A manual review, not an automated send
For the sample collaboration-process announcement, the communications planner prepares a proposed audience list from affected tasks, then the process owner and relevant team leads check it before release. The sequence below turns the process change into a reviewed plan; it does not assume dynamic targeting.
From process change to reviewed audience plan
A manual planning sequence for the sample announcement.
-
1
State the change
Describe the new shared workspace record and handoff note in one sentence. Ask the process owner to confirm the wording.
-
2
Identify affected tasks
List who records decisions, receives or passes handoffs, and helps teams apply the process.
-
3
Match segments to channels
For each group, name a confirmed route they can access and a written fallback where needed.
-
4
Adapt the message
Use direct task language. Check whether an approved language adaptation or accessible format is needed.
-
5
Review before release
Check relevance, overlap, missed tasks, channel access, language clarity, and the final audience list with the responsible owners.
Targeting review checklist
Mark a point checked only after someone can verify it.
| Review point | Evidence to check | Owner for the sample |
|---|---|---|
| Relevant audience | Each listed group has a task affected by the process change. | Process owner |
| Channel access | The selected route is available to the group; a written fallback is identified where needed. | Communications planner |
| Language clarity | The instruction names the action and avoids unexplained shorthand; support needs are confirmed. | Communications planner |
| Overlap and omissions | The list covers each affected task without avoidable duplicate sends. | Process owner and team leads |
| Release readiness | The final message, destination guide, and audience plan match. | Communications planner |
When coverage is uncertain
What if channel access has not been confirmed?
Pause the channel choice and ask the relevant team lead or channel owner to confirm access. Keep the message available through an approved written route rather than assuming a meeting or platform reaches everyone.
Does this plan select audiences automatically?
No. This is a planning and review example. A responsible owner checks the audience list and channel choices before release; no dynamic targeting is assumed.
What if a group’s task boundary is unclear?
Ask the process owner to identify the work step affected, then revise the segment definition. Do not broaden targeting based only on a guess about who might be interested.