How do you incorporate new tools or technologies into your communication plan?

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Communication planning is the process of defining your goals, audiences, messages, channels, and resources for effective and consistent communication. But what happens when you need to incorporate new tools or technologies into your communication plan? How do you ensure that they align with your strategy, meet your needs, and add value to your communication efforts? Here are some tips to help you integrate new tools or technologies into your communication plan.

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Karina Diehl
Paulina Lozano Barragán

Culture | Employee Experience | Internal Communication | CSR | Corporate Wellbeing | DE&I

1 Assess your current situation

Before you adopt any new tool or technology, you need to evaluate your current communication situation. What are the strengths and weaknesses of your existing communication plan? What are the gaps or opportunities that you want to address or explore? How do you measure the impact and effectiveness of your communication activities? How do you manage your communication resources and budget? By answering these questions, you can identify your communication needs and priorities, and determine if a new tool or technology can help you achieve them.

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Karina Diehl
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In my experience I’ve found it helpful to share my communications strategy with other experts and get their perspective on what I’m missing. As a consultant, it’s easy to fall into a silo and not have the full picture. Collaborating with others for an objective point of view always proves valuable.

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Donna-Lynn Kell

Communications and Government Relations Leader
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Incorporating new communication tools can enhance a communication strategy and its results. The pandemic increased our reliance on digital tools, such as social media and virtual engagement opportunities. Following the success of these tools and the convenience they offer to so many, they have been integrated successfully into ongoing communication, offering our audiences/customers/stakeholders an array of ways to get involved and/or to learn something new or be called to action.

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2 Research and compare options

Once you have a clear idea of what you need, you can start researching and comparing different options for new tools or technologies. Depending on your communication goals, you may look for tools or technologies that can help you with content creation, distribution, engagement, analysis, or management. For example, you may want to use a new tool to create infographics, podcasts, or videos, or a new technology to automate your email campaigns, social media posts, or surveys. You may also want to consider the compatibility, accessibility, security, and cost of the new tools or technologies, as well as the availability of support and training.

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3 Test and pilot the new tool or technology

Before you fully implement a new tool or technology, you should test and pilot it to see how it works in practice. You can do this by selecting a small group of users, a specific project, or a limited time period to try out the new tool or technology. This way, you can evaluate its performance, functionality, usability, and impact, and identify any issues or challenges that may arise. You can also collect feedback from your users, stakeholders, or partners, and use it to improve or adjust the new tool or technology.

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Nerina Verriotis

Comunicadora Social | Brand Manager | Marketing Estratégico | Especialista en comunicación y liderazgo | Certified Scrum Master
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Leer, investigar ?y poner manos a la obra! La experiencia y el error son las mejores maneras de aprender. Para poder proponer una herramienta o tecnología es clave conocerla y aprender a usarla para exprimir su máximo potencial.

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4 Update and communicate your communication plan

Once you are satisfied with the new tool or technology, you need to update and communicate your communication plan accordingly. You should document how the new tool or technology fits into your communication strategy, objectives, and tactics, and how it affects your communication roles, responsibilities, and processes. You should also communicate the changes and benefits of the new tool or technology to your team, organization, and audience, and provide them with the necessary information, guidance, and support to use it effectively.

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5 Monitor and evaluate the new tool or technology

Finally, you need to monitor and evaluate the new tool or technology on an ongoing basis to ensure that it meets your expectations and delivers your desired outcomes. You should use relevant indicators and metrics to measure the performance and impact of the new tool or technology, and compare it with your baseline and targets. You should also solicit and analyze feedback from your users, stakeholders, or partners, and identify any areas for improvement or enhancement. You should also be open to learning from your experience and adapting to changing needs and circumstances.

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Paulina Lozano Barragán

Culture | Employee Experience | Internal Communication | CSR | Corporate Wellbeing | DE&I
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When incorporating new tools or technologies into a communication plan, it is essential to carefully monitor and evaluate their effectiveness to ensure they meet the desired objectives. I think the most important aspect to consider after an initial assesment and benchmarking is the pilot testing. Implement a pilot phase where the new tool or technology is used on a smaller scale or in a controlled environment is essential to understand how it will work. During this phase, closely monitor its performance, this helps in identifying potential challenges and fine-tuning the tool before a full-scale rollout.

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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?

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How do you incorporate new tools or technologies into your communication plan?

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1 Assess your current situation

2 Research and compare options

3 Test and pilot the new tool or technology

4 Update and communicate your communication plan

5 Monitor and evaluate the new tool or technology

6 Here’s what else to consider

Communications Planning

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