How to build tech driven communication management plan in 5 steps

Technology has progressed by leaps and bounds in the last few years. Communication options available to companies today would have been deemed impossible just 10 years ago. A physical office space is no longer the home of an organization’s communication. The advancements to online communication has made offices a virtual connected space that can be accessed from almost anywhere. However, with such powerful tools at our disposal, a burning question comes to mind – are you utilizing this technology to its fullest extent? Developing an integrated communication system in your organization is essential for its growth and success. Let’s look at 5 steps you can take to ensure your communication management is top-tier:

1. Strong Strategic Foundation

As we discussed above, communication management is imperative in an organization. For this reason, it should be approached and set up using a strategic approach. We recommend allocating a significant amount of time and resources to formulating an effective communication directive in your company. Connecting with your employees, clients and vendors is a critical cog in the machine, and should be allocated the required resources to ensure maximum efficiency. Better plan will lead to better communication, which in turn unlocks a myriad of possibilities for your workplace. Studies have shown that an effective communication system also leads to better alignment and decision making with the leadership teams.

2. Right Tools

The next step is to develop tools that will guide your planning efforts in the right direction. For this, we recommend using the What/Who/How model, described below:

  • The WHAT of your communications defines the messages, thoughts and ideas you want to express. This can entail something as simple as Reasons why a customer should select your product or service, to complex communique for employees
  • The HOW aspect refers to your medium of communication, and how you plan to get this information across to the intended recipients. Here, you evaluate the strengths and weaknesses of your channels, which in turn helps you make better choices in choosing how to communicate
  • The WHO aspect refers to the people you need to reach to derive a better path to success. This allows you to plan better depending on your target audience, and identify strategies and objective for each group.

Planning works best when supplemented by a toolkit of communication standards that set the bar for creative excellence for all members. The tools can vary according to the needs of your organization, but they provide you with a standard to boost the communicative abilities of your workforce. Employees can also greatly benefit from message frameworks and principles of communication, that will ensure they deliver strong content.

3. Development Process

Well-begun is half done, as the popular saying goes. Once you have strategized and planned your communication, the development process is the next step to a successful implementation. Plan approval, project initiation, concept development etc should be explicit phases of development. Keeping a track of action items such as budget requirements and performance metrics is also a sound business practice that will aid development. Processes and tools enable your teams to work together as well as develop their talents and increase their contribution to your company.

4. Right Team

A team is only so good as its personnel, and choosing the right people for your team is of paramount importance. You need employees with experience as well as knowledge and passion to conduct the job in the best possible manner. Sometimes, high performers in other streams may not be great at communication, and vice versa. Choosing the right fit for the role can take your communication management a long way.

5. Utilizing Resources

As discussed earlier, the options available to organizations now are near limitless, and utilizing these resources effectively is more of a challenge than ever. The easiest way to ensure this is to opt for technology solutions provided externally to make the most of the advancements by mankind, made available to you. Here are some of the basic communication technologies you want to make sure you’re not missing out on:

  • Videoconferencing – Almost everyone today is familiar with this concept, but not everybody uses it efficiently. When used properly, videoconferencing can ensure consistent workflows and of course, better communication
  • Web Portal – A communication management portal can work wonders for optimizing your workflows. They can be used to hold all your data and allow you to engage with recipients across multiple channels
  • Scheduling System – These systems help leadership better run an organization by coordinating calls and meetings across the hierarchy.

Communication has progress fast and far, to the point where we are struggling to keep up. Ensuring that you are utilizing the most up-to-date technology can boost your company’s performance and land it in the upper strata of success.

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