Communication Programs
Purpose of Process (see below how HRnetSource™ can help):
Good communication is necessary to understand and fulfill customers requirements, to control costs, to sustain employee morale, and to promote teamwork and productivity.
Steps in the Process:
It is important for top management to set the tone and example of good communication in the corporate culture. This can be fostered by establishing, implementing, and supporting programs which foster communication. Examples of those programs are listed below.
- Business Status meetings are held to disseminate
information from the President (or Vice President of a division)
on the business status of the company to all employees (or all
employees in the division). The business status includes actual
and projected sales, earnings, orders, and any other relevant
business information. The purpose of Business Status meetings is
to keep employees informed of and interested in the business
status of the company. Without these meetings, employees will
rely on informal communication (the rumor mill) to obtain
information on the status of the business. The rumor mill is
almost always more severe than reality. These meetings should
occur quarterly or semi-annually.
- Program or Operations Review meetings allow Program
managers or department managers to present the status of their
program or department to top level management. This serves as an
opportunity for top management to keep informed of the status of
company operations, including successes, problems, and/or
misdirection. It provides an opportunity for the hosting manager
to receive feedback on their organization's performance and
direction. Typically internal customers and suppliers attend the
meeting to learn if their activities will be impacted by
problems or changes experienced by the presenting organization.
These meetings should occur semi-annually or annually.
- Department meetings serve multiple purposes. They
provide a forum for the department manager to disseminate
company information and direction from higher level management.
They also allow the department manager to stay informed of the
progress of subordinates. Members of the department can
understand and coordinate their activities with other members of
the department. Issues that affect multiple members of the
department can be resolved. These meetings should occur anywhere
from weekly to monthly.
- One-on-one meetings help foster the most important relationship in the company; the relationship between the manager and the employee. It's critical that the flow of communication be two way. To promote two-way communication, require the subordinate to set the agenda and manage the meeting. If two-way communication isn't occurring, then most likely the manager needs training in this area. (Contact Auxillium West for references on training classes.) The most important one-on-one meetings are the Performance Management review meetings (See the Performance Management process). One-on-one meetings should occur anywhere from weekly to monthly. Performance Management review meetings should occur quarterly.
Other valuable communication media include:
- The company newsletter
- Bulletin boards
- Electronic Mail (including the use of distribution lists)
- Voice mail (including the use of distribution lists)
Process Tips:
Inefficient meetings can be a big waste of time and resources. If
you observe poor meeting management or hear complaints from
employees of inefficient meetings, direct the manager(s) to a
training class on meeting management.
Watson Wyatt, an international consulting firm, conducted a study to identify the special traits possessed by organizations that have successful communication programs. Here are the results:
- Senior management recognizes the importance of communications in achieving business objectives.
- Senior management bases communication efforts on a clear, well-defined communications strategy.
- Senior managers tie communications initiatives to corporate business objectives.
- The organization provides information to employees about how the organization is doing in meeting its goals.
- Communications programs are developed proactively rather than reactively.
- Employee communications programs place a strong emphasis on helping employees understand the business.
- The organization has a well-defined, two-way communications philosophy.
- A comprehensive communications program is an essential part of the organization's business strategy.
- Managers at all levels are rewarded for communicating effectively.
- Employee communications programs place a strong emphasis on providing information and feedback to motivate and improve job performance.
Post company communications on the HR Portal™ or on SelfSource™ to allow for quick and easy access.
