Communications plans for organizations
Lashondrea Clark
UWM
Introduction
Effective communication is a vital building block of any successful organization because it plays a vital role in connecting employees’ performance and working together. Communication management responsibilities will fall on all employees and managers0. As much as it is a vital tool in team collaboration, companies are consistently faced with communication barriers that adversely affect their performance. The communication strategy a business chooses to embraces may vary depending on the target audience and goals. Choosing effective communication channels may require answering the three w’s, who, what, and why the organization wants to communicate. These questions may lead to a vital ‘how’ in which the organization tends to communicate. Managers must also learn to anticipate crisis and preventive measures, respond.
Communication plays a vital role in the workplace, yet companies are continuously struggling with their communication strategies. For instance, fortune 500 companies lose 31.5 billion dollars a year due to poor communication in the workplace. When team leaders lack practical communication skills, their teams may lack morale, and initiatives to improve team communication, also fail to use the appropriate communication channels98. To get a more understanding of the role of communication in a team’s success. I will be executing a communication plan for the Coca-Cola company.
One competitive trait lies in the company’s ability to support an effective internal and external communication structure to create a favorable employee environment and the free exchange of ideas at all management levels. Through all strategies, it is vital to develop an excellent corporate image and reputation.
The Communication Management Team
With most economies of most nations becoming more sophisticated and knowledge-intensive, there is a need to develop efficient communication management that will equip managers with timely access to information to enable decision-making and transaction sealing. The communication team comprising will use an intranet system to provide employees with needed space where corporate information, company news, and announcements can be known on a timely basis. This will also give the company’s employees a voice, allowing the employees to be the mouthpieces of the company’s brand. The Coca-Cola company sees the need to have an effective communication system integrating its 139,000 employees in over 200 countries. Such a large team needs a well-coordinated communication system that builds and nurtures the workforce. The Coca-Cola Company, for example, keeps its employees in check through a brand advocate program, which enables employees to communicate with internal stakeholders about pressing issues affecting them. Under this system, management can ensure information is communicated across all departments and retains its intended meaning.
On the other hand, different ranks are given different powers and access to messages reducing unnecessary static. The company will use an effective messaging strategy through strategic targeting as a core external communication strategy. Since the company’s brand is already well established across different economies, the company will focus on a differentiation awareness strategy. The company can opt to appeal to the younger generation through applying a pull strategy, for instance, through art sponsorships and sports events.
A Contact Sheet for CMT and others
Beatriz Perez: A senior Vice President and Global Chief of Communications
Phone number Headquarter: (404) 676-2121
@BeaperezBea on Twitter and @beaperexbea on Instagram
Nancy Quan” Information technology personnel: Phone number+1 (484) 567-2783
Communication Channels
With the over-reliance on online communication, internal vlogs and blogs can work as a great tool by keeping employees engaged through knowledge sharing, promoting open discussions and collaborations. With the increase in the millennial and gen z workforce, online tools of communication may be vital. Online sources such as vlogs and intranet tend to bridge the gap between the management communication team and employees. With an interregional company such as Coca-Cola, with branches in over 200 countries, this system may keep dispersed employees connected, updated, and motivated. Also, the company can embrace daily private messaging between team members through the communication management platform. Private messaging may create opportunities for managers to relay project-specific discussions hence keeping the team on the same page.
The above diagram depicts how a company can utilize social networking strategies to guarantee internal and external communication flow from the communication management team to employees and customers.
The above diagram depicts a simple communication matrix, an easy way to keep employees and managers in the loop. It is well detailed with sections like project owners, status. A communication matrix can enhance communication across departments, command more efficient use of resources, and ensure faster decision-making.
Types of Crises Anticipated, Kind, And Severity
In today’s world, businesses heavily rely on technology for communication and meetings, so when technology brings problems, there are missing emails. Businesses can lose or delay tangible information that was meant for employers and employees as well. Sometimes, technological glitches may be unavoidable, and companies need to have a response mechanism ready to tackle the issue. Communicating with employees might not be effective within an organization where people are not motivated and controlled to participate. Research shows that only 13 percent of employees actively engage, yet only 50 percent of managers know how to address this issue. Periodical communication with employees in times of corporate events may not be enough. The communication management team will develop a continuous communication plan to keep their employees engaged and motivated. Inconsistent communication is another challenge facing the communication management team. Without an employee communication platform, it may be a challenge to reach employees on time. The communication management team will ensure much-defined interdepartmental communications to ensure much better communication circulations. There are two essential crises for communication management; there are numerous tools for employee communications, there are outdated intranet systems that employees may not favor. Unfriendly user interfaces and irrelevant information might be the leading causes why intranets may seize to work. The language barrier is a significant communication management setback. Managers will build content distribution according to the employees’ location and language is spoken.
