What Is Communications Management? A Complete Guide
By Indeed Editorial Team
Published 6 September 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Managing communications is the systematic planning and implementation of communication channels within a company or organisation. This flow of communication within a business or between firms ensures that each sender delivers messages successfully. Learning to manage the communication channels within an organisation can help you accelerate progress and maintain the consistent growth of the business effectively. In this article, we discuss communications management and its methods and applications in business.
What Is Communications Management?
Communications management involves the planning, execution, monitoring and improvement of communication processes within a team or an organisation. There are two types of communication, internal and external. Internal management of communication refers to relaying messages within an organisation, such as exchanging information between leaders, participants and team members. External communication focuses on cooperation between two or more companies or organisations. It can establish a rapport between the company and its target audiences, such as vendors, consumers and media outlets, to convey relevant information to these stakeholders.
Communication can also be interpersonal and organisational. Interpersonal communication occurs when members of an organisation participate in a project discussion, such as when two or more employees plan the marketing strategy of their products together. Organisational communication takes place when two or more organisations communicate with each other. It occurs at the highest level of the company and requires the information to flow from one organisation to another. Organisations such as non-profits, corporations and governmental bodies use this type of communication.
Methods Of Managing Communications
Here are some of the methods for managing communications within an organisation:
A newsletter is a printed, electronic communication piece that organisations use for internal and external communication. Companies share the newsletter with their employees, customers, suppliers, target audiences and community members to provide details of the activities, latest news and updates about the company. Creating newsletters helps the organisation promote products and services, improve email open and click-through rates and get a new audience.
Training handbooks are company manuals shared with employees to convey the organisation's values and enhance its abilities, capabilities and productivity. It helps the company inform new recruits and trainees about training programmes, organise and streamline training sessions and establish a learning culture. The handbook may also contain relevant information and profile-related instructions that employees may require in the future.
Project boards display the planned, in-progress and completed work within an organisation. Depending on the project size, many companies use project boards to highlight details of a particular project and its development stages, including the current stage of the project, the immediate next steps and its long-term goals. Many organisations use digital project boards to communicate task-level details of a project within the team and with clients.
A website is an effective tool for virtual one-way communication that helps an organisation convey its business goals to its audience and highlight important products and services. Companies use websites to display their work portfolios, attract new clients and establish their presence in the market. They can also use it to publish blogs and develop a subscriber base.
An ad campaign is a practical external communication tool to create brand awareness for new products. Companies create advertisements around a specific message to achieve a particular goal. The goal differs with every industry and can include introducing new services, increasing sales, acquiring new clients or promoting current products.
Social media is one of the most popular and renowned communication tools and has widespread influence worldwide in every sector, including business. You can create an official social website for an organisation on platforms such as Facebook, Twitter and Instagram and connect with a large pool of customers and clients to convey a brand's or company's message. Social media often empowers you to connect with clients on a personal level.
Daily in-person meetings
Conducting daily meetings is another effective communication method that enables real-time synchronisation and progress tracking. Managers may conduct daily update meetings with each member of the team to track their performance and understand their challenges if any. Organisations may also invite clients to join in-person meetings to share updates about projects, such as upcoming steps and the estimated time for completion.
How To Implement Communications Management?
An organisation can implement effective communication strategies to ensure consistent growth. Managing your communication strategies can make it easy to share information within the company, ease cross-department communication and make the business more streamlined and successful. Here are a few ways to implement communication methods effectively in an organisation:
1. Use modern communication tools
Managers can use many upgraded tools available in the market to streamline internal and external communication. Online meeting and project management applications can help you plan, organise and track tasks and progress. These tools often offer extensive features, such as cloud-based, high-definition video conferencing, recording properties, screen sharing and full-screen view, which can ensure seamless communication online and offline.
2. Schedule regular team meetings
Another communication method you can implement in an organisation is conducting regular meetings with your team. This can help you improve collaboration between team members and communicate team goals and deadlines effectively. If some of your team members are absent, you can record the meetings, allowing them to review the discussions later.
3. Give clear instructions
Sometimes, unclear communication may lead to delays or errors, which can impact project efficiency. It is important for managers to give explicit directions to avoid ambiguity. Ensure you send detailed instructions through email or using project management tools for each project and task. You can also schedule a video chat to give directions to your team to help them understand their responsibilities clearly.
4. Use audio-visual aids
Using audio-visual aids, such as presentations, infographics or videos, can help you convey your point faster and more efficiently. Videos and images can attract and retain attention, especially if a topic is complex or detailed. Tools, such as whiteboards, projectors and other illustrative models designed to supplement spoken or written information, can make your presentation visually appealing and easier to understand. You can also create presentations to communicate your message in video conferences or meetings.
5. Ask for feedback
Two-way communication is always good for the success of an organisation. It helps you learn about your areas for improvement or service changes. Asking for feedback allows you to enhance your communication, leadership and management skills. You could create a system where team members can openly post or share feedback. This might be through email, other online business communication tools or in person.
What Does A Communications Management Plan Include?
This type of management plan is important for any organisation as a road map to the company's overall success, helping fulfil targeted goals and creating a positive and healthy work environment. A comprehensive plan covers every aspect of internal and external communication during a project. Here are some of the things to include:
Important company-related information
Include primary details related to the project in the plan, such as project updates, meeting notes, team discussions, data and important files. Consider categorising information before adding it to the plan. This can help you set the standards for each message and provide more clarity on the project responsibilities of every team member.
Primary communication channels
Mention all the different means of communication that team members can use to track the project's progress and specify how to use those methods. Some examples of communication channels are email, online document management tools, task management software, direct calls, video conferencing applications and individual meetings. For example, you could mention that the team may benefit from a weekly meeting using online meeting software to address project-related queries.
Communication time and frequency
While developing this type of plan, consider outlining the time and frequency of interaction. Providing specific communication timing in a plan may help your team members to prepare and be available. It can also help you manage the organisation's communication process effectively.
It can help to maintain a fixed format to gain clarity and insight into the organisation's activities. You can include all daily functions in the same form to avoid confusion among team members. Such a process can be helpful while working with new hires. Providing templates for how you expect organisational communication can also improve its efficiency.
Process of implementing changes
The communication process may change over time as the company expands and its requirements differ. It is important to define these changes in advance to ensure that the firm maintains uninterrupted communication in times of flux. Managers can also give directions related to implementing the changes, such as who may change the communication plan, how team members can initiate these changes and the timeline for implementing them.
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