Avoiding obstructions in walkways which could be an issue especially if there should ever be a fire and someone needs to leave fast!
Floors being free from loose tiles
Make this checklist part of a process, if you want to make sure the outcomes are taken seriously and really do lead to having a a safer working environment in the office.
Make it work for you
Train a few people on how to use this list for inspections and what to look for. Assign different people to perform the checks – a fresh pair of eyes may just notice something which you have missed for some time.
Transfer all aspects that require improvement actions after the inspection onto an action list. Monitor closure and completion of each action item until they are all done.
Keep copies of your completed inspection checklist and your completed action lists. You never know when having this documentation may be useful to show your due diligence in keeping your workplace safe for employees.
Look for aspects that are often noted during inspections and create an awareness program to make sure everyone in your office knows how to avoid a situation which could lead to an injury in the office.
You can also think of making it fun – should the person with the best workspace get a special gift to encourage others to pay more attention to keeping their workspace safe?
The starter list file is below if you want do have your own copy to modify.
It may be a while before you are back at the office and this may be the best time to plan your Office Safety Program. This can help you to be ready for when you are scheduled to return to the office. You may want to add some more specific items related to covid19 too. Why not use this time to review the checklist template above and start drafting one that is right for you?
If you shine a light on any team you will notice some areas where processes, communication or collaboration can be better. In many cases a team can function well enough even with a few improvement opportunities. Want to do a snapshot checkup on your team? The downloadable tool below can help you identify any specific areas to focus on if you feel your team performance can use a nudge in the right direction.
When teams fail it is usually recognized as a combination of the team not reaching desired outcomes, team members feeling a high level of dissatisfaction and frustration with team processes and other team members and team leaders failing to accomplish their own goals for the team and for their own career growth.
The 7 aspects of teams shown below are classic areas where low performance could lead to team failures.
7 troubles with teams
Taking a closer look
The first column to complete is the scoring column. The question would be – how do I know that my team may be experiencing this trouble? The audit list gives you a possible symptom of observable behavior on either side of the scale: desirable (give this a score of 5 if your team shows this behavior) and undesirable (give this a score of 1 if your team shows this behavior). Should your team display behavior that is somewhere between those two opposites select a score between 1 and 5 that you feel is most accurate to describe how far they may be from either end. Perhaps a score of 3 would be appropriate if you see desirable behavior only 50% of the time.
Look at the column called impact. When you look at the behaviors defined as undesired and also the other column containing desired behaviors, how much does it impact the outcomes produced by your team when those behaviors are present or not present? Maybe the impact is “high” if you consider how many hours are wasted when that behavior is present? Maybe it is only “medium” which means some time or effort is wasted, but not too much. And it could also be a “low” impact if that particular behavior does not contribute highly to the inefficiencies you experience as a team experiencing a particular aspect from the audit list.
Evaluate your results by looking at both the scores column and the impact column. The graphic below shows the way to identify which of the aspects to focus on when it comes to prioritizing an area to address:
The download file above has suggestions for each of the 7 areas that can be addressed.
Every team has good times and bad times. Just because your team just did very well, it does not mean it will necessarily continue to go well. And just because your team failed last week, it does not mean there is no way to make it a high-performing team!
Use the tool above to take a closer look at your team and I wish you success in mapping out your next steps; helping your team be even better than it was before!
It has been said that your most valuable asset walks out of the doors every single day and you can but hope they come back the next day – your employees!
Keeping employees from leaving a company could be as simple as engaging with them, including them, helping them develop new skills and listening to their ideas. While that sounds deceptively simple, not every leader finds it easy to act when they hear that advice.
Before taking action it is almost always a good idea to get the facts first. Do we have an issue? If so, where are we most at risk? In the case of employees the questions may be – who may be most at risk of leaving the company and what can I (as manager/supervisor/coach) do to avoid that?
The self audit list below may be a good place to start assessing how much anyone on your team may be tempted to leave your team or the company.