Coca-Cola needs to discourage the formation of labor groups and motivate its workers to voice out their issues through programs and platforms of communication. This will help the company understand worker-related challenges and pressure from activities pushing their agendas to other workers. There will be vertical and horizontal integration in communication. As long as there is an open flow of communication from employees to their superiors and vice versa, the transparency of workers’ issues will increase. With increased transparency and flow of communication, there will be increased accountability and claims that workers have. Cultural sensitivity will also help the worker understand specific issues to target when developing an effective communication management system.
Response Guidelines Relative to Stakeholders
The Coca-Cola company’s strategy within the company will specify the type and frequency of communication, media, contacts, and locations of communication procedures as a formal strategy in engaging project stakeholders to achieve support to the company’s projects. It is essential to classify the stakeholders in defined groups according to their levels of support and interest or differentiate among the internal and external stakeholders. Finally, the stakeholder communication needs will be enumerated based on power and influence analysis while creating an effective stakeholder engagement plan. However, some communication challenges may arise relative to stakeholder engagement; the company will set up a stakeholder engagement plan that effectively communicates the organizations’ intentions. Lack of effectively communicating the company’s goals in a particular project and failing to define the 5W’s may cause a lack of understanding and motivation among stakeholders.
The company will communicate with its stakeholder in a manner that suits them best by recognizing their differences and choosing a suitable communication channel, be it social media, online platforms, or in-person meetings. The company will avoid judging the stakeholder’s value but develop a curious attitude of understanding the history and interests of stakeholders. This attitude will assist both parties in reaching creative solutions. Stakeholders will be provided with adequate feedback on how their concerns and priority projects are solved by tracking obligations made to them and ensure project team members coordinate communication and consultation events. The company will keep a detailed record of all stakeholder communication history, including emails, phone calls, meetings, commitments made. Misinterpretations and interruptions can be avoided if managers can easily prove the history of all facets of communication with stakeholders.
Analysis of Challenges in The Coca-Cola Company and Solutions
Globalization has caused many companies, such as Coca-Cola, to outsource abroad; with the aid of technology, people from different cultures and countries can now communicate daily. However, there are still numerous communication barriers left unsolved by technology, such as; time differences, language barriers, and geographical distance. Multinational companies such as Coca-Cola must be ready to deal with diverse cultures and geographical differences that necessitate technology such as virtual teams to communicate with staff in other geographical regions. Collaboration and teamwork may be enabled through technology. However, working in different virtual teams brings its challenges, with cultural differences, collaboration notions, and non-face-to-face meetings. Hence the need for the company’s employee understanding of different national or regional customs due to cultural differences. Some intranet systems may not work appropriately as communication channels because emails and messages still need to be sent to ensure employees still have access to the system. It was estimated that almost half of America’s labor force could be remote by 2020; hence, this will increase distributed offices. Distributed offices may grow cultural diversity in the company, which may be a channel for innovation as the company benefits from various backgrounds and life experiences.
Some of the most common beginning s of internal issues arise from a reactive approach to strategic planning. A problem generates the need for an internal communication plan around issues such as layoffs, technological changes, and corporate takeover. Once the upheaval is done, things settle back into a disorganized manner. Before bringing the internal communications plan to life, the company will focus on its goals and targets and expected results. No matter the targets, they will necessitate a vital planning effort. The company will consider its much-expected needs during the goal-setting stage, map out goals that identify challenges in the company. After which, internal communication tools can be selected, and an integral communication audit can be performed. The internal communication plan will be kept constant rather than flushing the whole thing at employees. Also, a continuous internal communication system will be a motivator for employees to engage in the process. There is a need for external communication needs too. It is increased in a multicultural environment. Global environmental and crisis management and press relations, for instance, may require new networks and expertise.
Conclusion
As technology in business keeps on getting more advanced, there is a need for elaborate communication system s in organizations. Good communication flows motivate employees and helps them to get a better understanding of how their work impacts the company, how they can coordinate their efforts towards common goals, and drive innovation in the workplace. A communication management strategy guides the entire organization, be it a small business or a mega business. It sets the tone and direction of achieving desired change and goals. A proper communication strategy will involve stakeholders and partners to guide the way forward, their interests. With an agreed-upon communication strategy, the communication management team has a roadmap to various stages in program development through communication channels in the company.
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