Professional Documents
Culture Documents
Table of Contents
1. What is organizational communication? ....................................................................1
1.1 Basic understanding of organizational communication .................................................. 2
1.2 Internal and external communication ........................................................................... 3
1.3 Organizational communication professionals ................................................................ 4
1.4 Purposes of organizational communication .................................................................. 5
1.5 Levels of organizational communication ....................................................................... 5
1.6 Networks of organizational communication .................................................................. 5
1.7 Direction of organizational communication .................................................................. 6
1.8 Importance of organizational communication ............................................................... 7
2. Strategic planning of organisational communication .................................................7
2.1 Organisational communication campaigns .................................................................... 7
2.2 Organisational communication strategic plans .............................................................. 8
2.2.1 The problem and the solution..........................................................................................................8
2.2.2 RACE Model ......................................................................................................................................8
2.2.3 A typical Organisational Communication Strategic Plan .................................................................8
Organisational reputation is important because it impacts the corporate bottom line, including sales,
profit, investment, employment, collaboration and partnerships. It affects job candidates’
motivation to join the organization, employees’ motivation to work and to engage with the mission
of the organization, customers’ willingness to attend sales events, and investors’ motivation to sell
or buy stock. Today, communication is not just designed to shape an organisation’s financial bottom
line, it can also impact the triple bottom line: financial, social and environmental outcomes.
Contemporary organisations increasingly are treated as ‘citizens’ within society (i.e. corporate
citizenship), which means they are expected to contribute to the community and to society in
holistic ways.
1. Background
Identify a major organizational problem that needs urgent attention. Here are some examples of
problems that organisations need to solve through an Organisational Communication Strategic Plan:
• A multinational corporation needs to hire more engineers, but there aren’t enough
engineers in the country where the corporation is based.
• The university needs to attract lots more students so that it can meet next year’s budget.
• A local City Council has recently discovered evidence that staff feel they are not valued by
management because they never see management and management rarely communicate
with them.
Once the problem is identified, provide contextual background information surrounding the problem
facing the organization. This background information establishes the foundation for a
communication campaign and gives the reason for the Organisational Communication Strategic Plan.
To do this, conduct research through situation analysis or a SWOT (Strengths, Weaknesses,
Opportunities and Threats) analysis.
2. Target Stakeholders
Identify and analyse the main stakeholder group linked to the problem. Stakeholders are audiences
that depend on the organization and its success, such as employees, investors, clients and service
providers. They are groups or individuals affected by or who affect the achievement of the
organisation’s purpose and objectives. For example, typical stakeholders of a university include
students, families of students, administrative employees and their families, academic employees and
their families, and the local community.
They can be identified as:
• Primary—directly-affected stakeholders (i.e., the stakeholders whose knowledge, attitudes
or behaviours need to change)
• Secondary—indirectly-affected stakeholders who can nevertheless influence primary
stakeholders (e.g., teachers and parents influence university students; management
influence employees).
Questions to address include:
• How can the organization help them (and vice versa) through communication?
• How can the organization best communicate with them to solve the organisation’s problem?
The following three steps help in this process:
I. Identify the stakeholder group (according to their interests and stake in the organisation).
II. Analyse them (e.g. their interests, the information they need, the social issues important to
them, and the organisation’s responsibilities to them). This analysis helps the organisation to
then provide the information they need (e.g. through communication).
3. Communication Strategy
The communication strategy is the overall communication solution to the problem identified in the
first step above. It should be directly influenced by and contribute to the corporate strategy set by
management. A communication strategy should address what the organisation should do and say to:
• Raise awareness or knowledge
• Change behaviours
• Change attitudes
The AIDA model (see Figure 4 below) can help inspire a communication strategy:
• Grab Attention: This is a necessary first step in the communication process.
• Generate Interest: Then design your communication to attract their interest.
• Create Desire: Once interested, create a desire in them to engage more deeply in your
communication.
• Take Action: A call to act may not be your aim, but if it is, it's easier to motivate stakeholder
action if they have followed the first three steps.