Completing the checklist requires you to answer yes or no to a series of statements as they would apply to each employee on your team. Once you have completed the assessment, add up the numbers of “no” answers you have for each employee and use the Score guide at the top of the page to determine whether each employee would be in the low, medium or high risk from an employee retention perspective.
The next risk to assess, is the impact it would have on your project or team if that particular employee decided to leave. Look at each employee (each column) and consider the unique skills and talents that he or she brings to the project and rate the impact that his/her (unplanned) voluntary departure could have – low, medium or high.
Where to start? Map the answers from the self audit sheet onto the graphic below. The risk that each employee could decide to leave on the horizontal access and the impact on the project, in case that employee did leave, on the vertical axis.
Then write down the names of employees that would be in the “green zone” vs the “yellow zone” vs the “orange zone”.
The orange area requires immediate and high focus, the yellow zone does require focus, but less so. The green zone requires maintenance. Do not assume that because a retention risk is low today it would stay that way for years. Many talented employees get calls and offers from other companies and recruiters all the time! This means you should never stop reminding them why you are happy that they are on your team! And don’t only tell them, show them! Celebrate milestones and successes, recognize them in meaningful ways and show them how working with your team or company is the right long-term strategy for them. Make sure you offer them advantages towards their overall life goals, their career goals, their work-life balance goals etc.
Once you know where to focus, use the last worksheet as a checklist for areas where you can lower the risk that someone may consider leaving the team.
Use one checklist per employee and make sure that you have conversations with each employee about the areas where you either did not know the answers (looking at the self-audit worksheet) or you have not said anything to an employee about a particular area.
When it doesn’t work
Sometimes employees will leave for reasons you could neither foresee nor control and though it may negatively impact your team or project, you would need to hire someone else or promote someone else into the role that had become vacant. Make sure you are always developing several employees on your team to take on more tasks and responsibilities. A good pipeline of developing leaders is your best strategy for growth and also for voluntary employee turnover. Parting on good terms when valuable employees leave always leaves the door open for their potential return in the future.
Using this focused approach to assess your employee retention risk exposure does not guarantee that valued employees will not leave. it is simply a prudent way to keep an eye on your biggest assets, employees, and it supports the process of taking timely actions to lower those risks.
When someone wants to change something about his or her life or create new outcomes in key areas, they often need more than just someone telling them to create goals and then implement it. Most people seem to need the steps more clearly spelled out and a workbook or playbook is something they really appreciate.
The steps can be broken down in the steps shown below. The downloadable worksheets link is right here:
Being clear on what matters to you makes it easier to understand WHY you would want more of some things in your life and less of others things in your life. While most people think they know the answers to these questions, you will notice how much clearer it gets when you have to write it down and then read it back to yourself.
Do I have time for this?
Most of us would have more time to work on projects that matter to us if we simply started eliminating activities that do not add value to our lives – based on what is important to us. The next two sheets first of all help to highlight how you spend your weeks (typically) and then help you identify how much time you could potentially free up for working on meaningful activities to get you closer to the life that you want for yourself.
What would I like to achieve?
This sheet starts with jotting down new outcomes that one would like to see in some key areas and then it moves to the right planning needed – which activities would do you plan to do in each month? The overall objective is to avoid having competing priorities within the same time of the year. Spacing activities out over a year period helps to ensure you keep focused while making progress in the most important areas over a 12-month period. Note that is is almost always a good idea to pick only maybe two or three projects to work on every month to avoid feeling overloaded and overwhelmed. Those two can lead to feeling demotivated and abandoning all of your plans to create a life you can love.
How will I move forward?
This step gets into more detail regarding your plan. There is an area to select what the next step may be for each of the projects you want to work on. It could be that you may need to gather more information or maybe you need to reach out to more people to learn from them or get advice from them- but who? Perhaps you need to build a prototype or get others to give you feedback on your idea? Maybe you need to try to see how it works for you – trying a new way of doing something? The page continues on with identifying whom you know who could help you with advice or maybe introduce you to someone who could help you. And then finally identifying where (place or area of interest) you need to do some research to find out more about what you could explore next and which organizations in your area may be able to help you move forward.
