How to build a communication and awareness plan on policies DESIGNED BY: SPONSORED BY:

This illustration details how policies are only effective if individuals are aware of them, committed to them, and expectations
understood. In today’s legal climate, having an audit trail of when policies were communicated, when individuals were trained, and
when individuals acknowledged their understanding of them is critical to defending the organization.

ESSENTIAL ELEMENTS OF A ELEMENTS OF DEFENSIBLE AND EFFECTIVE

COMMUNICATIONS PLAN POLICY COMMUNICATION AND TRAINING

GOALS VERSION (DATE, TIME)

Define specific communication QUESTIONS TO CONSIDER Effective policy and training programs
goals and strategies for Are adequate What level of 1 2 3 4 can pinpoint, by individual, the version of
distribution, certification and Why does it resources in place? training and
How do we a policy that was communicated and the
training for each policy. matter? Is it relevant? communication
measure success? communication/training activities
is appropriate? 5 6 7 8 surrounding that version.
Will those with
What records are
disabilities and
necessary to show
differing language
AUDIENCE needs understand?
that training and
Write the communication and communication QUESTIONS & EXCEPTIONS
training plan to meet the unique Does it adhere to the took place? Communication plans should include
needs of each target group. Is it timely? code of conduct? Do people understand? ! how to ask questions on policies and
request exceptions. Effective programs
include ways to document, approve and
periodically evaluate questions and
exceptions in order to update policies
RESOURCES and/or identify emerging risks.
Assign the appropriate people,

M O N I TO R & R E VI E W
budget and other resources to
ONE
ensure communication goals SYSTEM OF RECORD
are met. DISTRIBUTE To defend itself and validate an effective
TWO compliance/policy program the
DISTRIBUTE & CERTIFY organization should be able to have a
complete historical record of policy
ACCESSIBILITY The policy communications team DISTRIBUTE, THR
EE communication and training.
is accountable for establishing CERTIFY & TRAIN
Develop each policy training
program to be accessible, and ensuring the success of the
understandable and actionable by communication and training plans.
all groups.
0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 TESTING UNDERSTANDING
1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 To ensure understanding, the organiza-
1Utilize 1 0 as 1the backbone
0 technology 0 1 to0implement
1 1 0 the1
0and measure 0 1 0 1 0 1 0 1 0 1
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 tion should test comprehension on
1 of1your1policies
1effectiveness
1 1 and1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
0 0 0 0 0 0 your
0 communication
0 0 0 plans.
0 0 0 0 0 0 0 0 0 0 0 0 0 0 critical/high-risk policies to ensure that
0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0
MEASUREMENT 0 0
0 BENEFIT 0 OF 0
0 TECHNOLOGY
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 they have been properly communicated
0 THE 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1
Decide on metrics that will 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 and understood.
1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1
constitute 'success' for each 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
phase of the communication 0 0 0 0 0 0 0 0 0 0
0 TECH 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0
process. 0 1 0 1 0 1 0 1 DATA0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0
1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1
1
1
0
1 ACCESSING PAST RECORDS
0 0 0 1 0 0 1 0 0 0 0 0 1 1 1 0 0 0 0 0 0 0 0 0 1 0 1 1 0 0 Defending the organization in legal and
regulatory actions requires that
ALIGNMENT a 360 degree view of the history of the
Align communication and policy, interactions with the policy, and
training strategies with the Integration Visibility Global Reach Availability policy communications be accessible
corporate culture. Gain support Technology integrates policy Technology permits Technology delivers Technology allows policies to with defensible audit trails.
of executives and management. training and communication permissions-based and the correct version and be accessed, consulted,
with other compliance enterprise-wide visibility on language seamlessly. updated and managed
program components like HR demand. without the confusion of
systems for holistic record- email clutter. REPEATABLE CYCLE
keeping and data analysis. Communication is never complete.
Repetition using different methods and
STAKEHOLDERS tones can increase understanding and
Collaborate with and enlist the compliance.
support of internal stakeholders
across the business.

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