Before you start
You’ll need to:
- Understand who’s commissioning this piece of work and who will have sign-off for the plan.
- Identify if there’s a budget – if so, the amount and the budget owner.
- Identify stakeholders who have the knowledge to help inform your internal communications plan.
- Decide if it would be best to meet stakeholders individually, or form a small working group.
You should be aware of:
For an introduction to Internal Communications (IC) at UCL and a completed example of an internal communications plan, please see the Resources section of our CAM+ Portal. You’ll need to be a member of CAM+ to access the Portal.
- 1. Meet with your key stakeholders
Your stakeholders will be able to provide information that will shape your internal communications plan.
- The purpose of the project or activity, why it’s happening, the likely impact, and any potential challenges.
- Who the project or activity will impact, who’ll want to find out more about it, and who could help you to promote this project.
- What are most important things each audence will need to know and anything they need them to do after they receive the communications.
- What successful communications would look like for this project e.g. high attendance rates or traffic to the web pages.
- Identify the time frame for the project or activity – is there a fixed launch date, or is it subject to change?
- 2. Create an internal communications plan template
An internal communications template will help you map out the key messages and timelines.
- 3. Add your audiences to the internal communications plan
Add your audiences and the key messages to the communications schedule. Think about the best way to reach each audience.
You’ll need to plan:
- when to send out the communications to have the biggest impact
- how often to send the messages.
You should consider the frequency of communications and the number of channels used.
- 4. Make sure your plan is feasible
You’ll need to make sure you can deliver the plan in time.
Check with the channel owners (on the UCL Comms Staff Map) that they can run your content and on the date that you need.
If commissioning work – get quotes and check it can be produced to meet your deadlines.
Keep your stakeholders updated with your plan. Make sure there’s a way for them to give feedback if they wish to – this could be by emailing you or you could set up an online form.
Ask for volunteers to help take the plan forward.
- 5. Assign responsibilities
Decide who would be best positioned to complete each task.
Check that the person is happy to deliver this by the deadline.
Add this information to the Internal communications template (i.e. use it to track progress).