Internal Communications Strategy Employee Feedback & Development Program

1. Background

Company X does not have a consistent feedback and development program for employees. Employees and managers lack a structured way of reinforcing competency in performance and identifying gaps that can be addressed by developmental opportunities that will allow employees to be successful.

2. Objectives and goals The project objective is to create and implement an employee feedback and development program for all employee groups. The system must be robust and easy to use. The system will identify employees strengths and opportunity for improvement, and outline further developmental goals. It will provide fact-based feedback to their direct reports and assist them in mutually creating development action plans that align with Company X and career objectives. This program will assist to create strategies and gain visibility to internal talent. Goals of the project are to create a structured: Voluntary feedback and development program for all employees. Assessment tool(s) used to provide feedback. Approach to creating SMART development action plans. Schedule for commencing and completing feedback. Method to allow feedback from all levels (if desired). Mechanisms to capture identified development action plans. Identify internal leaders and potential for succession planning. Workshops to provide managers the competency: create strong development action plans and have crucial conversations.

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3. SWOT Analysis

Strengths of organizational environment: Human Resources Department (HR) is fully staffed with experienced, knowledgeable leadership. HR has successfully implemented projects over the past year. There is a willingness from management to utilize the program and encourage their employees to participate. Employee confidence is building. Weaknesses of organizational environment: Employees are still somewhat sceptical around the concept of feedback and development at the Company X. Employees may not be confident that their development objectives will be carried out by management. Although processes regarding feedback and development are included in union agreements, the perception is that these processes have not been carried out and fulfilled.

Opportunities in the organizational environment:

HR can utilize results from Employee Engagement Survey to produce a suitable Feedback & Development Program for employees. Technology (intranet, email, etc.) can be used to communicate the programs progress, success and milestones. Less time spent will be spent on recruitment activity to bring in external talent.

Threats to the organizational environment: Once trained and developed, employees may choose to be employed elsewhere.

4. Target publics

Primary: Exempt employees Secondary: British Columbia Government Employee Union (BCGEU) X Faculty Association (XFA) Pulp, Paper and Woodworkers of Canada (PPWC)

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5. Target publics

Preferred/appropriate channel of communication Presentation at Management Committee meeting Presentation at Deans and Chairs meeting Presentation at Operations Group meeting Invitation to select individuals to participate in pilot workshop HTML embedded email followed up by phone call Networking lunch Online survey/evaluation to gather feedback Advertisements/articles in internal newsletter Grapevine (includes personal testimonies from pilot workshop) Physical invitation to union groups to participate via inter-office mail Promotional posters in staff rooms and other hightraffic areas for employees Clear messaging to be communicated from supervisors to employees during face-to-face meetings Mention of program at upcoming Town Hall meetings

Exempt employees

Select individuals from Exempt, BCGEU, XFA and PPWC groups All employees from Exempt, BCGEU, XFA and PPWC groups

4. Key messages
NOTE: This is a list of the information that we must deliver to our target publics in order for the plan to be a success. Key messages often focus on a desired response or communicating an important benefits or positive attribute. The writing of catchy slogans or headlines comes later; the focus in this step of planning is to clarify the information that serves as the basis of the tactical/creative materials.

A voluntary employee Feedback and Development Program is being/has been created for all employee groups. The Feedback and Development Program recognizes employees strengths and opportunities for improvement, outlines developmental goals and identifies potential for succession planning. The Feedback and Development Program will provide fact-based feedback to employees direct reports and help create development action plans that align with Company X and career objectives.

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6. Working project plan Activity Budget /resources

Budget: n/a Department: HR HR HR HR Budget: $X Departments: HR, C&D, Inst. Research HR Date range: Attendance/ evaluation

Deadlines/Timeframe Success criteria

Date range: Attendance/ feedback

Presentations
Creation of presentation Management meeting Operations Group meeting

Workshop Pilot

Workshop Pilot Date

Development of e-vite

C&D

Distribution of e-vite Follow-up phone call

HR HR

Network luncheon

HR

Online survey

Institutional Research Budget: $X (includes printing of collateral) Departments: HR, C&D C&D Date range: Awareness/ participation in program

Internal Communication/Collateral

Advertisements/articles for internal newsletter Development of physical invitation to union groups

C&D

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Activity
Distribution of physical invitation to union groups

Budget /resources
HR

Deadlines/Timeframe Success criteria

Development of physical posters

C&D

Distribution of physical posters

HR

Creation and distribution of memo to supervisors re. program

HR

Presentation for Town Hall meetings

HR

TOTAL BUDGET:

7. Evaluating Success

Evaluate program (ongoing) and make changes as required. Discuss next level requirements. May include a 360 component. Place control plan on program and monitor. Track statistical data, such as assessment completion rates, internal promotions, DAP completion, track trends etc.

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