What is Communications Planning? 4 Steps Communication Planning

A strategic communications plan is a vital document that guides an organization’s communications activities, similar to how a business plan outlines the roadmap for what a company will do and how it will achieve its goals.

The communications plan identifies priority goals and audiences, and provides a framework for understanding and executing the communications strategy.

A solid communications strategy is critical.

Despite its important function in the successful completion of tasks, many organizations do not have one — they either are unaware of the strategic communications planning process or have been unable to assemble an internal consensus to complete a plan.

As a result, firms take less successful communication tactics.

What is communications planning?

Communications planning is the process of identifying and setting goals, determining who needs to be communicated with, and deciding what communication tools will best achieve the desired result.

The communications planning process begins with an analysis of the current situation, which includes understanding the organization’s strengths, weaknesses, opportunities, and threats (SWOT).

With this information, the organization can develop its objectives and messages.

Once the objectives and messages are determined, the next step is to identify the audience. This includes understanding their needs and how they prefer to receive information.

Once the audience is identified, the appropriate communication channels can be selected. These channels could include traditional media such as print or broadcast, or digital channels such as social media or email.

Finally, once the goals, audience, and communication channels are determined, a plan can be developed that outlines when and how each message will be delivered.

This plan should be reviewed regularly to ensure that it is still on track to achieve the desired result.

What is the importance of communication planning?

The importance of communication planning cannot be overstated.

A well-developed plan ensures that all communications activities are aligned with the organization’s goals and that messages are delivered to the right people at the right time.

Without a plan, organizations risk wasting time and resources on activities that do not support their objectives.

Additionally, they may fail to effectively reach their target audience, or worse, they may unintentionally send the wrong message to the wrong people.

A communications plan is essential to the success of any organization. It provides a roadmap for what needs to be done and how it can be achieved.

By taking the time to develop a plan, organizations can save time and money and ensure that their communications are more effective.

What are the steps in communication planning?

There are four steps in the communication planning process:

Analysis of the current situation

In order to develop an effective communication plan, it is important to first understand the current situation.

This includes understanding the audience, the message, and the channels through which the message will be delivered. Once the situation has been analyzed, it is then possible to develop a plan that will effectively reach the target audience.

Without a thorough understanding of the current situation, it would be difficult to develop an effective communication plan. Analysis of the current situation is therefore an essential step in communication planning.

Development of objectives and messages

The development of objectives and messages is one of the steps in communication planning. This step begins with an analysis of the audience to determine what needs to be communicated and to whom.

The analyst then develops a set of objectives or goals that the communication should achieve. Once the objectives are finalized, the analyst creates messages that are designed to achieve those objectives.

The messages must be clear, concise, and on-brand. They should also be carefully tested before they are released to the public.

Only after the objectives and messages have been finalized should the communications plan move on to the next stage: development of tactics and execution.

Identification of the audience

Before any message is communicated, it is important to first identify the audience. This step is essential in order to ensure that the communication is effective and that the right information is being conveyed.

There are a number of factors to consider when identifying the audience, such as age, gender, occupation, and cultural background.

Once the audience has been identified, it is then possible to tailor the message to meet their needs and ensure that it will be received in the way that it is intended.

Without taking this vital step, communication planning is likely to fail, resulting in an ineffective message and wasted effort.

Selection of communication channels

One of the most important steps in communication planning is choosing the right channels to reach your audience. With the proliferation of digital channels, the task of selection can seem daunting.

However, by taking some time to understand your audience and your objectives, you can narrow down the field and choose the channels that will maximize your reach.

For example, if you’re trying to communicate with a young audience, social media may be your best bet.

On the other hand, if you’re trying to reach a more traditional audience, print media may be a better choice. By carefully selecting your channels, you can ensure that your message reaches the right people at the right time.

Each step is important in ensuring that the communications plan is effective.

By taking the time to understand the current situation, develop clear objectives, identify the audience, and select the right channels, organizations can ensure that their message is received loud and clear.

This planning process will help create efficiencies, effectiveness and strategy behind an organization’s communications. The steps are important to take to avoid wasting time and resources on a plan that will not work.

The takeaway

in conclusion, is that each step is essential in developing an effective communications plan.

The objectives and messages must be clear, concise, and on-brand. They should also be carefully tested before they are released to the public.

Only after the objectives and messages have been finalized should the communications plan move on to the next stage: development of tactics and execution.