What is my plan for the next few months?
Looking at what needs to be investigated or one over the next few months, this sheet provides a space to keep rack of the top 2 or 3 things you would like to achieve this month to move forward on the projects you have picked for the next few months. There is also a handy check-box which helps you keep track of completed activities versus ones that are still open.
How am I doing?
Sometimes we start on the path of working on life improvement projects and then we get stuck or we get so distracted that we lose our focus. There are many reasons why we might get stuck but getting unstuck is not always easy. This sheet helps you do that.
Taking you from your original objectives, this sheet helps you acknowledge how far you got and what you have completed. Then it helps you think through what the next steps would be. You may need to continue making progress and maybe you need to stop and ask for advice or get more information in order to move forward.
Go back to Step 2 and renew your plans
When you have worked through the sheets and some months have passed it is a good idea to go back and review the reasons you are working on the projects – which are captured in Step 2. Then follow through each of your completed sheets to consider what you might like to change or add to your planning to renew your approach. Some projects end up unfinished because they seem less important once yo have taken more time to do research and talk to people with more knowledge in a specific area. It is okay to decide to abandon these project if they do not matter to you anymore.
Other new projects may be started while a few may continue from your earlier efforts and enter new phases – maybe you are ready to finalize a website or start selling something you have been meaning to put on the market.
I hope these workbook/playbook pages have given you new enthusiasm to plan out and move forward on creating more outcomes in your life that matter to you resulting in having a life that you love!
The behavior of leaders is a very powerful indicator of how a company truly operates from a people perspective. Which aspects of the business are mostly focused on by leaders? How are decisions made and communicated? Most change initiatives include specific behaviors which leaders need to role model in order to ensure a successful outcome for the initiative.
The typical approach to measure how leaders are behaving is to obtain input from those around each leader – those who interact with the leader on a regular basis. The groups of people asked to provide ratings for each leader could be:
People who report to the leader
People who are colleagues of the leader
People who are more senior than the leader
If appropriate – external parties who interact with the leader on a regular basis.
Process of assessing leaders
The process of assessing leadership behavior typically follows these basic steps: Collecting ratings, consolidating the ratings, providing feedback to leaders and using the results to plan further actions as needed.
The mechanism needed for this exercise needs to be developed, reviewed and agreed and then introduced before the process starts. Once the key behavioral elements are defined, create a way to capture feedback from others about leadership behaviors.
The resource above can be downloaded. It is a set of behavioral statements which can be shared with those who need to provide ratings and comments. The scores or ratings relate to actual behavior observed against desired behaviors for each leader that they interact with on a regular basis. Some people automate their chosen feedback gathering using a free tool like http://www.surveymonkey.com
Behaviors used for ratings have to be very well defined so that they can be observed and does not require someone to guess at the intentions or motivations of the leader. A behavior must be observable or produce visible results.
Ask raters to add comments to help you interpret the scores. This understanding enables the creation of realistic follow-up actions after the results are available.
Ratings should not be requested too often – raters get “survey-fatigue” and your results become less meaningful.
The objective is for the tool to support the leaders by providing helpful and actionable feedback. The tool also helps to understand how the change initiative is progressing towards desired milestones.
You will notice in the shared resource (tool) example that leadership behaviors were defined in 4 categories: Commitment Behaviors, Communication Behaviors, Teamwork/Collaboration Behaviors, and Safety Behaviors. Your categories will be determined by your own change initiative and you will need to also define the specific behaviors that are desirable for leaders given your project. Simply use the downloaded excel sheet and type over the category names and behavior definitions to create your own Leadership Behavior Scorecard.
Be careful when you consolidate the results from various raters. If you had agreed to keep rater identities confidential, summarize the results by subgroup. Provide an average per subgroup for each of the behavioral elements. Do not provide a subgroup score if there were less than 3 raters.
