Communication Protocol - Employee Engagement

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Communication Protocol The Employee Engagement Group 2011 All Rights Reserved

Establish a Communication ProtocolCompanies need to minimize communication gaps, build alignment with all levels of leadership,and ensure that employees receive consistent messages.The Communication Protocol outlines the types of information to be communicated to theorganization, as well as identifying the person(s) responsible for communicating particular topics.In addition, the audience, frequency, and suggested communication vehicles are also outlined.Prominently displayed in all common areas such as lobby’s and conferences, and distributed toall new hires, the Protocol ensures that communications will align with the company’s keystrategic priorities.As importantly, the Protocol represents a set of company commitments to employees: Leaders will be held accountable for fulfilling their communication responsibilities andassessed on the effectiveness and timeliness of their communication. Employees will receive regular updates about the progress, initiatives, and changes thataffect them. And (most importantly for this step of the engagement process), each communicationmilestone provides opportunities for employees to ask questions, contribute ideas, andgive or receive feedback.In turn, the expectations for employees are clear. All employees are responsible to shareinformation and give feedback to help the company reach its goals, thereby reinforcing the desirefor employees to communicate “up” and bolstering the mutual commitment shared by employerand employee.A Communication Protocol will reinforce that one’s culture needs to be one of mutualcommitment and high performance. All new hires should receive a copy of the Protocol,demonstrating the company’s promise to communicate on day one. The Employee Engagement GroupAll Rights Reserved

Thought-Provoking Questions:Message1.2.3.4.5.Who DeliversVenueAudienceFrequencyWhat are your specific strategic elements?What opportunities will staff have to communicate up?How will this tool build in alignment?How to leverage social mediaHow to ensure compliance from managersWork with a partner to come up with a strategy for the following .Define a simple change(s) you can make in your communication habits (or your company’scommunication protocol) to correct perceived shortcomings. In the appropriate box above, describe whatchange(s) you intend to make. The Employee Engagement GroupAll Rights Reserved

Sample Communication ProtocolScopeMessage/TopicLeaderGeneral hlyRegionalVPOn-site,conferencecall, orWebexmeetingsAll employeesof the , orWebexmeetingsAll employeesof OfficeQuarterly/MonthlyDept. Mgr.On-sitemeetingsAll employeesof nferenceCallOn-sitemeetingsSr. Mgt.TeamSr. Mgt.TeamOn-sitemeeting orconferencecallEVP, CFO,Sr. VP Sales,RVPs, OfficeManagersCompany rateCorporate-Review of Company Metrics (e.g.,health & safety performance toplan, net sales growth, etc.)-Recent Awards/Opportunities-Organizational DevelopmentUpdate-International News-RecognitionQuarterly Review Meeting toinclude:-Review of Company Metrics-BD Review (incl. recent awards)-Recognition-Organizational DevelopmentUpdateOffice Update:-Review of Key Metrics (e.g.performance to plan, net salesgrowth, etc.)-Recent Awards/Opportunities-Workload leveling-Organizational DevelopmentUpdate-RecognitionWorkload leveling:-Recent Wins Proposal Activity-Professional DevelopmentalOpportunities-Health & Safety-RecognitionMessage/TopicCompany UpdateStrategy UpdateLeaderGeneral InfoCEOCEOOperations Review:Regional-Performance vs. Plan-Key Account Update-Strategic Initiatives-Staff Development Update The Employee Engagement GroupAll Rights ReservedBi-weeklyQuarterlyBi-annualCEO

CorporateRegionalCSCSalesSr. VPSalesMust WinRegional BD Review:-BD Plan Review-Account Plan Review-Sales TrainingCSC BD ReviewConferenceCallRVPs, lyCSCMOn-sitemeetingDMs, orateService Line/Industry Sectors- Bookings and Sales Trends- Overall Performance- Key Wins- Professional DevelopmentOpportunitiesCorporateOther CommunicationProfessional DevelopmentEmail, ODCalendar and Employer of ChoiceEVP-ODQuarterlyCommittee UpdatesIndirect Labor orateInnovation Committee UpdateOrganizational DevelopmentUpdate"Inside Company"ScopeBODMessage/Topic-Performance to plan-Forecast-Sales & MarketingCommitteeChairHR and ISDepts.Information The Employee Engagement GroupAll Rights erVenueBoard of ly Shareholder ployeesAllEmployeesAudienceBODMembers &GuestsShareholders,CEO, cyQuarterlyBi-weekly

Work with a partner to come up with a strategy for the following . Define a simple change(s) you can make in your communication habits (or your company’s communication protocol) to correct perceived shortcomings. In the appropriate box above, describe what change(s) you inte

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