INSTRUCTIONS Create a written strategic communications plan for the professional communication challenge or opportunity of your choice. Your plan should include the following components and may be written in a professional report format. See the formatting requirements for additional information.

QUESTION

STRATEGIC COMMUNICATIONS PLAN Due Week 4, worth 150 points The ability to effectively communicate is one of the most in demand and sought after skills in today’s workforce. As a business professional, you will be expected to not only communicate in a clear and concise way, but to do so strategically. These communication skills are necessary to manage personnel effectively and to drive your organization toward its strategic goals and outcomes. Effective communication starts with planning. By developing a strategic communications plan you will be more intentional in your messages and the actions you ask of your audience. This plan is the foundation for Assignments 2 and 3.

INSTRUCTIONS Create a written strategic communications plan for the professional communication challenge or opportunity of your choice. Your plan should include the following components and may be written in a professional report format. See the formatting requirements for additional information.

1. Description

a) What is your challenge or opportunity?

b) Why is this professionally important to you?

2. Goal

a) What goal or outcome do you want to achieve with this communication?

i. Is it clear, concise, and actionable?

3. Audience

a) Who is your target audience?

i. What are the professional positions of the audience members?

ii. What demographic characteristics will the audience comprise?

iii. What is your relationship to the audience?

iv. What background knowledge and expertise does the audience have?

v. What does the audience know, feel about, and expect concerning this communication?

vi. What preconceptions or biases do you possess that might prevent you from building rapport with your audience?

b) What information is available about your audience?

i. What research/sources will you use to obtain information about the audience?

ii. What conclusions have you been able to draw about the audience?

c) What tone will you use to convey your message?

i. Is the setting casual or formal?

ii. Is the communication personal or impersonal?

4. Key Message

a) What is the primary message you must convey to your audience?

i. Is the message compelling and memorable?

ii. Is the message clear and concise?

iii. Is the message aligned with your audience’s goals and needs?

5. Supporting Points

a) What three to four points, reasons, or justifications support your message?

i. What research/sources will you use to obtain facts/data about your message?

6. Channel Selection

a) What communication style will you employ (Tell/Sell or Consult/Join), and why?

b) What channel(s) will you use to deliver your message, and why will they be the most effective?

c) What purpose is served by each channel you have selected?

7. Action Request

a) Is your call to action you are making to your audience clear, concise, and easily actionable?

Note: You may create and establish all necessary assumptions needed for the completion of this assignment. The scenario is yours to explain. This course requires use of Strayer Writing Standards (SWS). The format is different than other Strayer University courses. Please take a moment to review the SWS documentation for details.

ANSWER

Strategic Communications Plan: Addressing a Professional Communication Challenge

Introduction

In today’s dynamic and fast-paced business environment, effective communication is paramount for organizations to thrive. As a business professional, the ability to communicate strategically is essential for managing personnel effectively and driving the organization toward its strategic goals and outcomes. This strategic communications plan aims to address a specific professional communication challenge and create a roadmap for successful communication.

Description

Challenge/Opportunity: The identified challenge is to improve internal communication within the organization (O’Daniel, 2008). Communication gaps and inefficiencies have hindered collaboration, leading to misunderstandings, delays, and reduced productivity. By addressing this challenge, we aim to foster a more cohesive and effective work environment.

Professional Importance: This challenge is professionally important as it directly impacts the success and growth of the organization. By improving internal communication, we can enhance employee engagement, teamwork, and overall organizational performance (Harrison, 2023). As a business professional, it is crucial for me to champion this cause and develop a strategic communications plan to overcome this challenge effectively.

Goal

Goal: The goal of this communication plan is to establish a streamlined communication process that promotes collaboration, clarity, and productivity. The desired outcome is to create an environment where employees feel informed, engaged, and empowered to contribute their best efforts.

Clear, Concise, and Actionable: The goal is well-defined, actionable, and easily understood by all stakeholders. It provides a clear direction for improving internal communication and sets the stage for successful implementation.

Audience

Target Audience: The target audience comprises employees at all levels within the organization, from frontline staff to managers and executives.

Professional Positions: The audience consists of employees from various professional positions, including operational staff, supervisors, team leaders, and senior management.