Follow-up actions should also include recognition/appreciation for those leaders who are role modeling the desired behaviors in the organization.
Consider using some examples from the higher ratings to create case studies to the organization. It is easier for leaders and employees to understand how to apply desired behaviors when they receive actual examples that illustrate how decisions were made or implemented using the desired behaviors. An example makes it easier for others to follow.
The tool is relatively simple to use, but it is vital that it is designed well and introduced correctly into the organization. Assessment tools can be seen as a negative element if the objectives and the way results will be used are not communicated appropriately.
The success of team events or sessions can be more predictable when facilitators gather information from invited participants and stakeholders before planning the agenda, activities, and presentations. Knowing more about the current issues and expectations can greatly enhance your chances of ensuring the team faces what they need to focus on and deal with that in a constructive way.
The source I am sharing, is a list of pre-session interview questions which could help you get a good foundation about the team: what is working, what could be better and how each of the interviewees sees the situations faced by the team.
Some important notes about pre-session interviews:
If the team members do not know you (the facilitator) yet, be sure to introduce yourself to each interviewee and mention your role in the upcoming planned session. They may have additional questions about your background and experience in this area and why you are working on the planned session. Be prepared to summarize these points before you get into the interview.
Make sure you can explain to what degree the responses will be confidential. You would typically want to share a summary of responses with the session attendees to help set the scene on the day and perhaps use that to initiate a discussion or lead into an activity to address something that was mentioned by several participants during the interview. Will you be word-smithing the responses to protect the identity of interviewees? Or will you share the raw data? You need to be transparent about that.
Why are you asking? Be sure to explain how the answers and responses will be used to plan the session and help the team move forward and past any obstacles that may be holding them back.
Let them know upfront that their questions about the session will be answered during their time with you (the interview).
Planning your approach
Will you interview individuals or groups of individuals that work in a specific department or functional group? Think this through carefully with regards to the advantages and disadvantages of this choice before you make that decision. I usually recommend that the number of session participants is no more than about 20 – 25 people and I prefer to know each individual’s responses before I finalize my planning for the session. This means I interview each person separately. But I can also imagine that the team/project culture and approach could make it useful to interview small sub-groups within the team.
In person or online? I prefer to do the interviews in person to allow me the opportunity to ask follow-up questions on the spot. Sitting with someone and talking through the questions gives you the opportunity to also watch their reactions or pauses after each question. This can indicate whether some topics may be sensitive to the interviewee and again you could choose to ask more questions to better understand the issues at hand.
The right number of questions. It is important that the interviews do not become exhausting. Accept that you will not be able to ask every single question that you may have for the planned participants before the session. Some questions are best worked out by the group at the session. Be very selective and critical – ask only questions which will help you prepare for the session. The interviews are not intended to replace the planned group/team session.
The questions in the (download available above) resource range from understanding expectations to identifying possible issues that the team needs to address. It includes some questions which may help with understanding possible issues that could pose an obstacle to team success. Some of the questions are also specifically there to help team session participants envisage themselves being a positive contributor to the success of the session.
I do not suggest that all of the questions would be relevant to every session that you would plan, as the facilitator. Instead, I suggest that you use the ones that make the most sense for the session you are working on and feel free to add additional questions as needed in order to improve your understanding in the relevant areas that the session needs to cover.
Finally, it is important to realize that just the fact that you are asking questions and providing interviewees an opportunity to discuss their thoughts and impressions is in itself already a change management intervention. You are setting the scene for the session and helping to shape participation before the session. This could greatly enhance group dynamics and ensure the success of the planned session.
After interviews have taken place you will want to take a few more steps before you decide whether to make an offer to one of the job candidates you have for a vacancy. You may want to ask candidates to complete assessments or you may want to get the perspectives of their former colleagues before you make a decision.
Additional steps after initial interviews or between rounds of interviews could include:
Tests or assessments.
