SlideShare a Scribd company logo
1 of 18
BUILDING A PROACTIVE
COMMUNICATION PLAN
Avoiding Lazy Communication Practices
PROACTIVE
COMMUNICATION
PLANNING
With the rise of
distributed teams,
the lazy
communication
methods of the past
are not working
LAZY COMMUNICATION
RELIANCE
•An accidental overhearing of relevant information
(https://agile-mercurial.com/2019/01/26/what-is-
osmotic-communication/)
Osmotic
Communication
•Accidental moments of collaboration
“Watercooler
Moments”
LAZY COMMUNICATION EFFECTS
• Lack of Standardized Reporting
• Departments deciding on the format of information they
receive with no input from other departments receiving
the same information or the department producing the
information
• Increases the time it takes to communicate
• Over-reliance on “Formal” Communication Methods
• Don’t tell me in person, put it on your report
• Can cause delays in communication
• Reporting of Useless Information
• Communicating because you think someone needs to
know something
• Often results in too many meetings with little relevance to
those involved
• Failure to communicate
• But I thought someone else told you
Distributed teams
are increasing
The remote
workforce is
growing
You can no longer
afford to roll the
dice with your
communication
methods
EVALUATE YOUR NEEDS
What Do You Hope to Gain?
FIGURE OUT WHAT YOU NEED
• Is your team highly distributed?
• Does your team include people from multiple
countries and/or cultures?
• What tools do you have? Do you need new/better
tools?
• What problems are you currently having with
communication? Where has poor communication
failed your teams?
• Who needs to communicate? Who should
communicate? Who is involved in over-
communication (meetings or communication with
almost no benefit)?
DEVELOP
GUIDELINES
•Don’t overdevelop guidelines
– this will cause
communication and morale
to suffer
•Keep things as general as
you can
•Some areas may need more
attention than others
• For example: ensure that sexual
harassment is defined and not
tolerated
LEVELS OF COMMUNICATION
Collaborative Communication Planning
ORGANIZATIONAL LEVELS OF
COMMUNICATION
INTERPERSONAL TEAM MULTI-TEAM
COMMUNICATION
MULTIDEPARTMENT
AND ORGANIZATIONAL
INTERPERSONAL
COMMUNICATION
• The core of the “Watercooler
Moment”
• Communication between
individuals that may or may not
be work related
• Organizations need to actively
work at avoiding the
discouragement of this type of
communication
• Develop opportunities to
carryout interpersonal
communication for those that
wish to engage
TEAM COMMUNICATION
• Communication that is
intended for the whole
team or a majority of
the team
• This communication
may include
communication that is
not work-related, but it
tends to be less
personal
• Team communication
plans should be decided
on a team level by the
team
MULTI-TEAM
COMMUNICATION
• Multiple teams
communicating together
within the same department
• This communication tends
to be only business focused
• The communication plan
should be developed
through a collaborative
effort involving the whole
department using
representatives from the
various teams
MULTIDEPARTMENT AND
ORGANIZATIONAL COMMUNICATION
• Communication between multiple departments or
communication that is organization-wide
• This communication plan should be facilitated by
the highest levels of leaders or management, but
include representatives from the individual
departments
• The plan may be more general in nature, mostly
standardizing communication practices
• Example: Defining the layout of an accounting report
that impacts multiple departments or defining when
people should be notified about important events
REEVALUATE YOUR PLAN
At Regular Intervals, Verify the Plan is Still Relevant and
Being Followed
USING DMAIC
TO IMPROVE
Define
Measure
Analyze
Improve
Control
EXISTING
PROBLEMS
Verify problems were solvedVerify
Ensure plans are being adhered toEnsure
Look for new problemsLook
Accept criticism of the current plan and adapt as necessaryAccept
BUILDING A PROACTIVE
COMMUNICATION PLAN
Joshua Render
https://agile-mercurial.com/
https://twentyfirstcenturyworkforce.com/
https://agile-mercurial.com/2019/05/15/the-distributed-workforce-
is-exposing-flaws-in-business-communication/

More Related Content

More from Joshua Render

More from Joshua Render (17)

Guide to User Story Creation
Guide to User Story CreationGuide to User Story Creation
Guide to User Story Creation
 
Tuckman's Model
Tuckman's ModelTuckman's Model
Tuckman's Model
 
Project Management Processes
Project Management ProcessesProject Management Processes
Project Management Processes
 
Stakeholder Management Knowledge Area
Stakeholder Management Knowledge AreaStakeholder Management Knowledge Area
Stakeholder Management Knowledge Area
 
Procurement Management Knowledge Area
Procurement Management Knowledge AreaProcurement Management Knowledge Area
Procurement Management Knowledge Area
 
Risk Management Knowledge Area
Risk Management Knowledge AreaRisk Management Knowledge Area
Risk Management Knowledge Area
 
Communication Management Knowledge Area
Communication Management Knowledge AreaCommunication Management Knowledge Area
Communication Management Knowledge Area
 
Resource Management Knowledge Area
Resource Management Knowledge AreaResource Management Knowledge Area
Resource Management Knowledge Area
 
Quality Management Knowledge Area
Quality Management Knowledge AreaQuality Management Knowledge Area
Quality Management Knowledge Area
 
Project Management: Cost Management Knowledge Area
Project Management: Cost Management Knowledge AreaProject Management: Cost Management Knowledge Area
Project Management: Cost Management Knowledge Area
 
Project Management: Project Schedule Management Knowledge Area
Project Management: Project Schedule Management Knowledge AreaProject Management: Project Schedule Management Knowledge Area
Project Management: Project Schedule Management Knowledge Area
 
What is Osmotic Communication?
What is Osmotic Communication?What is Osmotic Communication?
What is Osmotic Communication?
 