Demographic Characteristics: The audience is diverse, encompassing individuals from different age groups, cultural backgrounds, and educational qualifications.

Relationship to the Audience: As a business professional, I have a leadership role within the organization and a responsibility to drive positive change. The relationship with the audience is one of mentorship, guidance, and collaboration.

Background Knowledge and Expertise: The audience members possess a range of professional knowledge and expertise relevant to their respective roles within the organization.

Audience Expectations: The audience expects clear communication, transparency, and a shared sense of purpose. They may have previous experiences with communication challenges and may desire a more inclusive and engaging approach.

Preconceptions and Biases: It is essential to recognize and address any preconceptions or biases that may hinder building rapport with the audience. This can be achieved through active listening, empathy, and a commitment to open and transparent communication.

Information about the Audience

Research/Sources: To obtain information about the audience, various sources will be utilized, including employee surveys, feedback sessions, focus groups, and individual conversations.

Conclusions: The research conducted reveals that the audience values clear and timely communication, seeks opportunities for collaboration, and desires a supportive work environment.

Tone

Setting: The setting for communication can be both formal and informal, depending on the nature of the message. Formal communication channels such as emails and official announcements may be used for important updates, while informal channels like team meetings and casual conversations can foster a sense of camaraderie.

Personal or Impersonal: The communication style will strike a balance between personal and impersonal approaches, ensuring that messages resonate with the audience while maintaining professionalism and objectivity.

Key Message

Primary Message: The primary message to convey to the audience is the importance of effective communication in achieving organizational goals and fostering a collaborative work environment.

Compelling and Memorable: The message will be crafted in a compelling and memorable manner, capturing the audience’s attention and emphasizing the value of improved communication.

Clear and Concise: The message will be clear and concise, avoiding jargon and unnecessary complexity to ensure easy understanding.

Alignment with Audience’s Goals and Needs: The message will be aligned with the audience’s goals and needs, emphasizing how improved communication directly benefits their work and the organization as a whole.

Supporting Points

Three to Four Supporting Points: To strengthen the primary message, three to four supporting points, reasons, or justifications will be presented.

Research/Sources: These supporting points will be based on relevant research, industry best practices, and successful case studies in communication improvement.

Channel Selection

Communication Style: The communication style employed will be a combination of both Tell/Sell and Consult/Join approaches. While important updates and directives may require a Tell/Sell approach for clarity and efficiency, engaging the audience in Consult/Join discussions will foster a sense of ownership and collaboration.

Channel Selection: The channels selected to deliver the message will depend on the nature of the communication and the preferences of the audience. A mix of channels, such as emails, team meetings, intranet portals, and collaborative software platforms, will be utilized.

Purpose of Each Channel: Each channel has a specific purpose. Emails and official announcements serve as formal communication tools for important updates. Team meetings facilitate open discussions and encourage feedback (Zink, n.d.). Intranet portals and collaborative software platforms provide a space for ongoing communication, document sharing, and collaboration.

Action Request

Clear, Concise, and Actionable: The call to action made to the audience will be clear, concise, and easily actionable. It will provide specific guidance on how employees can actively contribute to improving internal communication, such as participating in training programs, sharing feedback, and utilizing designated communication channels.

Conclusion

A well-crafted strategic communications plan is crucial for addressing professional communication challenges and leveraging opportunities. By developing a plan that incorporates a clear goal, understanding of the target audience, compelling key messages, and effective channels, we can foster a culture of effective communication, collaboration, and success within the organization.

References

Harrison, K. (2023). Good internal communication leads to stronger employee engagement and therefore better organizational performance. Cutting Edge PR. https://cuttingedgepr.com/articles/good-internal-communication-leads-to-stronger-employee-engagement-and-therefore-better-organizational-performance/ 

O’Daniel, M. (2008, April 1). Professional Communication and Team Collaboration. Patient Safety and Quality – NCBI Bookshelf. https://www.ncbi.nlm.nih.gov/books/NBK2637/ 

Zink, J., PhD. (n.d.). Chapter 11: Leadership Communication in the New Workplace and Crisis Communication. Pressbooks. https://granite.pressbooks.pub/organizationalcommunication/chapter/chapter-6-communication-networks-and-leadership/