A communication plan helps to organize planning efforts.
Communication tools are any instrument used to enhance messages sent or received through oral, nonverbal or symbolic communication. Planning is an extensive event that requires coordination, evaluation and logistical skills. Use communication tools to make your planning more effective, less stressful and more productive, according to the University of California. Tools during the planning process include a communication plan, brainstorming, organizational plan and feedback.
Communication Plan
Hieran Publishing states that a communication plan will help organize and execute an event effectively. A communication plan defines your objectives, what you are looking to accomplish through the planning process. The plan addresses the processes and ways the objective will be accomplished. It includes who needs to be communicated with and the approach needed to reach each person. The plan also addresses the different audiences, their needs and the approach that will be used. The plan provides a timetable that addresses each task and item that needs to be accomplished. The communication plan ends with a definition of how the results will be measured for future planning.
Brainstorming Sessions
Brainstorming sessions are a tool used to provoke creativity, free-thinking and problem-solving solutions. For example, if you’re planning a corporate employee appreciation party, you may develop a focus group to brainstorm different locations for the event, activities during the event and ways to show appreciation throughout the event. Brainstorming sessions can also help to discover ways to stay within budget and utilize resources.
Organizational Plan
An organizational plan differs from a communication plan because it specifically focuses on the organizational needs of the event. This includes pre-planning, event execution and post-production activities. The organizational plan details a step-by-step process for each task and assigns the task to a specific team of people or individual. An organizational plan ensures that every detail is defined and assigned so nothing is overlooked.
Feedback Sessions
Feedback sessions look at past planned events from different perspectives with the purpose of improving future planning. Feedback sessions are the most effective when held directly after the event. Issues, concerns and things that worked will be easiest to remember when the feedback is provided as soon as possible. Feedback sessions should be created for management, the planning committee and attendees to get a comprehensive overview of the event from different perspectives. The information gleaned should be used to create an action plan to implement change and strengthen aspects of previous processes.
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