How to create a schedule for the internal communication plan

12 of May, 2025

Creating an internal communication plan schedule is an essential part of any company. It helps ensure that all stakeholders can stay informed and up-to-date with the latest tasks to be carried out.

In this article, we will cover the different necessary steps, from reviewing a model to setting evaluation dates. In the end, you will have a complete schedule to ensure the success of your internal communication.

What is the internal communication plan schedule?

An internal communication plan schedule is a detailed calendar that describes the steps and processes necessary to implement a successful internal communication plan.

In it, the different activities to be carried out are described to ensure that all stakeholders are informed and up-to-date about all actions within the organization.

Structure of an internal communication plan schedule

For it to be operational, the structure of an internal communication plan schedule must include the following elements:

Dates: each activity must have a specific date for its realization and the calendar must include a list of these dates.
Activities: specifying the communicative action and the message to be transmitted is essential to be able to coordinate the team.
Objectives: the objectives of the internal communication plan must be embodied in each action of the calendar. All to ensure that the activities are in line with the overall objectives.
Audience: the calendar must identify the target audience for each activity, so you can personalize the message in the most effective way.
Communication channels: the calendar must include a list of the communication channels that will be used to disseminate each activity.
Responsible: the calendar must depict the responsible party for each activity.
Key messages: determine the main messages that are going to be communicated.
Comments: if something is not working, the calendar must include a list of comments and necessary adjustments to improve the internal communication plan.
Evaluation: includes dates and evaluation methods to measure the effectiveness of the plan.

It is important that the calendar is a dynamic document that can be updated as needed. That is, if changes or challenges arise that require an adjustment in the plan.

A well-structured and updated calendar will ensure an effective and efficient implementation of the internal communication plan.

How to develop an internal communication plan schedule?

Creating an internal communication plan schedule is a task that requires some dedication.

But with the right steps, it can be a simple and effective process. Here are six steps to create an effective schedule:

1. Review the internal communication plan model

The first step in generating an internal communication plan schedule is to review the already implemented model.

This analysis will provide you with a global vision of the different activities and processes involved in creating an effective plan.

Thus, you can start by drafting a standard document and noting the different tasks that must be completed. Everything from setting goals in your planning and identifying your recipients within the company.

Remember that knowing your audience will help you personalize your message to make it more impactful.

2. Determine the means and channels based on the audiences

Once the template is corrected, you will have to determine the most adequate means and channels for your internal communication plan schedule.

Decide what means you will use to communicate with your employees, such as emails, meetings, surveys, intranet, etc.

Keep in mind that this will ultimately depend on the target audience and their preferences. For example, if you are targeting young employees, you can opt for social media channels like WhatsApp or Google Meet.

On the other hand, if you are targeting an older audience, you can opt for more traditional channels, such as panels or face-to-face meetings.

In addition, remember that there are other solutions, such as HR software, which can be used as internal communication channels. Thanks to them, you can send internal announcements and surveys to probe your workers’ participation in events.

This type of solutions also allows you to verify if they have been received by all employees, or not.

3. Choose the most suitable formats

Have you already determined the most suitable means and channels according to your type of employees? Then you will have to choose the most appropriate formats for your internal communication plan schedule.

This will depend on the type of content you share and the target audience.

For example, if you share text-based content, you can opt for a printed newsletter format or by email.

If, on the contrary, you want to share video content, you can choose a YouTube channel that can be shared on WhatsApp later.

Variety in formats not only maintains interest but also ensures that the information is clearly understood.

4. Compile actions and messages in a table

The next step in the internal communication plan schedule is to compile all the relevant actions and messages to be regularly published. Ideally, you should put them in a table.

This will help ensure that all activities and processes are clearly described and organized.

It will also contribute to all stakeholders knowing their responsibilities and having a clear view of the schedule.

This table should include:

Action or event: brief description of the action or message.
Objective: what is expected to achieve with this action.
Target audience: who the message is aimed at.
Channel: medium through which the message will be transmitted.
Format: type of content (email, video, newsletter, etc.).

5. Assign dates and responsibilities for each action

Once all the relevant actions and messages are compiled in a table, you will need to assign dates and responsibilities for each action.

This way, you will make sure everyone knows when each activity should be completed and who is responsible for it.

If they are long-term actions, you can also mark dates for check-in meetings. Thus, you can review the status of each planned action in your internal communication plan schedule.

6. Set evaluation dates

The last step in creating an internal communication plan schedule is to set evaluation dates.

This will help ensure that all stakeholders can check and evaluate the plan at regular intervals. In addition to knowing if the actions are proving effective. Or if it would be necessary to implement some changes in the calendar.

It will also contribute to ensuring that any change or adjustment is made at the right time.

It is important to keep in mind that the successful implementation of an internal communication plan requires time and effort. But the results are worth it.

A clear and effective communication can improve employees’ job satisfaction and performance. As well as fostering a culture of collaboration and teamwork.

Implement your internal communication plan

By following these six steps, you will be able to create your own internal communication plan schedule. This will help you ensure that all stakeholders are informed and up-to-date on the latest events within your organization.

It will also contribute to all activities and processes being well described and organized. Thus, you will make sure that everyone is on the same page and works towards the same goals.

With the schedule already prepared, it’s time to put it into action. Here are some tips for an effective implementation:

Communicate the schedule to all involved. Make sure that all responsible and target audiences know the schedule and understand their roles.
Monitor progress regularly. Use evaluation dates to perform regular reviews and adjust the plan as needed.
Encourage feedback. Create channels for employees to give their opinion on internal communication. This not only improves the strategy but also increases staff involvement.
Take advantage of technology. Use digital tools to facilitate communication and monitoring.

What are you waiting for? Start today to create your internal communication plan schedule and ensure your company is a success.

If you need more advice on this, keep reading in our resources section. Remember that Sesame HR is your reference for HR software, and much more!

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

Do you want to rate our article?

tiagosantos

HR Content Specialist