This communication plan outlines steps for ensuring important instructions from a meeting reach global subordinates, suppliers, and clients. It recommends a devolved approach using central points of contact in each operating country. The 5 steps are: 1) develop a clear message, 2) identify recipients, 3) understand access to communication, 4) use targeted channels, and 5) ensure delivery. An example outlines communicating an Ebola outbreak to employees, contractors, and a client at a mine site in Guinea through phone calls, emails, and in-person meetings while monitoring delivery.

1. Communication Plan
International MBA , IE
Essay Question: You have just participated in an important meeting with your superior. How
will you ensure that every part of the instructions you received will properly reach all
subordinates, suppliers and clients, located in different parts of the world?
Applicant: Marc Katchouni

2. Overview
• Proper communication planning creates a system to deliver
information to the right stakeholders in the right format, at the right
time, and with the right impact.
• This PowerPoint highlights the steps to proper communication in a
global setting and illustrates this using an example.

3. Approach to Proper Communication
Centralised approach Devolved approach
A devolved approach to communication using one small central team
to communicate with other central points of contact within each
operating country may facilitate communication to geographically and
operationally diverse stakeholders.

4. Steps to Successful Communication
1. Develop a clear message
2. Identify recipients and know the company’s audience [i.e.
global employees, clients, suppliers, etc.]
3. Understand how recipients access communication
4. Use targeted communication channels
5. Ensure message is delivered and processed by recipient

5. Step 1 –Develop a Clear Message
• Use simple language and cut through the noise
• Use visuals
• Sum up the message first, then provide detailed instructions
• State clearly the action item
• Use consistent approach to translation and colloquial
language, and identify person(s) responsible for translation

6. Step 2 – Identify Recipient
• Create a list of stakeholders, including employees, clients and
suppliers
• Work with human resources, accounts and procurement
globally to develop a comprehensive list of stakeholders
Operating
Company
Division Team
Manager
Employee
Name
Role Email Telephone
(Inc. mobile)
Supplier /
Client
Internal
Primary
Contact
Supplier /
Client
Contact
Name
Supplier /
Client Email
Supplier /
Client
Telephone
Supplier /
Client
LinkedIn or
Twitter Page

7. Step 3 – Recipient’s Access to
Communication
• Understanding the recipient’s access to communication is
vital for message delivery.
Examples
• Field-based or manufacturing workforces may have limited or
no access to technology (i.e. email, intranet sites, social
media, etc.)
• Employees may never read company newsletters or
announcements on notice boards
• Employees, clients or suppliers availability for meetings may
be limited

8. Step 4a – Communication Channels
(Internal – Employees)
Technology
• Email announcement
• Intranet site
• Electronic notices on office
TV screens
• Telephone briefings
• Text messages
• Internal social network
Face-to-Face
• Small scale team briefings
• Town hall events for all
staff

9. Step 4b – Communication Channels
(External – Client and Suppliers)
• Email
• Telephone briefing
• Face-to-face meeting
• Social media, such as
LinkedIn or Twitter to
reach customers
• Announcement on
company’s external
webpage
• Mail/Post

10. Step 5 –Message Delivery Monitoring
• Quantitative
• Monitor click-rates to webpage or
intranet pages
• Monitor emails or text message
read/unread notification
• Qualitative
• Internal Employees: follow up with
communication coordinators or local
team managers via telephone
• External Clients/Suppliers: follow up
with primary client or supplier contact
via email, telephone or through face-to-face
meeting
• Track and re-issue reminders

11. Example – Ebola outbreak near mine
site in Guinea
Scenario
• Due to an Ebola outbreak near a mine site in Guinea, where
Company X has a team of engineers on-site, I am tasked to
communicate to our client, sub-contractors, and employees to
halt work and evacuate.

12. Message Creation
• Draft message in English, French and Spanish to target three
languages commonly used at the mine site

13. Stakeholder List
Example - Internal Employees
Operating
Company
Division Team
Manager
Employee
Name
Role Email Mobile
Number
Company X,
UK
Geology John
Smith
Robert
Brown
Field
Engineer
RB@cx.com +44 12345
Company X,
Spain
Environmental Fernando
Ferrer
Sara Garcia EHS Lead RB@cx.com +34 12345
Example - Contractors and Client
Company Internal
Primary
Contact
Contact
Name
Email Telephone LinkedIn or
Twitter Page
Copper Driller
Inc.
John Smith Jane Hayes AB@driller.com +44 12345 Web link
Rio Mining Steven Smith Aaron Meyer AM@RM.com +44 12345 Web link

14. Assess and Communicate
Internal Field Employees
1. Text message to notify
2. Telephone follow up with detailed
instructions
3. Mobilise health and safety company
leader to Guinea for face-to-face
communication given the severity of
Ebola
Other Internal Employees
1. Email announcement to employees
not directly affected by work
stoppage in Guinea
2. Intranet notice
Internal Team Managers
1. Telephone / conference call to notify
management team
2. Email follow up
Client
1. Telephone conversation with client
point of contact
2. Face-to-face meeting to communicate
contractual implications
3. Email follow up
Suppliers (Local)
1. Telephone supplier to notify
2. Email follow up outlining impacts of
halting the works
Suppliers (Global)
1. Task local office to telephone supplier
to notify
2. Email follow up outlining impacts of
halting the works

15. Monitor
Follow up

16. Thank you for your consideration