantage of that information.

You can create a persona for your target audience after reviewing the data, and then write a one- or two-sentence statement about them. For instance, “Working mothers between the ages of 25 and 45 make up our target audience.” They participate actively in their family, neighborhood, and workplace. ”.

4. Identify the unique selling proposition (USP)

A USP is what distinguishes a good or service from the competition and makes it superior. Finding the USP will have a significant impact on your communication strategy whether your company offers a novel, distinctive product or lower prices on a tried-and-true favorite. You must decide how you will differentiate yourself from the competition.

5. Draft a call to action

Outline the actions you want your target audience(s) to take after hearing or reading your message once you have determined who they are. Using the right phrasing is critical in this step. People are motivated to purchase your service or product by your call to action.

6. Decide how to share the message

The team now needs to decide which platforms to use to spread your message. The most popular channels include press releases, blog posts, email newsletters, and sale offers. Consider using demographic information to determine where your target audience is most likely to be present since social media is also a powerful marketing tool.

7. Determine the publishing frequency

Decide how frequently the team will publish content after choosing your channels. Find out when the best time is to post something on social media. For example, data suggests that 80 percent of the U. S. population resides in the Eastern and Central time zones. Consider posting content at times when American consumers are most likely to be active on social media if that is your target market. Creating a publishing schedule for social media and concentrating regularly are essential.

8. Determine the message that you want to send

People will be drawn to your good or service if it can help them with a specific issue they are having. Your message must therefore state the issue, present a solution, and include the call to action you established in step 6. “Are you having [the problem]? [Company name] can help with our [service or product name],” as an illustration [Fill in the call to action from step six]. ”.

9. Figure out important events and campaign plans

Take a look at a calendar to plan ahead. Determine any potential occasions on which your team might want to base some campaigns. These may include anniversary sales, holidays and company-wide special events.

10. Identify communication goals

Setting communication objectives for the team to meet is the next step. These objectives ought to be connected to those that were created in step two. After the goals are set, they must be evaluated using metrics and data points. The phrase “Our [team name] will reach [number or metric] every [set time frame] by [date]” is an example of a communication goal. ”.

11. Use a calendar to execute the communication plan

You and your team have now finished creating a comprehensive communication plan. Now it is time to implement it. Determine the crucial occasions and the duration of each associated campaign using a calendar. You can schedule blog posts, promotional events, and newsletter releases during this stage. Additionally, calendar entries for campaign-related social media posts are possible.

12. Analyze the results of the communication plan

Utilizing metrics to evaluate the success of your communication plan is the last step. Was your strategy successful?.


What are the 5 communication strategies?

  1. Step 1: Determine Method for Engaging Stakeholders and Partners. …
  2. Step 2: Write a Brief Summary of Analyses. …
  3. Step 3: Select a Theory. …
  4. Step 4: Select Audiences. …
  5. Step 5: Develop Communication Objectives. …
  6. Step 6: Select Strategic Approaches. …
  7. Step 7: Decide on Positioning. …
  8. Step 8: Identify Key Benefits and Support Points.

What is a communication strategy example?

Five Communication Strategies I Already Know – But Forget to Use
  • Think Before You Speak. …
  • Make the Space for the Right Moment. …
  • Respect the Other Person’s Point of View. …
  • Acknowledge Your Share in Causing the Problem. …
  • Keep Your Heart Connection.

What are the 4 types of communication strategies?

Written and oral communication are the two categories into which verbal communication strategies can be divided. Written tactics use channels like e-mail, text messages, and online chat. Calls, video chats, and in-person conversations are some examples of oral communication.

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