Project Scope Management Knowledge Area
Project Scope Management Knowledge AreaProject Scope Management Knowledge Area
Project Scope Management Knowledge Area
 
Project Management: Integration Management Knowledge Area
Project Management: Integration Management Knowledge AreaProject Management: Integration Management Knowledge Area
Project Management: Integration Management Knowledge Area
 
PMI-ACP Domain 1 Agile Principles and Mindset
PMI-ACP Domain 1 Agile Principles and MindsetPMI-ACP Domain 1 Agile Principles and Mindset
PMI-ACP Domain 1 Agile Principles and Mindset
 
DSDM certifications
DSDM certificationsDSDM certifications
DSDM certifications
 
What is agile?
What is agile?What is agile?
What is agile?
 

Recently uploaded

Future of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
Future of Trade 2024 - Decoupled and Reconfigured - Snapshot ReportFuture of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
Future of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
Dubai Multi Commodity Centre
 

Recently uploaded (20)

Revolutionizing Industries: The Power of Carbon Components
Revolutionizing Industries: The Power of Carbon ComponentsRevolutionizing Industries: The Power of Carbon Components
Revolutionizing Industries: The Power of Carbon Components
 
Cracking the Change Management Code Main New.pptx
Cracking the Change Management Code Main New.pptxCracking the Change Management Code Main New.pptx
Cracking the Change Management Code Main New.pptx
 
TriStar Gold Corporate Presentation May 2024
TriStar Gold Corporate Presentation May 2024TriStar Gold Corporate Presentation May 2024
TriStar Gold Corporate Presentation May 2024
 
Future of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
Future of Trade 2024 - Decoupled and Reconfigured - Snapshot ReportFuture of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
Future of Trade 2024 - Decoupled and Reconfigured - Snapshot Report
 
The Inspiring Personality To Watch In 2024.pdf
The Inspiring Personality To Watch In 2024.pdfThe Inspiring Personality To Watch In 2024.pdf
The Inspiring Personality To Watch In 2024.pdf
 
Salesforce Loyalty Management A Comprehensive.pdf
Salesforce Loyalty Management A Comprehensive.pdfSalesforce Loyalty Management A Comprehensive.pdf
Salesforce Loyalty Management A Comprehensive.pdf
 
Shoe Deodorizer Manufacturing Plant Project Report.pptx
Shoe Deodorizer Manufacturing Plant Project Report.pptxShoe Deodorizer Manufacturing Plant Project Report.pptx
Shoe Deodorizer Manufacturing Plant Project Report.pptx
 
Raising Seed Capital by Steve Schlafman at RRE Ventures
Raising Seed Capital by Steve Schlafman at RRE VenturesRaising Seed Capital by Steve Schlafman at RRE Ventures
Raising Seed Capital by Steve Schlafman at RRE Ventures
 
Equinox Gold Corporate Deck May 24th 2024
Equinox Gold Corporate Deck May 24th 2024Equinox Gold Corporate Deck May 24th 2024
Equinox Gold Corporate Deck May 24th 2024
 
The Truth About Dinesh Bafna's Situation.pdf
The Truth About Dinesh Bafna's Situation.pdfThe Truth About Dinesh Bafna's Situation.pdf
The Truth About Dinesh Bafna's Situation.pdf
 
How to Maintain Healthy Life style.pptx
How to Maintain  Healthy Life style.pptxHow to Maintain  Healthy Life style.pptx
How to Maintain Healthy Life style.pptx
 
Understanding UAE Labour Law: Key Points for Employers and Employees
Understanding UAE Labour Law: Key Points for Employers and EmployeesUnderstanding UAE Labour Law: Key Points for Employers and Employees
Understanding UAE Labour Law: Key Points for Employers and Employees
 
Unlock Your TikTok Potential: Free TikTok Likes with InstBlast
Unlock Your TikTok Potential: Free TikTok Likes with InstBlastUnlock Your TikTok Potential: Free TikTok Likes with InstBlast
Unlock Your TikTok Potential: Free TikTok Likes with InstBlast
 
MichaelStarkes_UncutGemsProjectSummary.pdf
MichaelStarkes_UncutGemsProjectSummary.pdfMichaelStarkes_UncutGemsProjectSummary.pdf
MichaelStarkes_UncutGemsProjectSummary.pdf
 
HR and Employment law update: May 2024.
HR and Employment law update:  May 2024.HR and Employment law update:  May 2024.
HR and Employment law update: May 2024.
 
