Communications Check List
Return to Communications Quick Guide

Use the following checklist as a roadmap for the key components of your communication plan, including message, audiences, methods, timing and measurement.


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What am I communicating?

New/changed business process or operational procedure

Education/Sharing best practices or industry news 

Reorganization/new business model

 Soliciting feedback/suggestions 
General business update

Staff changes

Sharing resources/where to find information

 Recognition/Teambuilding 
New/changed business or product strategy Corporate communication
Other: Direct job impacts

Who do I tell?

Ovations Executive Team (CEO/COO and direct reports)

 Ovations Leaders
(VP/Director)

All Ovations employees

All UnitedHealth Group employees
Front-line managers Business partners/vendors
Directly affected employees (list)
 
Groups working closely with affected employees (list)

 

Key messages for this communication

State the purpose (what are we doing?):


Explain the rationale (why are we doing it?):

Link rationale to key internal/external themes (how does it support business strategy?):

Describe next steps (what will happen or be done differently?):

Provide resources (where can I get more information and ask questions?):

 

What communication methods do I use?
Note: the more sensitive or complex the message, the more personal the initial delivery method and the more communication required overall

Very complex/sensitive message
(direct job impacts, major business change, etc.)

1:1 meetings

 All-staff meeting Email message


Somewhat complex/sensitive message
(shift in strategy, new operational approach, etc.)
Small group discussions

Memo

 Intranet posting/news item


Straightforward message
(general business updates, recognition, sharing resources, etc.)
Team meeting

Broadcast voice mail message

 Print newsletter

 

Who is accountable for creating and cascading the communication?
List individuals accountable for the message and the process

Ovations Executive Team and support staff:
   
Ovations Leadership Team and support staff:
Front-line managers and support staff: 

 

How do I ensure the message was received and understood?

Request list of employees on vacations and leaves; ask managers to contact them directly

Send employees email or voice mail message soliciting comments

Request intranet site hits

 

 Ask managers to confirm communication reached their groups
Ask management team for summary of employee feedback

Conduct zoomerang surveys
Request list of employees without intranet or email; ask managers to distribute the information Hold skip level meetings (for two or more layers of reports)
Review fax transmittal reports
    



How do I tell whether employees can articulate the message?

Ask employees to put the message in their own words

 Schedule employee roundtables

Hold focus groups

 “Walk the floor” for informal conversations
Ask what the message means to employees in their specific jobs and business groups Review communications created by employees to see whether they incorporate the message

 

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