Practical exercises like a business case or even a presentation to be made to some senior leaders or experts at your company.
Reference checking with former colleagues, former direct reports or former supervisors of the candidate(s).
The (download) template I am sharing below contains a few questions to help you understand whether one candidate may be preferred compared to another given their experiences and approaches.
Background checks are used in some countries but can be harder to obtain in countries or regions where data and privacy protection laws exist. In most cases, criminal background and/or financial history information can only be obtained if the prospective employer can show a direct link between the requirements of the role and the information it wishes to obtain. Reference checks are typically easier to conduct in most countries, but be mindful of the kinds of information that you would be reasonably able to obtain given local laws.
Be mindful to:
Ensure that you notify any impacted job candidates (i.e. in areas such as Europe) about the data you wish to obtain and how you would process this data to avoid the risk of non-compliance. Job candidates need to know this at the start of the process and they must (actively) agree with your proposal for collecting data before you are able to proceed.
Ensure that all data obtained during the recruitment process is archived or destroyed after the process has been completed for a specific vacancy. All HR personnel who deal with such data would need to understand that this also includes any data that have been saved to their individual computers during the process.
Make sure the data you wish to obtain is relevant to the hiring decisions you wish to make. And make sure that those who would speak with candidates or possible referees can explain the connection.
Assuming that you have taken all precautions to ensure you are not incurring any risks with your planned reference checking approach, use the questions you have selected (the download template above can help) when you contact the list of referees provided by the job candidate.
You can use the template in a few ways:
Set up a time to talk to each referee via phone or Skype and go through the questions, capturing his or her responses.
Send each referee a form and ask him/her to complete it and return it to you – typically via email. Be aware that this approach does not offer you much opportunity to ask further questions to clarify without creating a few extra emails to the original string.
Set up the questions as an online survey (for example using www.surveymonkey.com) and share the link with referees. Note that data interpretation may be an issue here – not knowing what a referee meant by a specific score or comment. This also means you would have to contact referees again to clarify feedback. One way to improve data interpretation is to build in comment fields to explain scores.
Finally, it is important to understand that a reference check is just one of the data points that could support decision-making related to hiring the best candidate for the vacancy.
Feedback may be incomplete for a number of reasons:
The referee wishes to avoid any unpleasant situation with the former employee and wishes to be cautious in his/her responses.
There may be laws in the country which specifies what referees can or should say and what they cannot comment on.
The previous company may have clear policies about what can be shared by referees, which may be limited to job title and years of employment at the company.
Getting feedback from those who previously worked with a job candidate can still be valuable – understanding how the candidate’s knowledge or work methods would fit in with the job requirements or the company culture. For this reason, it can be good to get more perspectives. Just be aware of possible risks given the changing legal environment as you obtain feedback from referees.
Many of us have heard about the power of three items or 3 key messages, but most people have not been shown how to use this in practice. While it is easy enough to make a list and restrict it to 3 items, picking 3 items that make sense from a logical perspective takes a little more thought. Our minds are highly responsive to patterns. Knowing that we will hear 3 key points and then having somebody deliver the 3 points in a logical fashion is something we are more likely to remember afterward. It comes across as more credible when we are able to recognize a pattern in the delivery of the key points.
Maybe you are coaching someone on how to deliver more impactful messages. Or perhaps you are preparing your own answers to questions in a group setting or you are planning a short speech on an important change initiative or project update? This resource can help you. It aids in formulating your thoughts in a logical way, which enables you to deliver a message that is easy for your audience to interpret and remember.
The three key ideas you wish to communicate or the three top reasons why you suggest a certain course of action cannot be random or they may still fail to be memorable. The 3 key concepts should be structured in a way that would make sense to others so that they can easily be recalled after people hear them.
