Ulrike von Lonski, Director of Communications, WPC UIA Round Table 2015 Workshop: Communication Strategies: Getting the message across

Communication Planning Tool Audience Channel Key messages Timing Measure success Who is your audience? What group are you trying to address? What are your key messages? 3-5 headers How can you tell whether your communication has been effective? What are key performance indicators ? Which tool(s) or channels work best for your key objective and the defined audience? What are your deadlines and when is the most effective time for your communication? Main objective / purpose What is the key objective of your communication?

Key take aways - Messages Clear Communicate with clarity on what the organisation is and does. Clear messages are critical for effectiveness. Consistent Compile a series of key messages to be used consistently and regularly when communicating externally. These messages should be branded and known at all relevant levels of the organisation so that all use them uniformly to maximise their effect. Connected = Timely & Planned Communication messages must be well-timed and connected with the key issues in the wider framework. Coordinated Ensure a systematic and predictable information flow between the operations team and the communication team. Make sure you have an agreed sign off procedure and stick to it.

Key take aways - Tools Communications Plan Create a strategic plan for your communications with the input of all divisions, and list the key objectives & messages in a communications matrix covering: Who?Audience How?Channels What? Messages WebsitePublicationsEventsPresentationsSocial Media Press Internal / Committees: Message 1Message 2Message 3Message 1 Internal / Members: Message 4Message 2Message 3Message 5Message 4 External / Public: Message 3 External / Stakeholders: Message 4 Message 3 Message 4 Communications Calendar Once your strategic plan is in place, develop a matrix for the year, listing month by month all the channels and the key deliverables / milestones for all activities produced or organised by the association. Month 1Month 2Month 3Month 4Month 5 Milestones / Deliverables EventAGMNew ReportPublicationExternal event List of Channels: eg Website Message / Action Publications