Internal Communication Part 3: How to Roll Out Your Plan
Once you've created your communications plan, you will need to implement it across the company. This involves getting key players on board and communicating to employees how and why the plan will positively help your company achieve its goals.
(If you missed the first two parts of this series, find them here: Internal Communication Part 1: Why You Need a Plan, Internal Communication Part 2: A Guide to Creating Your Plan).
When implementing your plan, here are some key steps to take:
Get people involved
In order to implement your plan across the company, you need to delegate responsibility to department managers and leaders. Make sure these employees understand their roles and how to best explain the new communications plan to their team members.
Establish clear timelines for when individual departments should be using the tools and methods outlined in your plan.
You'll want to ensure that the managers who are implementing the plan with their teams publicly support the new direction. By presenting it in a positive light and thoroughly explaining the plan's goals and desired outcomes, employees will see the value and feel enthusiastic towards these changes. Be sure that these leads know how to train employees on any relevant tools or channels they will be using.
Communicate to employees
It is important to communicate to employees why the strategy is in place and how it will benefit the company. Consider having an internal presentation and departmental meetings to explain the new process. Be sure to offer concrete examples of problems or issues from previous miscommunications and show how the problem may have been solved or even avoided through proper communication methods. Investing time up front to be sure your employees are on board and excited about these internal changes will help to make the transition smooth and effective.
Provide opportunities for feedback
Soliciting feedback from staff is one of the best ways to evaluate whether your internal communications plan is functioning at an optimal level. In your department, you may be seeing improvements and effective communication, but you may not be aware of how other departments are adjusting to the changes. Be sure to have regular meetings in place to discuss common pain points.
You can also establish weekly check-in emails from department leads or monthly all-hands meetings.
Another way to obtain employee feedback is through employee surveys, using an application like Google Forms. Employees can answer anonymously or provide identifying information to share open and honest feedback.
Measure your success and celebrate wins
Whether you are measuring the success of your plan on a monthly or quarterly basis, be sure to refer back to the key performance indicators laid out in your plan. If you find your plan needs to updated, be sure to communicate these changes to the appropriate team leads so that the wider organization is kept up to date.
Also, don't forget to recognize departments or team members who have gone above-and-beyond to establish these new policies. If certain employees have been instrumental in implementing your communications plan across the company, you should formally applaud their efforts.
Be sure to note any areas where your communications plan has been particularly successful at solving common office issues. Consider celebrating these wins in internal emails, newsletters or at staff meetings. By highlighting the success of your plan so far, you can enforce its importance to employees and ensure that they will continue following the protocols and steps you've outlined.
High performing organizations make internal employee communications a priority. Regardless of the size of your company, smart communication strategies and channels will lead to a more efficient and profitable office.
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