Internal Communication.ppt
- 1. CORPORATE PUBLIC RELATIONS MANAGING EMPLOYEE AND INTERNAL COMMUNICATION
- 2. Agenda for Today Introduction to Internal Communication Internal communication and the changing environment Organizing the Internal Communication Effort Implementing effective Internal Communication Effort Role of Management for the effective Internal Communication
- 3. Before we begin, let’s answer these quest…. What is internal communication? Based on your principles of public relation subject? And how do we make relations/moviate employee? What is your most important aspect in selecting an organization to work after graduate. Select the first top 5 (1. salary, 2. reputable company, 3. Close location/near to you, 4. supporting benefits, 5. CSR activity performed by the company)
- 4. Introduction For years, managers have focused on “customer care.” Recently, dedicate the same kind of attention to their own employees, recognizing that employees have more to do with the success of a business A study by consulting firm Watson Wyatt found that companies with the highest levels of effective communication experienced a higher level of total return to shareholders within 4 years of business, compared to firms who communicated least effectively Bottom line – employee communication is a business function that drives performance and contributes to company’s financial success.
- 5. 1.0 Internal Communication and the Changing Environment The environment for business has changed dramatically over the last half century. Today’s employee is a different person in terms of values and needs than his or her counterpart in earlier decades Most of today’s employees are well educated, have higher expectations of what they will get out of their careers and want to understand more about the companies they work for. The workplace today is also different - tighter staffing, longer hours, greater workloads, and more emphasis on performance are the norm
- 6. Internal Communication and the Changing Environment Employees increasingly demands participation in the conversation that are driving organizational change This participation is important to keeping employees at all levels of organization, regardless of job role or responsibility Communication must be two-way process Part of the problem at many companies is that senior managers simply do not involve lower-level employees in most decisions. This tends to make these employees feel isolated and unwilling to accept changes within the company
- 7. Internal Communication and the Changing Environment Managers need to recognize that, if they provide info to employees and also listen to them, those employees will be excited about their work, connected to the company’s vision and in position to further the goals of the organization.
- 8. 2.0 Organizing the Internal Communication Effort The best way to assess the effectiveness of a company’s internal communication efforts is by determining what employees’ attitudes are about the firm. This can be done through a communication audit. Based on audit results, communication professionals can design the right program for the organization. E.g. both Starbucks Coffee Co. and Kinko’s Inc. hired outside consultants to conduct internal communication audits so as to identify strengths and weaknesses in those companies’ existing communication practices Questionnaires / in-person interviews and focus groups via video conferencing are some of the methods used
- 9. 2.1 Goals for Effective Internal Communication 1. To improve morale and foster goodwill between employees and management. 2. To inform employees about internal changes such as reorganization or staff promotions. 3. To explain compensation and benefit plans such as new health care plan or Employee Assistance Program (EAP) 4. To increase employee understanding of the company and its products, organization, ethics, and external environment. 5. To change employee behavior toward becoming more productive, quality oriented, and entrepreneurial. 6. To increase employee understanding of major health and social issues or trends affecting them, such as child care or AIDS. 7. To encourage employee participation in community activities. 8. Creation of an atmosphere in which employees know that they are important assets to the firm
- 10. 2.2 Where Should Internal Communications Report? In the past internal communication reported to human resource 80 percent of corporations in the United States place the responsibility for internal communication in the corporate communication area. Similar to Malaysia business where most internal communication is placed in the corporate communication area while the administration on these employees still lies within the HR Function Often, however, both areas have some involvement with internal communication.
- 11. ACTIVITY TIME In a pair, identify any organization. Based on the selected company, list out where should internal communications is reported?
- 12. 3.0 Implementing an Effective Internal Communication Program Once goals for an internal communication program are established and decisions made about where the function should report, the program is ready for implementation. In smaller organizations, internal communication may be part of everyone’s job since the ideal method of communicating with employees is one-to-one or in meetings with small groups of employees.
