Internal communications during the financial crisis: creating value on a small budget

Jan van Veen, Manager Internal Communications

Quadriga Internal Communication Seminar Berlin 30-9-2010

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Corporate Profile

Océ today:

Printing and business services B-to-B

133 years old

21,500 people worldwide

Annual revenue 2009:

€ 2,648 Billion

Net Income 2009:

€ - 47,134 Million

Worldwide distribution in 90 countries

Direct sales and services in 30 countries

10 R&D-sites in 9 countries

March 2010: Canon majority shareholder

http://global.oce.com/

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Océ IC in 2007

No dedicated internal communicators No international communications network No global intranet No corporate news No corporate media No involvement in CEO or strategy communications

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Our ambition for 2010

Set up international communications network Roll out global intranet Provide corporate news Launch corporate media Become involved in Board communications Become trusted partner in line communications and

project communications

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Crisis!

Decline in sales USA from September 2007 First lay-offs Q1 2008 Full crisis hits NL September 2008 Total headcount reduction 2,350 and counting Revenues down from 3.2 to 2.6 billion Euros Severe cost cutting measures Intranet development and roll-out stopped! Decided to freeze all 240 change requests

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Crisis

Budget before the crisis € 350,000 Budget after the crisis: € 5,000 Actual savings in 2009: € 20,000

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Our decision: how to work with 5000 Euros?

Smart use of existing media

and introduction of social

media for internal communications

Do what we can do best: be creative!

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What did we introduce?

Improved news service on our intranet and cross media approach

Rumorbuster Wikis Blogging Idea Generation Microblogging Social bookmarking OcéTV, including CEO interviews

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Improved news service intranet

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Rumorbuster

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Rumorbuster page

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Rumorbuster

Not stand alone: started after line management presentation

Rumors very successfully busted Hard to convince senior management Fun factor important Time consuming for IC

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Wikis

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Wikis

Used mainly at R&D Project wikis Product wikis Expertise wikis Department & Organization wikis

Supporting primary processes Good corporate example: Océ abbreviations Tool: MediaWiki

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Blogs

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Blogs

Used for smaller target audiences, 4 categories: Project blogs Product blogs Expertise blogs Department blogs

Very easy to use Content is king Little involvement for IC One template Tool: Blogengine Over 30 internal blogs started

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Idea Generation

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Idea generation

Custom made by our IT department 60+ ideas generated Very interactive at first Savings generated: € 800,000 Very time consuming for IC and financial department Stopped when CFO did not follow up Tool: Blogengine

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Microblogging

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Microblogging: Yammer

Started with 2 people, viral growth Now 1,800 people and counting! 80 groups Sharing of best practices Idea sharing Discussing innovations, products, competitors Saving money (duplication) and TIME! Tool: Yammer

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Social Bookmarking

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Social Bookmarking

So far R&D pilot Used by few, but dedicated people Good tool for knowledge rich environment Tool: Scuttle

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Océ TV

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Océ TV

Equipment costs around € 5,000 Basic training done in one day Very successful Used for internal communications of:

Board communications Events Product launches Projects

Around 100 videos produced internally

Evolved into external tool and website www.oce.tv

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Lessons Learned

Do you really need to spend money? Money is not the issue, organization is You can start bottom-up But, yes, senior management involvement helps! Don’t forget the adoption cycle Cross-functional approach (Communications, IT & IM) Culture > Ask questions and moderate if needed Social Media Guidelines needed Security issues did not occur, but need to be addressed New challenge: integration of tools Our tip: social media lab for experiment

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Questions?

Linkedin

http://twitter.com/janvanveen

corporate internal communications blog

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