Grouping the 3 points in a logical way:
Three linked ideas like quality, time, money/costs; good, bad and ugly (see the specific example in the downloaded document )
Forward or backward motion – tell the story sequentially either from the present into the past in 3 steps or from the past into the future in 3 steps. For example: in the past, we used one process which worked, but since then many things changed to where we are today (with challenges and in need for things to change) and in the future, we will have additional challenges which simply requires us to make changes now. (You can fill in the details of your own message to explain the situation when you choose a structure that moves forward or backward in time).
Perspective – the 3 concepts move from a big idea to a small idea or from small ideas to big ideas/reasons. For example (out of) from this small team which will be impacted by the change to the bigger team and then to an even bigger group of people who may be impacted. (see the specific example in the downloaded pages)
Use the practice sheet or template (included in the download file above) to learn this approach. It helps you to become more familiar with using this way of organizing your message or your answer to a group of people. Once you get used to how it works you will no longer need the template and you should be able to organize your thoughts while you are in the meeting or in transit to the meeting.
Some ideas of where to use this approach:
You are in a meeting and they are going around the table collecting everyone’s thoughts on a proposal (You take a moment to quickly organize your own response using this method.)
You have been asked to provide an update at a meeting, which starts in a few minutes. (Remembering this approach you are able to jot down your initial thoughts, choose a structure and then revise your points to fit your chosen structure of 3 points to make.)
You are attending a conference and have to introduce yourself or someone else (Using the structured way of choosing 3 key aspects to mention, your answer is memorable to the conference attendees.)
During lunch, some colleagues ask you why you support a particular proposal. (You easily recall the structured options and formulate a response consisting of 3 key thoughts to share after you have swallowed the food.)
Listening to long unstructured answers in meetings or trying to make sense out of facts presented in a complicated way in a meeting can be a confusing experience. Using a simple structure with only (no more and no less than) 3 key points, makes it much easier for you to avoid the same mistake. Instead, you can use this approach to deliver a message that they will easily understand and remember.
Let me know how this approach works for you or the person that you are coaching!
I often come across HR Managers in smaller to mid-sized companies who have a few areas of responsibility outside of HR like for example Office Safety and Facilities. They are often expected to maintain a high level of compliance with constantly changing laws and this can become an unnerving task for some. The free resource that I am sharing today is a general Office Safety booklet. It covers several topics relating to the office environment to create more awareness among employees of the do’s and don’ts around staying safe in the office environment.
You can either print it double-sided from the pdf document and make it available to employees as a booklet or you can send them the electronic document to review if they have just joined the company. It is quite easy to turn the booklet into an orientation and discussion session if you want to use it in that way.
This booklet is not based on any certified course so it is not a replacement for anyone who needs to undergo a formal exam to be certified in some aspect of safety. It simply helps you, as the HR Manager who has to cover Office Safety, to communicate some basic safety aspects to employees and other visitors to your office who may be working there for a period of time.
This booklet could also form the basis for an annual office safety check. Depending on expectations from management or compliance requirements you may need to perform an office safety check once per year. Using this booklet you can easily create a list of items to check based on the various categories of topics covered. For example, you can check how many times an accident or incident happened or almost happened per year based on history. Or you can check how people are working or storing items in the working area – are you seeing tripping or falling hazards?
Let me know if you are getting stuck with the creation of a safety checklist from the booklet!
If your company has an office environment next to a manufacturing or production facility this booklet would not cover several topics that a facility like that would require. There are many more rules around production or manufacturing environments, which are not necessarily covered in this booklet. Examples include how to handle dangerous materials and wearing safety equipment for certain activities. I recommend that you contact an expert in safety for your industry to help you create the right training and awareness materials for an industrial application.
I believe this booklet offers a good start in getting safety principles communicated to office employees and I also recommend that you look for more ways to strengthen your office safety program.
Make sure you can tell employees where to assemble outside during a fire drill and how they would recognize the alarm to trigger an evacuation. Also, make sure they know which routes to follow for an evacuation.
Ensure you have a First Aid box that is well-stocked to take care of small incidents and cuts. Check it on a regular basis to make sure you are not running out of anything and also that nothing in there is over the use-by date.
