Tool 4.2 Communication planning
Use this tool to review and develop your communication throughout the business.
Think of communication for all levels of your business:
- Big picture – business/strategic plan
- Operational plans – what are our enterprise goals and what tasks are needed to ensure we achieve them?
- Weekly plans – who is doing what this week? What are our priorities this week?
- Task specific – how do we undertake a specific task efficiently and safely?
- Role specific – what is expected of me in my role?
- Business management – policies and procedures communicate the standard
- Induction – efficiently bringing new team members onboard
There are a few examples below and also some blank rows to use for your own business.
|
Topic/message to convey |
Who needs to know |
Method to communicate |
Do we do this already? Is this something we need to start doing? |
When is the time to start? How will I take the first step? |
|
Family Owners Team |
Business plan document, annual review meeting |
Need to share our plan with the whole family |
Arrange a family meeting within 2 weeks |
|
2. Operational plans and goals |
Team |
Quarterly team meetings, operations/management calendar on the office wall |
Already have meetings but need to create an operational plan in the farm office |
Start from 1 January |
|
3. Key production and business benchmarks |
Owners Managers |
Business plan |
Start doing |
Quarterly email updates to managers |
|
4.Who does what in the team |
Team |
Organisation structure, job descriptions |
Have job descriptions but they need to be reviewed |
Review before new employee starts next month |
|
5. What tasks are required this week |
Team |
Toolbox meetings, WhatsApp group |
Start doing meetings and set up messaging group |
Next week, hold first meeting, use an agenda to guide me |
|
6.Standard required for task specific tasks |
Team |
Standard operating procedure (SOP), checklist |
Need to write down what is in my head or dictate into my phone and ask someone else to type it up |
Ready at least 1 month before next doing the task |
|
7. Taking leave |
Team |
Leave policy and form |
Do verbally but need to write a leave policy and leave form and share with the team |
Finish by end of next week |
|
8. Individual performance |
Managers Individual |
One on one meeting, regular conversations and feedback |
Do this informally, need to be more disciplined to ensure this is regular and consistent one on one communication |
Informally: every day Formally: at least once a year at the same time each year |
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