Business Communication Plan Report: Meowington Financial Services

This report presents a comprehensive communication plan designed for Meowington Financial Services, addressing the introduction of new templates within their document suite. The report meticulously outlines the rationale behind the changes, the templates themselves (including meeting agendas and presentation formats), and a detailed training presentation to guide staff on their effective utilization. Furthermore, it encompasses a strategic implementation plan, complete with a timeline to ensure a smooth transition. Key components of the plan include a sample communication plan, meeting agendas, email communications to staff to announce the new templates, a presentation to staff on template usage, and detailed communication timelines. The report provides a clear understanding of the communication planning process, offering valuable insights into the strategies and tools needed for successful implementation within the organization. It covers topics like setting the stage, articulating the vision, creation of communication plan, calling meetings and setting the agenda for training. The report also includes the email to participants, timeline for change, and Gantt chart.

Running head: MANAGEMENT
Business Communication
Name of the student
Name of the university
Author Note:

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Table of Contents
Introduction................................................................................................................................3
Meeting Agenda/Meeting Minutes............................................................................................3
Meeting Agenda Template.........................................................................................................4
Email to participants..................................................................................................................5
Purpose for Change....................................................................................................................7
Communication Plan..................................................................................................................7
Timeline for Change..................................................................................................................8
Table No 1: Timeline for Communication Planning..............................................................8
Figure No 1: Gantt chart........................................................................................................9
Conclusion..................................................................................................................................9
References and Bibliography...................................................................................................10

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Introduction
The following report has been prepared to provide a proper understanding related to
the communication planning of the organizations. A good communications planning is much
like a good marketing practice. The presence of a good communication helps to sale the
goods and product to the customers and also helps to attain a strong reputation from the
marketing team of the organization. The report here has presented the communication
planning of Meowington Financial Services. The report has been presented in a theoretical
format as well as also presented the different templates related to the planning and has also
presented a detailed meeting agenda that has helped to identify the purpose of the meeting
and the different strategies to be undertaken in order to formulate a strong and effective
communications plan.
Meeting Agenda/Meeting Minutes
The meeting agenda for the meeting is to bring together all the stakeholders of the
Meowington Financial Services and curve out a unique communication plan that will be able
to address all the different areas of the problems and issues within the organization. Apart
from this the formulation of the communication plan can also help in the better bonding of
the employees and the management and thus can help in the improvement of the performance
of both the organization and the individuals themselves.

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Meeting Agenda Template
Meeting Called by Date Time Location Attendees:
Communication
Manager of
Meowington
Financial Services
29th October, 2019 2:45PM Duxton Hotel,
Conference
Room
CEO, Communications
Manager, Operations Manager,
Sales Manager, Marketing
Manager, Communication
executives, HR Manager
Stakeholders
Type of Meeting Facilitator Note Taker Timekeeper Agenda Items
Formal Meeting
involving formal
discussions
Communications
Manager
Other
Managers
Operations
Manager
Facilitating a strategic plan of
communication and adopting to
the new templates for
communication, ensuring the
presence of a better
understanding in between the
employees and the management
Topic Presenter Time allocated
Building up a communication planning
for the maintenance of sustainability and
success for the organization.
The
communication
plan will be
presented by the
communications
manager of the
company
The time for the meeting has been allocated for
about 2 hours starting from 2:45 PM and will end at
4:45 PM. The time will first be used to discuss the
purpose of the meeting, then the meeting is
scheduled to present the plan and finally the plan
will need to be approved or rejected at the last with
special amendments being provided in case of the
rejection of the plan.
Other information: The meeting will be conducted with the scope of keeping chances for conducting a meeting on the
same topic in future. However, the communications manager will be trying his level best to get approval for the
communication planning in the first meeting.

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Attendee’s notes: The attendees have all provided a positive response to the plan as they have stated that the plan is quite
full proof and can really make a positive impact on the success of the organisation in a structured manner. The plan has all
the necessary characteristics in them to ensure huge success for the organization.
Email to participants
The Email needs to be send out to the attendees as the Email will inform them about
the agenda and the time of the meeting and will also inform them about the way to deal with
the new templates and changing style of the communication planning.
From: [e-mail]
To:[e-mail],[e-mail],james@
meowington.com.au, [e-mail], [e-mail]
Subject: (To make the employees aware of the new communication planning and the use of
the new templates)
Respected Sir’s/Madam’s
I hereby request you to kindly take attention of the fact that the
communications department of Meowington Financial Company in collaboration with the
operations department has decided to conduct a formal meeting to make the employees and
the managers aware of the new communication plan and the adoption of the new
communication planning based on new templates and new tables. The new meeting will be
able to mitigate all the issues that currently exists in the communication chain. The meeting
will be organized at 29th September, 2019 from 2:45 PM. The formal meeting will be
conducted in Duxton hotel, Perth at the conference room of the hotel.