Is there someone in your office building where your office is located who offers safety assistance – for example, if an employee had a heart attack or a bad fall? If there is not, should someone from your office get that training?
Apart from reading a booklet on safety, how can you make sure that employees think safety first in every activity they consider? This would be even more important if your company has safety or employee well-being as a value or a priority.
Small and mid-sized companies often do not have large budgets for creating office safety awareness and it is my hope that this free resource helps you cover ground that would otherwise have been a tough additional action on your HR Manager to-do-list!
Unless you are in a senior role in the communications group or department you probably never had to make an annual communication plan before. Recently I was asked to help two people (one from a mid-sized and the other from a small company) who never had to make an annual communication plan before but were expected to create one now. Perhaps you are also tasked with making one? Or maybe you are asked to comment on one?
The basic idea behind an annual communication plan is to ensure that someone is planning to address targeted communications activities to various groups of people across all the available platforms that are used by the group or organization. The plan should typically include specific mention of dates, details of the intended contents of messages or specific focus areas, and be specific about who is responsible for each of the actions. That way everyone involved in executing activities from the communication plan is aware of his or her role and when deliverables would be due.
Planning to communicate is not the hard part of the assignment as most people are quite creative during brainstorming sessions related to what we can do and how to do it. The hard part is to write it all down so that we all know what will actually happen after we leave the meeting or brainstorming session. And the next hard part is to apply self-discipline to execute according to the plan and update and review the plan on a regular basis.
The downloadable template above shows various aspects to consider when you look ahead to a year of planned communications. Of course, we know that plans are subject to changes happening around us on the project or changes in the company or in client needs. This means the plan is not static and you should review the plan on a regular basis to add or change items as needed. Remember to share updates you made with other team members who have activities assigned to them.
The first column in the template contains a few communication channels to consider as you look at the messages you want to share and the intended target groups that your messages should reach. Ensure that you are using the right communication channels that you know to be in broad use by your intended target group of readers. And each of the headings could have multiple options for example meetings could be global meetings, regional meetings and local meetings where you would like the same message or a different version of the main message to be shared.
The columns across the top of the template are mainly there to document who is doing what by when and when you are ready to publish and have published or delivered the message. This helps you measure progress on planned activities and shows where you may need to apply special focus to avoid delays.
The published date is important, not only to ensure that your intended actions were completed but also to measure the success of your communication activities after the activity has been completed.
In this simple template, the only measure shown is based on the number of people reached. There are many more ways to measure the outcomes and success of your communication actions including:
How many people took a further action after reading or watching (if video) or listening to (if podcast) your message (i.e. liked it, clicked on the button for “more information etc),
How many people used it as a reference or highlighted it by linking to it, sharing it or tagging it,
How many people visited your website right after you have published or shared a new message?
Add additional columns to your plan (as needed) in order to capture any other important measures that you wish to track per message, date and communication channel.
Plan to share the same message in many different ways to optimize the number of times and ways that your intended audiences receive the message during a relatively short timespan.
Not every communication message can be forecasted and planned over a 12-month period but without at least a guideline of topics that you would like to share over a 12-month period, the chances of missing opportunities to impact your intended audiences are bigger. Remember, you can always update and make changes when unplanned events occur while you progress through your plan.
Experiment with a mix of ways to communicate – create messages to be shared face-to-face with credible speakers and follow up with something online and perhaps also a film on your website.
Do use metrics to track results against your goals. It is the best way to know what works and what needs to be improved. Having proven successes also adds credibility to your communication plan and activities.
When tasked with creating an Annual Communication Plan, you may never need to become an expert at creating this kind of plan, yet it is still in your best interests to capture your thoughts about planned communication activities, responsibilities, deadlines, and metrics in a concise way. This template is only one way to achieve this. Once you have created the plan in a structured way people can review it, comment on it and manage to it and it ensures alignment within the team as you make progress with your communication objectives.