The Value of Communications Planning Sessions and How to Lead One
In today’s fast-paced and information-saturated world, having a strategic communications plan is essential for any organization. Whether you are a school, a school district, or a nonprofit, a well-structured communications plan ensures that your messaging is clear, consistent, and effective. One of the most critical steps in developing this plan is conducting a communications planning session. In this blog, we will explore the value of these sessions and provide a guide on how to lead one successfully.
Key Benefits of Communications Planning Sessions
Enhanced Clarity and Consistency: A communications planning session helps to define your key messages and ensure they are consistent across all channels. This clarity prevents mixed messages and confusion among your stakeholders.
Streamlined Messaging: By having a clear plan, you can streamline your messaging efforts, making it easier to reach your audience effectively. This includes identifying the right channels and the best times to communicate.
Better Stakeholder Engagement: A well-planned communication strategy increases engagement by ensuring that your stakeholders receive relevant and timely information. Engaged stakeholders are more likely to support and advocate for your organization.
Steps to Lead a Successful Communications Planning Session
Preparation
Define Objectives and Goals: Clearly outline what you want to achieve with your communications plan. This could be increasing stakeholder engagement, improving brand perception, or ensuring consistent messaging across your organization.
Gather Relevant Data and Materials: Collect all necessary information, including past communication efforts, stakeholder feedback, and any relevant data that will inform your planning session.
During the Session
Set the Agenda and Stick to It: Having a well-defined agenda keeps the session focused and productive. Ensure that all participants are aware of the agenda beforehand and stick to the allocated times for each topic.
Encourage Participation and Feedback: A successful planning session involves input from various stakeholders. Encourage open discussion and consider different perspectives to ensure that your plan is comprehensive and inclusive.
Document Key Points and Decisions: Assign someone to take detailed notes during the session. Documenting key points and decisions ensures that nothing is overlooked and provides a reference for follow-up actions.
Follow-Up
Share a Summary and Action Plan: After the session, share a summary of the key points and the agreed-upon action plan with all participants. This ensures everyone is on the same page and knows their responsibilities.
Schedule Regular Check-Ins: Communications planning is an ongoing process. Schedule regular check-ins to review progress, make adjustments, and ensure that the plan remains relevant and effective.
Case Study: Success in Action
One of our clients, a mid-sized nonprofit, struggled with inconsistent messaging and low stakeholder engagement. After conducting a comprehensive communications planning session, we identified two key issues: the organization lacked clearly defined key messaging that everyone could leverage, and their communications were inconsistent—no regular schedule or channels for updates and information.
During the session, we developed a clear strategy aligned with their goals, addressing these challenges. We created a 3-month communications calendar to ensure consistent messaging and prioritized developing organizational key messaging. The result? Clear messaging that their organization could leverage and a consistent communication cadence. After just three months, they saw a significant increase in stakeholder engagement, with more newsletter openings and increased reactions on their Instagram posts, leading to a more consistent and powerful brand presence.
Communications planning sessions are invaluable for ensuring your messaging is clear, consistent, and effective. Ready to enhance your communications strategy? Schedule a session with SMJ Communications and see the difference a well-planned strategy can make.