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The attendance of each and every of the recipients of the
mail is extremely important for making the meeting successful.
Thanking You,
Maria Joseph (Senior Communications Manager)
Training presentation
The training plan must be created by the organization that will be able to address the
different issues that might hamper the implementation of the new communication planning.
The presence of the new communication plan can thus help the employees to adopt to the
situation in a much better and efficient manner. Some of the steps that needs to be followed in
the presentation of a training plan are as follows;
a. Setting the stage- The set has to be stage up by the communications manager of
Meowington Financial Company. The stage can be set by telling about the
expectations of the people, the establishment of a strong sales and promotional force
and also be transparent that can help the organization to measure the success in an
easy manner.
b. Articulating the vision- The communications manager as well as the operations
manager of the company must make the stakeholders and the employees understand
the importance of the communications plan and make the most of it in a strong
manner. The presentation of the vision can help the organization to prove the desired
outcome in a proper and efficient manner.
c. Creation of the communication plan- The communication plan for the financial
services will provide much better network to communicate in the most efficient

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manner and limit the distance in between the employees and the top notch
management.
d. Calling meetings- The meetings regarding the communication plan and its
implementation will be conducted to ensure success.
e. Setting the agenda for the training- The agenda for the training will be presented
and approved in the meeting to meet the demands of the training.
Purpose for Change
The change is currently needed because of the changing types of the communication
templates and the changes in the different kinds of the process of communication.
Meowington Financial Company must equip the employees of the organization with the latest
skills of modern business communication and also make them aware of the new forms of
communicating templates and channels in a proper and scientific way. According to,
Habermas (2015) this makes the importance of the business communication plan and the
meeting. The plan will thus help to address all the current issues of the meeting process.
Communication Plan
Target
audience:
Who do we
want to
inform?
Key messages:
What do we want to
tell them?
Communication
methods:
How are we going to
tell them?
Who is responsible for
doing it?
Deadline:
By when does
this need to
happen?
Date
completed
Stakeholders  New
Communications
Plan
 Meeting of the
stakeholders
 Communications
Manager
 29th
September,
2019

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 Meeting of the
managers
 Operations
Manager
 30th
September,
2019
 Meeting with the
employees
 Both
Communications
Manager as well as
operations
manager
 5th October,
2019
 Final plan
implementation
 Both
communications as
well as operations
manager
 1st
November,
2019
Employees
The new Changes to
the communication
plan
Meetings and
presentations
Communications
Manager
26th September,
2019
The communication plan is needed for the organization to change the traditional
approach of communicating and implement the much better and modern approach to
marketing. The management of Meowington Financial Company can employ the
Synchronous form of business communication to enjoy a smooth process in the
communication (Ahluwalia et al. 2015). The synchronous communication will involve the
management to start a communication process where live meeting, conference calling, use of
technologies like Skype, video conferencing are used. The communications manager and the
operations manager of Meowington Financial Company can use these technologies in a
constructive manner to ensure the success of the project that will establish the new
communication plan within the business organization.
Timeline for Change
Task Name Duration Start Finish
Project Communication Plan 119 days Wed 18-09-19 Mon 02-03-20
Decision to start the project of
Communication change plan 1 day Wed 18-09-19 Wed 18-09-19
Deciding the meeting agenda 10 days Thu 19-09-19 Wed 02-10-19

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Deciding the meeting
attendees 12 days Thu 03-10-19 Fri 18-10-19
Sending Emails to attendees 14 days Mon 21-10-19 Thu 07-11-19
Conduction of the meeting 1 day Fri 08-11-19 Fri 08-11-19
Approval of the plan in the
meeting 1 day Mon 11-11-19 Mon 11-11-19
Implementation of the training
program 25 days Tue 12-11-19 Mon 16-12-19
Implementation of the
communication plan 20 days Tue 17-12-19 Mon 13-01-20
Monitoring the planning
program implementation 35 days Tue 14-01-20 Mon 02-03-20
Table No 1: Timeline for Communication Planning
Source: (As created by the Author)
Figure No 1: Gantt chart
Source: (As created by the Author)

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Conclusion
The following report has presented a clear and transparent picture based on the
adoption and implementation of the different processes that are based on the communications
plan of Meowington Financial Company. The changes in the communications planning and
the adoption of new and better technologies to address the traditional issues of the
organization in a strong manner. The report here has presented a communications plan, the
training plan along with the agenda of the meeting to be conducted. In addition, the report has
been made more compact by presenting the Email of the communication manager to the
attendees. The report thus presents a great picture for the readers to get an idea of the
communication plan.

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References and Bibliography
Ahluwalia, S.C., Bekelman, D.B., Huynh, A.K., Prendergast, T.J., Shreve, S. and Lorenz,
K.A., 2015. Barriers and strategies to an iterative model of advance care planning
communication. American Journal of Hospice and Palliative Medicine®, 32(8), pp.817-823.
Austin, E.W. and Pinkleton, B.E., 2015. Strategic public relations management: Planning
and managing effective communication campaigns. Routledge.
Giamou, M., Khosoussi, K. and How, J.P., 2018. Talk resource-efficiently to me: Optimal
communication planning for distributed slam front-ends. In Proceedings of the IEEE
international conference on robotics and automation.
Giles, H., 2016. Communication accommodation theory. The International Encyclopedia of
Communication Theory and Philosophy, pp.1-7.
Habermas, J., 2015. Communication and the Evolution of Society. John Wiley & Sons.
Kelley, L., Sheehan, K. and Jugenheimer, D.W., 2015. Advertising media planning: a brand
management approach. Routledge.
Mehrabian, A., 2017. Nonverbal communication. Routledge.
Smith, R.D., 2017. Strategic planning for public relations. Routledge.