5. Key Message
A key message is your overall clear and concise message to this target stakeholder group. What do
you want to communicate (in brief / in a nutshell) to them to achieve your goals? If your strategy is
to change attitudes and/or behaviours, include a Call to Action (CTA) in your message. A slogan is an
example of a key message. A key message is a simple, attention-grabbing and memorable distillation
or breakdown of an idea to trigger a response in your stakeholder group. It should answer YSTC
(Why should they care?) and WIIFT (What’s in it for them?).
Your key message should be communicated throughout your campaign in all your chosen
communication tools (see 6. Communication Tools/Channels & Tactics below) targeted at your
stakeholder group. To be heard and acted on, messages need to be repeated in all your different
channels (and sometimes at different times). If a message embedded with facts and logic won’t get
attention and engagement, use emotional appeal, such as through storytelling.
The ideas of the ancient Greek philosopher Aristotle about ethos, logos and pathos (known as
rhetorical appeals) can be put into use when crafting messages:
• ethos relates to the character, credibility and trustworthiness of the communicator of the
message, which is often the CEO or someone else in management, or a third-party
communicator such as an influencer
• logos relates to the logic and reasoning in the message
• pathos relates to the emotional dimension of the message.
Key messages can be divided into 4 types of messages that should adopt one or more of these
rhetorical appeals:
I. Informational messages focus on clearly explaining and describing a program, product, cause
or idea (mostly using facts, which means applying logos)
II. Promotional messages aim to sell an idea, concept, service or product (making use of all
three rhetorical appeals: ethos, logos and pathos)
7. Tactics
Tactics are one or a few carefully planned actions or steps to reach your goals and objectives.
Examples include:
• Build a large object to attract attention to your key message and achieve your goals and
objectives.
• Run a competition to attract attention to your key message and achieve your goals and
objectives.
• Collaborate on an activity with your stakeholder group to engage them in your campaign.
The following are six types of tactics to choose from:
I. Push: Provide your key message and other information directly to stakeholders, whether
they want it or not, through channels designed to interrupt stakeholders’ attention, such as
emails, text messages and noticeboards. Push tactics are sometimes referred to as
‘interruption communication’ (i.e. communication that interrupts stakeholders’ attention
because it is more focused on the organisation’s needs than the stakeholder’s needs, and
thus it is purely one-way communication rather than two-way).
8. Timeline
Prepare a strategic timeline for your communication plan that includes when you will launch your
plan and when you will wrap up your plan. Allocate time for each step in the Organisational
Communication Strategic Plan, from when you will conduct research for the Background and Target
Stakeholder, to when you will build, execute and evaluate your solutional steps (e.g.,
Communication Strategy, Key Messages and Tactics). Develop tactics that spread across this
timeframe. Include in your schedule when you are going to evaluate/measure whether parts of your
plan are working or not.
For planning purposes, the most effective timelines are those that are visual, such as a GANTT chart.
This helps you and your team see the bigger perspective of when each step needs to be taken and to
hold team members accountable to the steps they are responsible for. These visual charts can be
built from online software and shared with colleagues.
9. Budget/Resources
All Organisational Communication Strategic Plans must include a list of resources, such as financial
(budget), material (e.g. software, equipment) and staffing, which sets the boundaries or parameters
within which you must achieve your goals.
Further Reading
Berger, B. (2008). Employee/Organizational Communications. Institute for Public Relations.
http://www.instituteforpr.org/employee-organizational-communications/
Cornelissen, J. (2020). Corporate Communication: A Guide to Theory & Practice. SAGE Publications
Ltd.
Dunstan, A. & Osborne, I. (2017). The People Business: How Ten Leaders Drive Engagement Through
Internal Communications. Kogan Page.
FitzPatrick, L. & Valskov, K. (2014). Internal Communications: A Manual for Practitioners. Kogan
Page.
Gillis, T. (2011). The IABC Handbook of Organizational Communication. International Association of
Business Communicators, ebrary, Inc. 2nd Edition.
Gregory, A., (2015). Planning and Managing Public Relations Campaigns. 4th edition. London: Kogan
Page.
Hallahan, K., Holtzhausen, D., van Ruler, B., Verčič, D., & Sriramesh, K. (2007). Defining strategic
communication. International Journal of Strategic Communication, 1(1), 3–35.