Communication Plan

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Communication can be described as the process of transmitting ideas
and information. In order to communicate effectively it is important to
come up with a communication plan. A communication plan is a plan that
describes what an organization plans to accomplish with the information is
transmits outside or receives. A communication plan outlines the company
objectives, the tools that are used to generate information and the
intended recipients. It also describes the kind of data that can be shared
and how that data can be distributed. A communication plan also clearly
identifies the people who have the responsibility coming up with
information, managing it, knowing t what time it should be communicated and
where the communication records should be stored (Danter, 2010). The
purpose of a communication plan is that it acts as a proactive measure to
ensuring that every person has correct and accurate information and in a
timely manner. A communication plan describes the persons responsible for
generating each kind of communication and also describes how often the
information can be distributed and updated.

Communication consists of public relations and conference materials,
print publications, online content and legal documents. Types of
communication may also include reports, speeches, surveys and other
organization documents. The mechanisms that are used to deliver information
consist of websites, posters and brochures. A calendar is also included in
the communication plan to specify at what time and date communication
materials will be readily available (Danter, 2010). In addition, the
communication plan defines a strategy or method to assess and evaluate the
effectiveness of communication and identify how well the communication
worked. Planning and coordination are important elements required in order
to have an effective business communication. In order to get the intended
information to external or internal audiences it is important to understand
the objectives of communication planning. Proper planning in delivering a
corporate message can make a huge difference in getting the intended
results and not creating disastrous public relations with information that
is misinterpreted.

One of the major objectives of effective communication is consistency.
A communication plan should build consistency in the message or information
that is significant in maintenance of the organizations public image
(Turner, 2013). It is important to ensure that all the correspondence going
out to the media contains a similar message and the employees and
managerial staff should also understand the information the organization is
discharging. This assists a lot in prevention of contradicting messages
from different people within the same company. It also prevents creating
confusion with the audience. In the recent past the field of IT has
experienced a lot of growth and so many businesses have taken technology
seriously in order to achieve their goals. An effective communication plan
should be created to ensure that the lines of IT and business work
effectively and that each field is accountable for its contribution towards
the organizations goals. While creating the communication plan the primary
step is to identify the purpose of creating a communication plan. It is
also important to know the proper time to develop a communication plan
(Turner, 2013). A research communication audit should be conducted to
evaluate the current communication between IT and business. There are
organizations that hire firms to conduct a research but the price can be
very high. In order to conduct a proper audit it is important to know what
every staff member is doing in terms of communication, what each activity
is designed to achieve and how effective each activity is (Yee, 2013). The
stake holders in this case should be the business officials and information
technology officers.

After conducting a research it is important to come up with goals. The
goals will be what the two fields aim at achieving by communicating
together by considering both the financial and human resources. The goals
should not be too ambitious and unachievable. Each field is required to
work towards achieving the set goals in the best ways possible. After
identifying the goals, objectives and tools of communication plan. The next
important step is to establish a timetable. Establishing a timetable
ensures that the teams are aware of what needs to be done at what time and
it also helps in assessing whether the plan is behind or ahead of the
scheduled time. The main reason for evaluating a communication plan is to
ensure accountability. It is important to know what has been achieved and
justify the time, funds and energy expenditure (Yee, 2013). Another reason
for evaluating the communication plan is improvement. It is important to
know the methods that