During a communication plan meeting, team members discuss the goals, target audience, key messages, and channels to be used for effective communication. They also assign responsibilities, set timelines, and establish metrics for measuring success.

Taking notes during a communication plan meeting is important to ensure that all key points and action items are captured for reference and follow-up. After the meeting, the notes may be shared with team members for review, used to create a formal communication plan document, or serve as a reference for future meetings and updates.

Good communication plan notes should be clear, concise, and organized, including key objectives, target audience, messaging, channels, timeline, and responsibilities.

1. Understand the purpose and objectives of the communication plan.

2. Identify key stakeholders and their roles in the communication process.

3. Take note of important deadlines and milestones for communication activities.

4. Record key messages and communication channels to be used.

5. Keep track of feedback and responses from stakeholders for evaluation and improvement.

Communication plan notes: Key items

• Purpose of communication – Clarify the goal of the communication plan and ensure all messaging aligns with this purpose.

• Target audience – Identify the specific audience to tailor messaging and delivery methods effectively.

• Key messages – Define the main points that need to be communicated to ensure clarity and consistency.

• Communication channels – Determine the most effective platforms (email, social media, meetings, etc.) for reaching the audience.

• Timeline – Set a schedule for when each communication will be sent to maintain consistency and timeliness.

• Responsibilities – Assign roles to ensure accountability and completion of tasks.

• Feedback mechanism – Establish a system for receiving feedback to evaluate and improve communication efforts.

• Budget – Define financial resources to ensure feasibility.

• Evaluation metrics – Set measurable goals to track the success of the communication plan.

Common mistakes in taking communication plan notes (and how to avoid them)

• Not capturing all important information – Missing key details can lead to misunderstandings and overlooked follow-ups.

• Lack of organization – Disorganized notes make it difficult to reference and act on key points.

• Inaccurate or incomplete information – Miscommunication and errors can arise from incorrect or missing details.

• Not assigning action items – Without clear ownership, tasks may fall through the cracks.

• Not reviewing and revising notes – Notes should be updated and clarified post-meeting to ensure accuracy.

Avoid these mistakes:

• Automatically record all key discussion points.

• Organize notes in a structured, logical manner.

• Ensure accuracy by reviewing notes after the meeting.

• Assign action items to specific team members.

• Set deadlines and reminders for task completion.

• Use automation tools like Zapier, HubSpot, Slack, Salesforce, and Notion to share meeting insights.

• Update CRM systems with meeting notes and action items.

• Create tasks automatically in project management tools like Linear and Monday.

How do we make sure that follow ups for my communication plan actually happen?

Follow-ups may include conducting surveys, analyzing communication effectiveness, and making adjustments based on feedback. Regular check-ins can help ensure communication goals are met and any issues are addressed.

Here are some examples of what you can use Circleback to automate:

• Automatically send meeting notes and action items to stakeholders.

• Integrate with Zapier to update HubSpot with new contacts or leads.

• Send meeting data to project management tools for progress tracking.

• Update Salesforce with new tasks and opportunities.

• Create Linear tasks for follow-ups on specific action items.