Formulating a communication strategy template is all about understanding what messages you want to put across, building a basic template structure and then tracking the feedback and alterations that you make. In this post I'll guide you through each of these three stages to show you how template design can actually be quite a dynamic process.
You always start out template design by working with creative project management teams to plan out the messages and stakeholders for your communications. This means identifying who all the stakeholders are (to receive your communications) and what types of messages they are to receive. For internal communications this should be quite apparent but you should get team members to assist you if necessary. External communications will incorporate shareholders and press as recipients.
This part of the planning phase would provide you with different types of content which the stakeholders expect to see in your report template. Next, you should start off for general communication strategy template and then add in the data from your stakeholders. As an example template structure, it should include elements for business objectives, summary updates, budgetary information (if applicable), scheduled milestones, issues, risks and opportunities.
The template structure can then be altered depending on whether you are targeting internal or external reports. External reporting templates will need to be cleared by your legal department and marketing teams to make sure the right messages are being publicly distributed.
Then you simply start sending out the reports and tracking the responses. It is important to also track which stakeholders are receiving which messages (if you are sending out multiple reports). Keep a change log to track any sort of feedback and information regarding the template structure, design or actual content. You may not need to always act upon these alterations but changes should be incorporated if deemed suitable for the overall report.
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