Communication Plan Template: Build an Audience and Timing Grid

Read the fictional fact brief

Approved move brief v3 says the office desk area moves to Level 2 on 22 October. Training sessions stay on Level 1. The move lead approved that brief on 15 October at 10:00. Office visitor bookings must be checked before sending individual appointment updates.

This is a practice scenario, not a current relocation notice. The Department of Commerce toolkit includes communication-planning fields such as message, channel, audience, sender and timing. Our grid adds source references, send conditions and feedback tracking for this independent fictional case.

Choose different information for each audience

Inspect the blank grid before filling it

Each row contains record ID, audience, verified message/action, source reference, owner/approver, channel, send time/trigger, feedback route and status/review. The blank CSV has four empty rows; add more as needed in a spreadsheet application.

Keep owner and approver explicit. “The team” is a weak substitute when no person or role has accepted the send. A condition such as “after appointment list check” should remain visible until it is satisfied; do not replace it with a date merely to make every cell look complete.

Look for contradictions and unserved audiences

The visitor row must distinguish office appointments from training bookings. A blanket “all visitors go to Level 2” would contradict the approved brief. The reception row needs to be available before the relevant shift, rather than after staff arrive.

The shared notice provides a place to update answers, while each direct message has a reply route. Record actual sends and unresolved questions separately when work begins. Neither a filled grid nor an email’s scheduled time proves understanding, access or attendance.

Review the plan when the source changes

If move brief v4 changes the date, identify every affected row, check the replacement fact, obtain the required approval and update the public-facing or direct messages that relied on v3. Retain which version each plan row used.

Use the filled example as a worked pattern, then replace all fictional dates, roles and references. The CSV files are editable text tables, without formulas, automatic reminders or mailing functionality. Their value is the visible decision trail, not an implied delivery system.