- 13. 3.1 Communicate Up and Down Many large companies are perceived as being faceless, unfeeling organizations, an impression that is only reinforced when no upward communication exists from employees to management. When high-level managers isolate themselves physically and psychologically from other employees, effective communication cannot happen. Effective internal communications can generate a dialogue throughout the company, fostering a sense of participation that can make even the largest companies feel smaller in the hearts and minds of employees The best approach to communicating with employees is thro informal discussions between employees and supervisors
- 14. 3.2 Make Time for Face-to-Face Meetings One means of ensuring that employees have access to senior management is to hold regular, in-person meetings with fairly large groups of employees. Such meeting should take place frequently (at least quarterly) and should be used as opportunities for management to share company results and progress on key initiatives. Most importantly, such meetings should provide employees with an opportunity to ask questions of management in an open forum. Topics for these types of gatherings should be limited: than trying to tackle everything that is going on at the company, managers should survey employees beforehand to find out what is most important to them
- 15. 3.1 Communicate Up and Down The best approach to communicating with employees is through informal discussions between employees and supervisors. Employees need to feel secure enough in their positions to ask questions and offer advice without fear of reprisals from top management. Respecting employees as well as listening and interacting with them form the basis for an effective internal communication program
- 16. 3.3 Communicate Online Intranet provided a new channel through which companies could reach their employees quickly and broadly with important news on events and key management’s initiative intranets also serve as interactive platforms where employees can share their views on company programs, which contribute to building trust. Today, employees are bombarded by information, especially given the ubiquity of e-mail and watsup
- 17. 3.4 Create Employee-Oriented Publications the most common form of info sharing in many companies is through the print medium. Unfortunately, most internal company publications are unexciting Companies need to realize that their publications are competing with the national and local media for their employees’ attention
- 18. Create Employee-Oriented Publications Another way to reach employees through company publication is to send the magazines to their homes rather than distributing them at the workplace. Above all, these publications must be honest about anything that might affect employees. find out about a major corporate event from a source other than the corporation itself.
- 19. Employees should look forward to the next issue of the company publication. Other print materials are also produced from time to time in response to important events that directly affect employees e.g. health or retirement benefits. Management can also use memos and letter to communicate to employees about internal changes, such as management succession, new group structures, or important deals or contracts. These written communications should come out frequently enough so that employees do not feel that it is unusual, but not so often that they stop hearing management messages. Create Employee-Oriented Publications
- 20. 3.5 Communicate Visually Most large corporations have elaborate television studios with satellite capabilities staffed by professionals. Such sophisticated systems are the best mechanisms for communicating with employees through visual channels. Managers should not see expenditures on such communication as wasteful but rather as an investment in the firm, a way to make each employee feel more connected Does not always have to be high-tech – could be ubiquitous white boards (placed everywhere)
- 21. 3.6 Focus on Internal Branding Internal branding is also important to building morale and creating a workplace where employees are “engaged” with their jobs. While communicators do inform employees about new advertising campaigns, they seldom recognize the need to “sell” employees on the same ideas they are trying to sell to the public. Internal branding is especially critical when an organization is undergoing changes such as mergers or a change in leadership.
- 22. Focus on Internal Branding Internal branding campaigns can also be launched when results of internal audits reveal that employees are not connecting with a company’s vision or when morale is low. Just as external branding campaigns aim to create emotional ties among consumers to your company, internal branding’s goal is to do the same with employees.
- 23. 3.7 Consider the Company Grapevine The company grapevine-an informal communication network including everything from private conversations between two employees to the latest anecdotes heard in the cafeteria-should be considered as much of a communication vehicle as a company’s house organ or employee meetings. In fact, given that an estimated 70 percent of all organizational communication occurs at the grapevine level, distributing messages faster and in more credible form than formal channels, it is even more crucial that manager tap into it.
- 24. Employee Engagement Jones and Kober (2019) explained some strategies related to how to achieve superior employee engagement in difficult times and higher business results. These strategies are: 1. Stay centered on your core values—it encourages employee engagement in difficult times. 2. Explicitly support your employee—so they remain motivated during tough times. 3. Solicit employee feedback—ask employees to freely share information, both frustrations and ideas for developments in a productive way. 4. Communicate upfront with employees—leaders should communicate openly and honestly, so employees perform more effectively.
- 25. Article published in Nature (Fan et al., 2020) stated five tips to help support employees working from home. These are: 1. Create a healthy workspace—encourage workers to create a healthy workspace at home. Encourage employees to work ergonomically from home as best they can and review their work‐at‐home setup. 2. Maintain a routine—encourage employees to stick to a routine and to maintain boundaries between their “work” time and “home” time. 3. Do not forget to be social—communication with colleagues is a great stress reliever. An organization should set up a session for fun activities that would normally take place in the office. 4. Encourage well‐being practices—organizations should care about their employee's well‐being; it can help reduce absenteeism, boost engagement, and performance. 5. Invest in technology—communication tools such as instant messaging and video and voice calling platforms can help to keep teams connected. It is important to invest in a recognition platform that allows employees to send and receive recognition.
- 26. Extra Reading EE Report 2019.pdf (tinypulse.com)
- 27. ODL: CLASS PRESENTATION what strategies/tactic do communication leaders use to engage their employees during lockdown/MCO period. Answer based on case study