Creating an internal communication plan in 6 steps

Effective internal communication is the key to a smoothly functioning organization. Without clear communication, employees can feel lost, which can lead to misunderstandings, inefficiency and even demotivation. A well-designed internal communication plan ensures that everyone in the company has the same information, feels heard and that company goals are clear. But how do you create such a plan? In this blog, I explain to you in six simple steps how to create a powerful internal communication plan.

Step 1: Analyze current communications

Before you can create a new internal communications plan, it is essential to understand how current communications are going. Start by mapping the existing communication tools and processes. This can be done by interviewing employees, conducting anonymous surveys or simply observing how information is currently shared.

Analyzing the current situation is the foundation of any successful internal communications plan. After all, you don't want to simply implement new tools without knowing what's currently working and what's not.

Step 2: Set clear goals

After you have analyzed the current situation, it is time to determine the goals of your internal communications. What do you want the plan to achieve? These goals can range from improving collaboration between departments to increasing employee engagement.

It is important that these goals be specific, measurable, achievable, relevant and time-bound (SMART). This gives you a clear framework within which to work and makes it easier to evaluate the results of your internal communications plan later.

Step 3: Identify your target audiences

An internal communication plan must take into account different groups within the organization. How you communicate with management will be different from how you talk to employees on the shop floor. Therefore, it is important to identify the different target groups and understand their communication needs.

By considering the specific communication needs of each group, you can create an internal communication plan that appeals to everyone in the organization and works effectively.

Step 4: Choose the right communication tools

Now that you know who you want to reach and what your goals are, it is time to determine the channels through which you will do so. Choosing the right communication tools is essential to ensuring that your message gets across.

Here are some examples of possible means of communication:

• E-mail: Useful for formal communication or distributing important updates.

• Intranet: A central platform where employees can access company news, documents and information.

• Team meetings: Suitable for face-to-face communication and problem solving.

• WhatsApp or Slack: For quick, informal communication between teams.

Choosing the right channels for your internal communications plan depends on the culture within your organization and the needs of your employees. Think about which means will be most effective for the different audiences you identified earlier.

Step 5: Establish a detailed schedule

A good communications plan goes beyond just choosing the right channels. It also requires detailed planning. Who is going to share what information, and when? It is important to ensure that communication is regular and consistent.

Clear planning ensures that your internal communications plan runs smoothly and that everyone in the organization is always aware of important developments.

Step 6: Evaluate and optimize

Creating an internal communications plan is not a one-time task. It is important to regularly evaluate whether the chosen tools and processes are still effective. Collect feedback from employees and look at the results to determine what is going well and where improvements can be made.

By reviewing regularly and making adjustments as needed, you will ensure that your internal communications plan remains up-to-date and continues to meet the needs of your employees.

The importance of a good internal communication plan

A well-functioning internal communication plan ensures that all noses are pointed in the same direction and that information is shared efficiently and effectively within the organization. This leads to better cooperation, higher productivity and increased employee engagement. It prevents misunderstandings and ensures that employees feel heard and valued.

In addition, a strong communication plan is essential for change management. Whether it's a reorganization, a new strategy or the introduction of new tools, an effective communication plan will smooth the transition and make employees feel better prepared for change.

Find out how NFC World can help

Now that you know how to create a successful internal communications plan, you naturally want its implementation to run smoothly. At NFC World, we offer digital solutions such as digital business cards that can boost internal communications within your organization. With our technology, you can quickly and easily share contact details and other important information with your colleagues, without the hassle of paper. This saves you time and allows you to communicate efficiently. Contact us today to find out how we can take your internal communications to the next level!