What are the best practices for developing an adaptable communication plan?

1 Assess your client's communication style

Before you design your communication plan, you need to understand your client's communication style. How do they like to receive information? What is their preferred channel and frequency of communication? How do they respond to feedback and questions? How formal or informal are they in their tone and language? By assessing your client's communication style, you can tailor your plan to match their expectations and preferences. You can also avoid potential misunderstandings, conflicts, and frustrations that may arise from mismatched communication styles.

2 Define your communication objectives and outcomes

Next, you need to define your communication objectives and outcomes. What are the main goals and purposes of your communication with your client? What are the key messages and information that you need to convey? What are the desired outcomes and actions that you want to achieve from your communication? By defining your communication objectives and outcomes, you can align your plan with your project scope and deliverables. You can also measure and evaluate the effectiveness of your communication and make adjustments as needed.

3 Choose your communication methods and tools

Then, you need to choose your communication methods and tools. What are the best ways to communicate with your client based on their style, objectives, and outcomes? How can you leverage different communication methods and tools to enhance your communication? For example, you may use email for regular updates, phone calls for urgent issues, video conferencing for presentations, and instant messaging for quick questions. You may also use project management software, online platforms, or shared documents to collaborate and communicate with your client. By choosing your communication methods and tools, you can optimize your communication and ensure clarity and consistency.

4 Create your communication schedule and protocol

After that, you need to create your communication schedule and protocol. When and how often will you communicate with your client? What are the milestones, deadlines, and deliverables that require communication? Who are the main contacts and stakeholders that you need to communicate with? How will you handle changes, risks, and issues that may affect your communication? By creating your communication schedule and protocol, you can establish a clear and realistic communication plan that can meet your client's needs and expectations. You can also avoid over- or under-communicating with your client and ensure timely and relevant communication.

5 Solicit and provide feedback

Finally, you need to solicit and provide feedback. How will you ask for and receive feedback from your client on your communication and performance? How will you give feedback to your client on their communication and expectations? How will you incorporate feedback into your communication plan and actions? By soliciting and providing feedback, you can improve your communication and relationship with your client. You can also identify and address any gaps, issues, or opportunities that may arise from your communication and ensure mutual satisfaction and trust.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?