Internal Communications Plan Template (+ Example)

Why you need an internal communications plan template

An internal communications strategy might be entirely different, and may be less about one specific initiative and more about the overall purpose and cadence of internal communications within the business. Your strategy might be more about establishing norms for group communication, how you’ll roll out all-company news, what channels work best for your employees, or tying comms in with a specific business initiative (like recruiting new hires or generating more revenue). We don’t recommend this particular template for that use case… this one’s strictly for the comms.

Ultimately, your internal communications plan should communicate the basics: who, what, where, when, and how (and who owns it). Our template is simple and effective and should do the trick as you work through things like product launches, benefits updates, mergers & acquisitions, or other large-scale changes to the business. (In our sample template, we walk through a communications plan for informing employees about a shift to hybrid work, for example.)

How to make a great internal comms plan with this template

When navigating changes in internal comms – whether transitioning to a hybrid work model, launching a new initiative, or managing a crisis – structured, clear communication becomes crucial. But coordinating with different teams and getting everyone aligned can feel overwhelming. That’s where an internal communication plan template can make all the difference.

Our downloadable template organizes your communication process into key components: audience, strategy, key message, channels, timing, and ownership. Let’s talk about why these elements are so important and how a template can streamline your internal comms.

1. Audience targeting

First, make sure you understand who you’re talking to. Different roles and departments need varying types of information. For instance, senior leadership needs strategic updates, while frontline employees require specific action steps for their daily tasks.

With our template, you can segment your audience to be confident that each group receives relevant information that’s aligned with company goals.

2. Strategic planning

Outlining a communication strategy is key to ensuring your messages land. Are you working to inform, motivate, or gather feedback? The template helps you clearly define your strategy so every message has a purpose. This keeps communication focused and reduces unnecessary noise, avoiding the dreaded information overload.

3. Crafting clear key messages

All internal communications should be clear and concise. What do you want your audience to take away? Beyond just the facts, think about how you want your team to feel – reassured, inspired, or prepared.

The template helps you craft direct, targeted messages for each audience segment, so your communication is not only clear but also engaging and actionable.

4. Choosing the right channels

Choosing the most effective communication channel is as important as the message itself. Maybe an urgent operational update calls for a text message, while a strategic overview might be better suited for a CEO newsletter.

The template guides you in matching each message with the most effective communication channels, ensuring that information is delivered in the right format and reaches the right people.

5. Timing is key

In internal communications, timing is everything. Sending a message at the wrong time can lead to confusion, missed opportunities, or even disengagement. That’s why the template has a section to schedule your communications in the right order. You should be making sure that your team knows when to expect updates and creating a sense of reliability in your messages.

6. Ownership and accountability

Effective communication doesn’t just happen – it requires responsibility. By assigning ownership for each message, the template ensures that someone is always accountable for delivering the right information at the right time. This way, nothing falls through the cracks, and your team remains well-informed and engaged.

By incorporating these elements into your communication strategy, you can be sure your messages are clear, timely, and actionable. A structured approach helps keep everyone aligned, even during times of change or uncertainty.

Download our Internal Communications Plan Template to streamline your communication process and make sure your team is always in the loop!