Do you need to formulate a basic internal communication program in the office? This article helps to break down the steps needed in creating an internal communications campaign in the workplace.
An internal communication strategy template normally covers three, six, or twelve month periods. The three and six month strategies are often intended to promote a specific topic, like the roll-out of a new HR program or new IT policy, for example. Twelve-month strategies are usually for larger, company-wide messages.
Although one can find an internal communication strategy template on the Internet, there will always be questions such as “how to start” and “how will the campaign be measured?”
The following are four of the basic steps in creating an internal communication campaign:
1. Identifying the objectives/goals.
The first step in crafting an internal communication strategy template is to identify the objectives of the campaign. Be specific as possible in identifying the goals of campaign, as these will guide the rest of the team in crafting the communications program.
For example, the management may want to promote a paper-light campaign that seeks to reduce the consumption and use of paper in the office. Human resources management, meanwhile, may want to increase company-wide awareness on a supervisory development program that it has launched for employees.
In identifying objectives of the internal communication strategy template, remember that each goal should be SMART—specific, measurable, attainable, relevant, and time-bound.
For instance, the paper-light campaign should aim to minimize paper consumption in the head office by 30% by the end of the four quarter using a mix of traditional and new communication channels.
2. Create timelines, metrics, and responsibilities.
Once the specific goals have been identified, the next step will be to determine the timelines, metrics, and the responsibilities of each individual or team involved in the project.
Metrics pertains to the way the internal communication strategy will be measured. Would it be through an employee survey?
Timelines pertain to the timetable of the campaign. When should the campaign start, and when should it be completed?
The campaign should also identify the roles and responsibilities of each individual or unit involved. Going back to the paper-light campaign, the internal communications team may be in charge of the implementation of the entire communications campaign.
The property management department and even the Internal Audit may be assigned to monitor the paper consumption in the workplace, which will be measured at the end of the campaign to determine the success of the internal communications program.
3. Identify resources.
Identifying resources can enable the team to determine the best possible ways of conducting the internal communication campaign. The internal communication team may suggest communication channels that can be tapped for information dissemination. These include email, intranet, corporate newsletter, desktop alerts, and the public address system, among others.
The identification of communication channels would also guide the team in coming up with messages for the campaign. Going back to our example, the communications group may partner with the IT team in creating desktop alerts reminding employees to avoid printing their documents, as much as possible.
4. Develop strategic plans.
Consolidate the ideas that the team has come up with, and integrate these into a single document that clearly identifies responsibilities of the team and other stakeholders, for the review and approval of the management.
Work with the team members to clarify the finer details of the program, then map the results into a detailed, strategic plan.
By following these four simple steps, anyone in the organization can come up with a workable internal communication program.