Once you and your team have produced your list of people for your communication plan, gotten everyone’s phone number and email, and listed their role, there is one more thing that needs to be done. Add each person’s preferred mode of communication to the list. This is one of the most crucial, but commonly overlooked, elements of a good communication plan. Different people have different ways they like to communicate and the more you respect that, the better off you and your project are going to be.
Some people are at their computers all day and constantly check their email, others travel a lot and you can catch them only on their cell phone, others prefer office phone calls, and still others only respond if you talk with them face-to-face. Not using a person’s preferred mode of communication means you may not get the information or feedback you need when you need it. This can prevent you from being able to effectively make a required quick decision or stave off an impending crisis.
In today’s workplace, adequate communication is difficult because many times not all the people in your communications loop work in the same building or city or state, and some don’t even work the same hours. Once you know how you need to communicate to the people identified on your communications plan, you then need to identify which of the many available communications tool are best suited for your team/company and how they work.