Communication Plan Philosophy Our philosophy about communication is based on maintaining and encouraging collaboration between all members of the ASLS division. A good communication plan is like an ongoing conversation: a constant back‐ and‐ forth exchange of information, ideas, and feedback. Teamwork is also key. We are consistently striving towards our ultimate goal: working together for service excellence and innovation. We are committed to keeping the lines of communication open and being proactive by providing the most up‐to‐date information in a variety of formats to most easily and efficiently reach all our audiences. Goals of the Communication Plan •
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Provide opportunities so each individual in the ASLS division is an active and integral part of the overall ASLS division Communication Plan. Improve communication to and from the Vice Chancellor’s Office, the ASLS Directors and Supervisors, ASLS staff, and the University and Menomonie community. Enhance and improve community and media relations. Increase awareness, interest and participation of the ASLS staff in division goals and activities. Break down feelings of "us vs. them" between the staff and administration and between departments. The goal is not necessarily to find agreement, but to seek understanding. Heighten organizational pride among employees and positive identification within departments in the division. June 18, 2009 Page 1 Vice Chancellor’s Office Responsibility •
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The Vice Chancellor’s Office has responsibility for encouraging good communication practices followed by all ASLS personnel. The Vice Chancellor’s Office is responsible for the following: Promoting and modeling our communication philosophy, goals, and message: People Working Together for Service Excellence and Innovation by including it in written and other communications; Following university identity standards for written, verbal, and web communications; Submitting press releases on ASLS news to the University Communications Office; Keeping in touch with departments for communication opportunities and to provide assistance; Producing a quarterly newsletter for division employees; Maintaining the ASLS division website; Producing monthly e‐mail Notes from the Vice Chancellor Distributing Division Reports Liaison with division offices, campus community, city of Menomonie and UW System on special events. Keeping current with University and community news. Increase awareness, interest and participation of ASLS employees in the goals and activities of the division. Build organizational pride among employees and positive identification with the ASLS division as a whole. Provide communication counseling and assistance when requested. Attend University events. June 18, 2009 Page 2 ASLS Council Responsibility The Council members have responsibility for ensuring that good communication practices are followed by all department personnel. Members are responsible for the following: •
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Interact on a face‐to‐face basis with departmental personnel periodically to extend the lines of communication. Hold staff meeting on a monthly basis, at minimum. Pass information on to supervisors to share with employees. Contact the Vice Chancellor’s Communication Specialist when events/activities/happenings occur for publication. Liaison with both the campus community and city of Menomonie on special events. Keep up on current university and community events and activities via publications, e‐mail, and local news centers. Promoting and modeling our communication philosophy, goals, and message: People Working Together for Service Excellence and Innovation Follow university identity standards for written, verbal, and web communications. Recognize employees when have done outstanding work. Introduce self to new employees when hired. Encourage and support employees in learning opportunities. Ensure that each employee has access to a computer and training in receiving and sending e‐mail. Give constructive criticism/ideas when provided the opportunity to respond to surveys or participate in a focus group. Participate in the University Planning Processes: o Budget forums o Departmental Planning o Council Planning Retreat o University‐Wide Strategic Planning Retreat when appropriate Attend University Events o Listening sessions o Chat with the Chancellor sessions o Retirement receptions when appropriate o Employee of the Month reception when appropriate o Attend Collaborative Group Reception on behalf of sponsored committee(s) o Division picnic June 18, 2009 Page 3 Supervisors Responsibility •
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Read e‐mail and respond to phone messages on a timely basis. Interact on a face‐to‐face basis with departmental personnel on a regular basis to extend the lines of communication. Share necessary information with employees in a timely fashion. Contact the Vice Chancellor’s Communication Specialist when events/activities/happenings occur for publication. Liaison with both campus community and city of Menomonie on special events. Keep up on current university and community events via publications, e‐mail, and local news centers. Promoting and modeling our communication philosophy, goals, and message: People Working Together for Service Excellence and Innovation Assign someone to review and update departmental materials on a consistent basis. Assign someone to review and update website on a consistent basis. Attend Collaborative Group Reception on behalf of identified employee(s). Follow university identity standards for written, verbal, and web communications. Attend University Events o Listening sessions o Chat with the Chancellor sessions o Retirement receptions when appropriate o Employee of the Month reception when appropriate o ASLS Collaborative Group Reception when appropriate o Division picnic Recognize employees when have done outstanding work. Make sure new employees receive orientation and the training needed when starting work. Share job/learning opportunities with employees when they arise. Encourage and support employees in learning work experiences. Ensure that all employees have and know how to access e‐mail. Give constructive criticism/ideas when provided the opportunity to respond to surveys or participate in a focus group. June 18, 2009 Page 4 Employee Responsibility •
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Read e‐mail and respond to work‐related phone messages on a timely basis. Keep current on university and community events via publications, e‐mail, and local news centers. Promoting and modeling our communication philosophy, goals, and message: People Working Together for Service Excellence and Innovation Follow university identity standards for written, verbal, and web communications. Make recommendations for updating office materials and procedures on a consistent basis. Attend University Events when appropriate: o Listening sessions o Chat with the Chancellor sessions o Retirement receptions when appropriate o Employee of the Month reception when appropriate o ASLS Collaborative Group Reception when appropriate o Division picnic Recognize fellow employees when have done outstanding work. Share job/learning opportunities with fellow employees when they arise. Encourage and support new and existing fellow employees in learning work experiences. Keep self updated on university happenings. Give constructive criticism/ideas on communication when provided the opportunity to respond to surveys or participate in a focus group. Act responsibly in bringing up issues and/or concerns to Supervisor or appropriate person as they arise. June 18, 2009 Page 5