Internal Communication Plans - Case Study Example

Internal communication plans Scenario 1. Key stakeholders for internal communications Financial manager Human resource manager Production manager Sales and marketing manager Internal controls and security manager Operations manager Employees External stakeholders (local Gym) External stakeholder (media city) External stakeholder (outsource) Employees would be segmented depending on the level or department in which they lie relating to: front office, accountants, operations (cleaners, kitchen staff, and engineers), human resource, sales and marketing assistants, fitness (gym assistants), auditors, security, media and clerks. Financial department timely preparation of allowances to relevant parties Human resource department employee welfare, recruitment Security and controls department responsible for preparation of time attendance recording system Sales and marketing proper advertising Operations department parking spaces External stakeholders (local Gym) responsible for fitness External stakeholder (media city) organizational marketing External stakeholder (outsource) customer satisfaction through quality products 1. Relevant internal communications channels to be used relate to the use of internal memos, word of mouth, emails, telephones calls and letters. The use of emails and is fast and each department is able to receive information efficiently and conveniently. Internal memos ensure that information is received by all departments while telephones are convenient and fast means of delivering information. 2. The timeline of suggested activity based on the selected channels for the next three months First month Internal memos/ Meeting of departmental heads to Telephones/ discuss growth of the firm Emails Presentation of new office site Rearrangement of offices Second month Memos/ emails Movement to new offices Third month Telephones/ letters Settlement Resume in production 3. Success in an organization can be measured based on the profits margins and evaluation of profitability ratios. High production means that the output is high and if the market is proper, then there is growth. Evaluation of the profits will employ the calculation of the revenues obtained less the cost. Others include the use of ratio analysis, cost benefits analysis, profitability index and risk analysis to determine the success of an organization. Scenario 2: 1. A list and suggested timeline of initiatives the manager would need to undertake in the first six months with an aim of regaining trust and re-engaging employees in the firm. First month Induction into the organization- knowing the various departments, how they work, employee interactions, identifying challenges and problem in the organization Second month System reformation- introductions of new rules, regulations, reward system, communication channels, new recruitments Third month Settlement into new system, evaluation of progress, monitoring activities Forth month Address issues relating to works conflicts, working conditions check and management. Fifth month Promotions and more rewards based on the growth and profitability of the firm Sixth month Check to ensure the organization is well monitored and departments are running well as per the plan. Reward performance of individual employees. 2. The metrics to measure and evaluate success of these initiatives will relate to measuring output of employees by marginal costing, break-even points and analysis. Employee motivations to work can be measured though the performance analysis and by reports in the organization. Profitability of the firm can be weighed by relating costs to benefits, ratios of returns and asset base. Communications can be weighed based on the feedback and a good reward system will be weighed by determining the complaints lodged by employees. Scenario 3 A culture is the ethics and the practices which govern an operations of an organization. Effective listening culture in an organization is so important because it enables a smooth run of the company`s operations. In order to have a good listening culture in the organization I will make sure that there is uniformity in the reporting category. There will be an agreement on the categories of gathering information for reporting. Also I will build relationships and rapport among the employees. The company will implement its listening policies by making sure that at all times they do understand the organizations strategies and operations. Also demonstrating the listening by the leaders in the company in the pursuit of the goals of the company will encourage the employees to follow their leaders. I will also employ or develop a suitable methodology that will provide a metric to weigh the company`s ability to listen. For a company with good listening culture will sustain it by ensuring that there is existence of trust by building a strong relationship among the employees, the community at large and the stakeholders. I will also encourage all the leaders in the company the support and be examples of listening culture within the company, also I will employ practices and policies that are based on international standards for transparency, sustainability and corporate social responsibility. Corporate social responsibility is a tool that an organization use in order to improve the relationship between employees and consumers. To engage the new employees to social corporate responsibility I will employ social media visibility, through this I will create a positive environment for the employees. I will also show true commitment by ensuring that the employees are paid off if they volunteer at environmental charities. Lastly I will build a positive workplace environment. Employees will feel more enthusiastic serving for a company that has true conscience. Through this a community will be developed and the and the employees will be able to work as a team making them more productive. There are several ways of developing smart communication objectives in an organization in order to raise the awareness for the corporate social responsibility, first is the through provision of health promotions, the work place will be safe and also the will be other health developments provided by other agencies. Also the work place will be free of any discrimination, that means that all the employees will be treated equally. The new employees perception about corporate social responsibility will be catered by providing training and seminars on educating them about the companys CSR so that they will have positive attitude to work in the organization. Incentives will be given to the employees based on performance in order to improve the behavior. Also there will be rules which will be governing the operation of the company. The new employees will be allowed to advance their education so that they may lead to more development in the organization. References Ishak, A. (2001). Public relations and corporate social responsibility. Aspikom. Read More