Using Generative AI for Content Marketing
Using Generative AI for Content MarketingUsing Generative AI for Content Marketing
Using Generative AI for Content Marketing
 
Stages of Startup Funding - An Explainer
Stages of Startup Funding - An ExplainerStages of Startup Funding - An Explainer
Stages of Startup Funding - An Explainer
 
12 Conversion Rate Optimization Strategies for Ecommerce Websites.pdf
12 Conversion Rate Optimization Strategies for Ecommerce Websites.pdf12 Conversion Rate Optimization Strategies for Ecommerce Websites.pdf
12 Conversion Rate Optimization Strategies for Ecommerce Websites.pdf
 
Unleash Data Power with EnFuse Solutions' Comprehensive Data Management Servi...
Unleash Data Power with EnFuse Solutions' Comprehensive Data Management Servi...Unleash Data Power with EnFuse Solutions' Comprehensive Data Management Servi...
Unleash Data Power with EnFuse Solutions' Comprehensive Data Management Servi...
 
How Do Venture Capitalists Make Decisions?
How Do Venture Capitalists Make Decisions?How Do Venture Capitalists Make Decisions?
How Do Venture Capitalists Make Decisions?
 

Building A Proactive Communication Plan

  • 1. BUILDING A PROACTIVE COMMUNICATION PLAN Avoiding Lazy Communication Practices
  • 2. PROACTIVE COMMUNICATION PLANNING With the rise of distributed teams, the lazy communication methods of the past are not working
  • 3. LAZY COMMUNICATION RELIANCE •An accidental overhearing of relevant information (https://agile-mercurial.com/2019/01/26/what-is- osmotic-communication/) Osmotic Communication •Accidental moments of collaboration “Watercooler Moments”
  • 4. LAZY COMMUNICATION EFFECTS • Lack of Standardized Reporting • Departments deciding on the format of information they receive with no input from other departments receiving the same information or the department producing the information • Increases the time it takes to communicate • Over-reliance on “Formal” Communication Methods • Don’t tell me in person, put it on your report • Can cause delays in communication • Reporting of Useless Information • Communicating because you think someone needs to know something • Often results in too many meetings with little relevance to those involved • Failure to communicate • But I thought someone else told you
  • 5. Distributed teams are increasing The remote workforce is growing You can no longer afford to roll the dice with your communication methods
  • 6. EVALUATE YOUR NEEDS What Do You Hope to Gain?
  • 7. FIGURE OUT WHAT YOU NEED • Is your team highly distributed? • Does your team include people from multiple countries and/or cultures? • What tools do you have? Do you need new/better tools? • What problems are you currently having with communication? Where has poor communication failed your teams? • Who needs to communicate? Who should communicate? Who is involved in over- communication (meetings or communication with almost no benefit)?
  • 8. DEVELOP GUIDELINES •Don’t overdevelop guidelines – this will cause communication and morale to suffer •Keep things as general as you can •Some areas may need more attention than others • For example: ensure that sexual harassment is defined and not tolerated
  • 9. LEVELS OF COMMUNICATION Collaborative Communication Planning
  • 10. ORGANIZATIONAL LEVELS OF COMMUNICATION INTERPERSONAL TEAM MULTI-TEAM COMMUNICATION MULTIDEPARTMENT AND ORGANIZATIONAL
  • 11. INTERPERSONAL COMMUNICATION • The core of the “Watercooler Moment” • Communication between individuals that may or may not be work related • Organizations need to actively work at avoiding the discouragement of this type of communication • Develop opportunities to carryout interpersonal communication for those that wish to engage
  • 12. TEAM COMMUNICATION • Communication that is intended for the whole team or a majority of the team • This communication may include communication that is not work-related, but it tends to be less personal • Team communication plans should be decided on a team level by the team
  • 13. MULTI-TEAM COMMUNICATION • Multiple teams communicating together within the same department • This communication tends to be only business focused • The communication plan should be developed through a collaborative effort involving the whole department using representatives from the various teams
  • 14. MULTIDEPARTMENT AND ORGANIZATIONAL COMMUNICATION • Communication between multiple departments or communication that is organization-wide • This communication plan should be facilitated by the highest levels of leaders or management, but include representatives from the individual departments • The plan may be more general in nature, mostly standardizing communication practices • Example: Defining the layout of an accounting report that impacts multiple departments or defining when people should be notified about important events
  • 15. REEVALUATE YOUR PLAN At Regular Intervals, Verify the Plan is Still Relevant and Being Followed
  • 17. EXISTING PROBLEMS Verify problems were solvedVerify Ensure plans are being adhered toEnsure Look for new problemsLook Accept criticism of the current plan and adapt as necessaryAccept
  • 18. BUILDING A PROACTIVE COMMUNICATION PLAN Joshua Render https://agile-mercurial.com/ https://twentyfirstcenturyworkforce.com/ https://agile-mercurial.com/2019/05/15/the-distributed-workforce- is-exposing-flaws-in-business-communication/