Communication Plan Template � Implementation or Enhancement of

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					Communication plan template – Implementation or enhancement of tobacco free policy


Plan to communicate with your employees often, at least monthly, prior to implementation of the policy. Use numerous
communication channels: memos, e-mails, notices in employee publications, all employee voicemails, staff meetings, union
representatives, presentation to managers and/or regular memos or e-mails from your CEO or other leader. Set a positive tone
from the very beginning: the purpose of the policy is not to punish or single out smokers. It is to support all employees in being
as healthy as possible. It is intended to support employees who use tobacco and who want to quit. It is not intended to force
anyone to quit smoking.


In addition to communications with employees and management, remember to communicate the planned policy with any
neighbors who may experience increased smoking on their property.


It is important to post temporary signs so employees and visitors all know when the policy will go into effect. One month prior
to policy implementation, clearly post signs at all building and campus entrances, bathrooms, bulletin boards, stairwells,
cafeterias and other places people might consider smoking. Once the policy is implemented, permanent signs should be
placed in appropriate locations around the building and campus. Make property maps and an informational Q&A on the policy
available at all entrances.


Keys to successful communication:
   -   Focus on smoking, not the smoker
   -   Focus on health, not individual rights
   -   Be honest with employees about why you are changing the policy
   -   Obtain (and communicate frequently) top management commitment and support
   -   Remind employees that no one has to quit smoking, but that smoking will no longer be allowed on your property.


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                                                                                                                                    Page 1 of 4
Date                        Topic of           Key Messages to include                    Communication             Communication
                            communication                                                 TO                        FROM
[date]                      First introduction - Scope of new policy (buildings           Senior management         CEO
                            of new policy to     and grounds) and reasons for
Suggested: 6 months prior   upper                strengthening the policy
to implementation AND       management         - Implementation timeline
prior to introduction to                       - Articulate senior staff’s role and
employees                                        responsibilities in implementing
                                                 policy

[date]                      First introduction   -   Scope of new policy (buildings       Supervisors and           CEO, Senior
                            of policy to             and grounds) and reasons for         above                     management, or
Suggested: 6 months prior   supervisors and          strengthening the policy                                       Human Resources
to implementation AND       managers             -   Implementation timeline                                        Director
prior to introduction to                         -   Articulate senior staff’s role and
employees                                            responsibilities in implementing
                                                     policy

[date]                      Announcing           -   Tobacco policy [buildings,           All employees             CEO
                            upcoming change          buildings and grounds, grounds]
Suggested: 6 months prior   in workplace             will be implemented at [site
to implementation           tobacco policy           name] effective [date]
                                                 -   Reasons for stronger policy
                                                 -   Content of the policy
                                                 -   No one has to quit smoking, but
                                                     smoking will no longer be
                                                     allowed on employer property
[date]                      Stop-smoking         -   List stop-smoking resources          All employees             CEO or other
                            resources are            available (including programs                                  leader
suggested: 3 months prior   available to             and available quit medications)
to implementation           employees                and how to access them
                                                 -   Assure employees of
                                                     confidentiality if they use the
                                                     resources




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                                                                                                                                 Page 2 of 4
Date                          Topic of      Key Messages to include                   Communication              Communication
                              communication                                           TO                         FROM
[date]                        Respond to    - Employer is committed to a              All employees              Tobacco-free
                              employee        tobacco-free campus (include                                       policy committee
Suggested: Once a week        comments        reasons why)                                                       chairs
throughout policy planning    (positive and - Employees are involved the
and implementation            negative)       implement of the new policy
process.                                    - No one has to quit smoking, but
                                              smoking will no longer be
                                              allowed on employer property

[date]                        Optional: Great    -   Reminder of stop-smoking         All employees              Tobacco-free
                              American               resources                                                   policy committee
Suggested: End of             Smokeout (third    -   Reminder of day and purpose of
October/Beginning             Thursday of            day
November                      November)
[date]                        Copies of Policy   -   Explain reasons for stronger      All employees             CEO, HR director
                                                     policy                                                      or other leader
Suggested: one month prior                       -   Remind employees of
to implementation date                               implementation date
                                                 -   Reiterate that no one has to quit
                                                     smoking, but it will no longer be
                                                     allowed on employer property
                                                 -   For those who want to quit
                                                     smoking, stop-smoking resources
                                                     exist (explain what they are)
[date]                        Reminder of        -   Reminder of implementation        All employees             CEO, HR director
                              policy                 date                                                        or other leader
Suggested: two weeks prior    implementation     -   Reminder of where smoking is
to implementation             date                   and is not allowed
[date]                        Reminder of        -   Reminder of implementation        All employees             CEO, HR director
                              policy                 date                                                        or other leader
Suggested: one day prior to   implementation     -   Reminder of policy provisions
implementation                date                   including where smoking is and
                                                     is not allowed




                                                                                                www.bluecrossmn.com/preventionminnesota
                                                                                                                              Page 3 of 4
Date                        Topic of             Key Messages to include         Communication             Communication
                            communication                                        TO                        FROM
[date]                      Reminder that        -   Policy provisions           All employees             CEO, HR director
                            policy became        -   Violation steps                                       or other leader
Suggested: one week after   effective on         -   Consequences
implementation              [date], if it
                            appears there is a
                            lack of
                            compliance
[date]                      Thank employees      -   Thank you                   All employees             CEO, HR director
                            for cooperation      -   Reiterate the reasons for                             or other leader
Suggested: one week post                             strengthening the policy
implementation




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