Session VI: Communication Plan Module 3: Project Formulation/Preparation BunChhoeuth KENG; September 2016

Contents Learning Objective What is communication plan Why communication plan is important? How to develop communication plan? Exercises

1. Learning Objective Participants will understand and be able to develop communication plan for a project

2. What is communication plan Defines communication approaches the organization or project uses Describing how the project team communicate with each other How to communicate with those involve with project externally

2. What is communication plan Communication Elements Communication objectives Audiences: internal or external Key messages Communication means and approaches Communication activities and time frame Responsible persons

3. Why communication plan is important? Engaging stakeholders in the process Helps establish trust and ownership among project team Show respect to the people Increase participation and collaboration

4. How to develop communication plan? 1. Develop communication objectives 2. Identify internal/external audiences 3. Design key messages 6. Identify communication activities and develop time frame 5. Plan for a two-way communication 4. Select communication means and approaches

4. How to develop communication plan? 7. Implement communication plan 8. Draft a budget 9. Monitor the results and look for ways to improve

Recommended tools to be used in communication plan Communication analysis (internal) N Internal Audiences Influence on project Messages Methods Objective: all staff in the entire project communicate effectively with each other.   Between staff and manager Primary stakeholders Work plan and budget Project progress report Situation update Financial report Update from target communities Roles and responsibilities Scope of decision making Cooperation with others Regularly team meeting Regular individual meeting Hard copy Electronic copy Email Smart phone Skype

Recommended tools to be used in communication plan Communication analysis (External) N External Audiences Influence on project Messages Methods Objective: to strengthen communication and relationship with donors and relevant government ministries. 1 Donors Primary stakeholders Project proposal and budget Project progress report and update Story of changes Financial report Project evaluation report Financial audit report Hard copy Electronic copy Email Smart phone Skype Facebook   2 Target communities Brief and simple project plan Brief project evaluation report Pictures for people who cannot read nor write

Recommended tools to be used in communication plan Communication Activity (internal) Activities Lead Timeline 2017 (1: January,… 12: December) 1 2 3 4 5 6 7 8 9 10 11 12 Staff submit project annual report for 2016 to Head of organization Project manager 15th Head of project/organisation provide project progress update to Board of Directors Head of project/organisation 30th

Recommended tools to be used in communication plan Communication Activity (external) Activities Lead Timeline 2017 (1: January,… 12: December) 1 2 3 4 5 6 7 8 9 10 11 12 Regular Skype meeting between management team and donors Assigned manager   30th Submit annual report to Ministries Head of project/ organization 5th

Recommended tools to be used in communication plan Communication budget No Items Cost per Unit No of Units Total cost 1 IT support UDS150 12 USD1,300 2 IT services USD30 USD650 3 Materials USD10 USD120 4 Transportation USD20 USD240 Total UDS2,210

Recommended tools to be used in communication plan Communication monitoring plan Objective 1: To ensure effective internal and external communication Audiences Key messages Indicators Source of data Data collection Frequency Responsibility Internal Staff and head of project/ organization Financial policy Staff policy By-law Staff understand and adhere to policies Reports Staff Review report Interview staff Survey Every 3 moths Assigned manager

Recommended tools to be used in communication plan Communication monitoring plan Objective 1: To ensure effective internal and external communication Audiences Key messages Indicators Source of data Data collection Frequency Responsibility External Report to Ministries Achievements and challenges of project The understand the project achievement and challenges Feedback from Ministries   Feed back Follow up by email or phone Meeting Annually

5. Exercise Materials: flip chart, markers Exercise type: Small group work Purpose: to practice on communication planning Activities: Provides introduction to participants Divides participants into five small groups.

5. Exercise Each group is responsible to: Analyze internal and external communication Analysis Develop internal and external communication plan Develop a communication Budget Develop a communication Monitoring plan

References CFNG. (n.d.). Elements of a Strategic Communications Plan. Center for First Nations Governance. Chazaly, C. (2011). Beneficiary Communications Evaluation. International Federation of Red Cross and Red Crescent Societies. CRS. (2013). Communication Toolbox: Practical Guidance for Program Managers to Improve Communication With Participants and Community Members. Catholic Relief Services. FRP. (2011). Communicating Internally and Externally. The Future Ready Project. Wallace Foundation. (n.d.). Workbook A: Creating a Communications Plan. The Wallace Foundation.