Communication Plan

Communication is critical in every relationship; we all know that, but we sometimes forget how important it is to have a communication plan, strategy, or at least a guideline for work. We take it for granted. Every firm must have a communication plan. It must create one and review it every few months to make sure everyone is on the same page. Information should travel smoothly and consistently, with no delays in responses and no misunderstanding of the information's process or flow.

How can we create a good communication plan in our firm internally and externally?

1. Analyze Communication needs.

We need to determine what works for everyone in the firm and our customers. The best system or tools to use for our communication plan. We need to establish communication requirements, as:

  1. What is relevant information to contribute to the case or project in action?
  2. Analysis of cost
  3. Time taking in the process; What is is faster an email, phone call, or perhaps a text?
  4. Logistics, how the information would be send it.

Within the communication requirements analysis, we need to understand any special needs for the plan; a) Time zone of our clients, b) Communication preference, c) Functional or hierarchical barriers, d) Language barriers, e) Technological barriers, f) Cultural differences.

A straightforward way to obtain most of this information is by asking some basic questions as:

2. Plan methods, channels, frequency, and levels of details:

a) Communication models are a description, analogy, or schematic used to represent how the communication process will be performed across the firm or project in action.
b) Communication methods are systematic procedures, techniques, or processes used to transfer information among the firm or customers. There are three types of communication methods:

There are five steps in the interactive communication process required for this to work:

  1. Encode: The ideas are translated into language used by the sender to convey information.
  2. Transmit message: Information is sent to the receiver by the sender.
  3. Decode: The receiver translates the message into the meaningful ideas
  4. Acknowledge: The receiver signals that they have received the information.
  5. Feedback/Response: The receiver encodes a message and transmits it back to the sender.

Plan your communication strategy and regularly review it to make sure it is fulfilling its goals and objectives. Every communication should serve a purpose and be built from a consistent framework.

3. Manage Effective information

A communication management plan should contain:

4. Confirm Receipt


Communication is an everyday task in our lives and our jobs; we are constantly communicating. Nothing can help you transmit your ideas more than a well-thought and organized communication plan. Always ensure that any communication is acknowledged so that you know whether those stakeholders (teammates, partners, and customers) received the necessary information. An hour invested in a communication plan development could help you to prevent some mistakes, it could be an embarrassing mistake, or some others could be very costly ones.