Transcript Communications Presentation (PowerPoint Slides)

Communication to support Workforce and
Succession Planning
“Increasingly managing information is
becoming part of HR’s agenda. Effective
organizations explicitly address two sets of
choices concerning the flow of information:
choices in establishing a comprehensive
communications strategy and choices in
directing the movement of information.”
Wayne Brockbank and Dave Ulrich
Ask yourself
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What is likely to happen if you do not draw
up a communication strategy for Workforce
and Succession Planning?
Do you have dedicated communications
support?
Who will own and drive the
communications strategy?
What will influence communications?
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Staff morale
Communicators themselves
Culture
Nature of the message
Organisational structure
How and when you communicate
Planning the communication
strategy
1.
2.
3.
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5.
6.
Determine your communication
requirements
Identify your stakeholders
Identify the correct communicators
Communicate the message via the
correct medium
Drawing up the communication plan
Measure and evaluate your
communication
Workinfo.com
Advantages of strategic
internal communication
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Strategic internal communication planning can be a proactive
approach to building a better, more directed and efficient
workforce.
The most successful organisations are normally those that
ensure that all their staff understand the mission, goals,
values and procedures of their organisation.
Effective internal communication is a shared management
responsibility.
Communication should be an open two way dialogue
because:
n Taking account of the views and concerns of employee
unions, representatives and associations can also lead to
more effective management.
n Engaging employees in a conversation for action allows
institutions to tap into a vast pool of intelligence and
expertise.
Workinfo.com
The various stages of
commitment
Stages
Level of commitment
Awareness
No commitment YET
Understanding
Very LIMITED commitment
Acceptance
LIMITED commitment
Involvement
FULL commitment
Workinfo.com
Basic Principles of
Communications
Be credible in all
communication
activities.
Ensure that the
communicators
are trusted and
respected.
Repeat messages
via various
mediums but
avoid information
overload.
Where
appropriate,
involve the
audience – don’t
just inform them.
Tailor the
communication to
the different
audience needs.
Use the most
appropriate
communication
channel.
Ensure that the
messages are
consistent.
Manage
expectations.
Encourage
questions.
Whenever
possible use faceto face
communication.
Workinfo.com
Listen and act on
feedback.
Building the message
When building your message – ask
yourself:
n What?
n Why?
n Who?
n When?
n How?
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Stakeholders
Annexure 1
Who are stakeholders?
n Anyone who has an interest in the communication or who can
impact the communications.
Organisation Structure
n Here you should outline the structure of your division or
organisation in order to make sure that you do not leave out
any important stakeholders.
Key Stakeholders
n Here you should outline who your stakeholders are according
to who needs to be actively involved and who needs to be
fully informed.
Stakeholder Map
n The stakeholder map should allow you to plot where you think
the various stakeholders are in terms of their degree of
influence in the organisation, how important it is that they
buy-in to the communication and their possible resistance to
the messages.
Workinfo.com
Drawing up the
communications plan
Communication Plan
•
Communication Issue
•
Key Messages
•
Desired Outcomes
•
Actions / Initiatives
•
Stakeholders
•
Communication Channel
•
Timing
•
Budget
Workinfo.com
Can you measure your
success?
If you don’t evaluate the success of
your efforts, sooner or later, someone
else will.
List a couple of ways that we can
measure whether your communication
strategy was a success?
Workinfo.com
Measurements of success
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General Employee Surveys
Climate studies or staff moral surveys
Readership / viewership surveys
Focus groups or interviews with staff
Suggestion Box
Provide an email address to which staff can send
suggestions, complaints etc.
Place leaflets / questionnaires in the staff
newsletter
A manned telephone line that staff can call
Competitions that prompt staff to give feedback
by incentivising them by way of a prize.
Staff Feedback
There are a number of ways to receive feedback
from staff:
n Staff forums or focus groups
n A suggestion Box
n An email address
n A telephone line
n Competitions that prompt staff to give feedback
The following rules should be observed:
n Always meet deadlines.
n Wherever possible get your staff or colleagues involved to
assist.
n Always reply if required to do so, don’t just ignore the
request for information.
n Respect confidentiality and anonymity