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7/26/2019 Internal Comm and Change Mgt
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Welcome to thispresentation
Researchers and Presenters
Archana B
Janice ADolly K
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Internal Communication and
the management of change atOpen University
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!esearch
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#or some $no%ledge What is internal communication?
Ana &$alac 'er(i( et al) *+1, - Internalcommunication is .an interdisciplinary functionintegrating elements of human resources
management/ communication and mar$eting)0
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What is change?
According to the online o2ford dictionary/ achange is .An act or process through %hichsomething 3ecomes di4erent0) Considering this
de5nition/ %e can conclude that a change in acompany can 3e a change of 3rand/ of products oreven a change of the 3oard of management) &hisis %hy internal communication is important/ inorder to convey this change to the %hole
company) Whatever the importance of thechange/ it needs to 3e communicated)
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Who are concerned?
Any internal change concerns everyone %ho%or$s for the company/ or %ho have any internalinterest in it)
How is it important?
Internal communication is seen as 3eing anempo%ering function that ma$es an organi7ation
%or$) .8ou can see it as the oil that helps smooththe running of your organi7ation or a 3ridge thatcreates lin$s 3et%een people and functions)0
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Internal communication&ools
Bulletin 3oards
Cafeteria postings
Change 3oo$lets
Corporate ne%sletters*feature section,
Demonstrations Department or enterprise
meetings
:mails
#a2es
#ocus groups #re;uently as$ed ;uestions
Internal paper memos
Intranet pop-ups
osters
>resentations >ro?ect ne%sletters
&eam meetings
&o%n @all meetings
&raining courses
'ideos
'oicemails We3casts
We3site *Intranet,
Word of mouth
Wor$shops
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Bac$ground of Open University
Reduit Campus
Curepipe Campus
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tructure of the Organi7ation
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rinting and >u3lishing Department I& Unit
:2am Unit
Far$eting and >! Unit
Open !egistry *attendants/ drivers,
@uman !esources
Academic A4airs
Con5dential
Audio 'isual >roduction :ngineering
Open chool
#inance
tores
>rocurement
1+
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Departments andHum3er of sta4
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What are e2isting communication tools3eing used 3y OU sta4 at the moment
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ituation Analysis>rior to changeOpen University is situated in a 3uilding %hich%as previously occupied 3y FCA *FauritiusCollege of the Air,) &he physical structure of thee2isting 3uilding had not 3een modi5ed to suit theoperations of the Open University) As such/ it had
to adapt its functions according to the availa3lespace)
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&he change -CC&' cameras %ere installed
Ho department meetings had 3een done to
inform the general sta4 a3out this need On the day that the CC&' cameras %ere 3einginstalled/ the :ngineering department placed anotice on the notice 3oard to inform the sta4s
that they are installing cameras)
Installed the cameras in strategic places -lo33y/ computer la3/ 5nance Dept
!eaction of the sta4sM
urprised
A4ected their personal space N time
Annoyed
ome dont mind at all
Angry
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&he Goal of this study
&he aim of our research is to identify the e2istinginternal communication processes at OU andanalyse their impacts on the employees during
theEa process of change
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Our o3?ectives of this study
&o improve internal communication processes%ithin the di4erent departments
&o 3uild a%areness of the importance of ane4ective communication for internal sta4
&o devise a t%o-%ay communication processduring change
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Intervie% ;uestions&ime span M %ee$s
Fail
ms
Femo
Word of mouth
Bill3oard
He%sletter
#a2
>osters
Feetings
We3site *intranet,
>resentations
Hone of the a3ove
How do you receive information
from the management?
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@o% did you 5rst come to $no% a3out theinstallation of the CC&' Cameras
Change process in the case of theimplementation of CC&'
@o% %as the process of installing the camerascommunicated to you
What are your vie%s @o% do you feel a3out thechange
Do you thin$ that the internal communication inOpen University must 3e improved If yes/ @o%
*uggest, If no/ Why *Give reason, Open University does not have a Communication
Department) Do you thin$ that creating aCommunication Department %ill 3e helpful forcommunication processes
If es/ lease e2 lain in %hat %a s it mi ht
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#indings
Femo +
Word of mouth +"
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@o% %as the process of installing the cameras communicated toyou
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What are your vie%s
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Do you feel concerned that you %ere not
informed @o% do you feel a3out the change
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Do you thin$ that the internal communication inOpen University must 3e improved If yes/@o% *uggest, If no/ Why *Give reason,
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O
Fost of the employees 3elieved that they shouldhave 3een consulted prior to this change as theyfeel their advice can contri3ute to decisions)
&hey are not clear a3out the reason 3ehind the
installation of the cameras ome are not unhappy a3out the change 3ut they
%ould li$e the management to communicate morefre;uently to them)
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Be trategicP StrengthM the people/
accessi3ility to tools) WeaknessM lac$ of planning/lac$ of involvement ofemployees
OpportunitiesM an academic
environment %here there isthe possi3ility of training forimproving *resources,
ThreatsM Uninformedemployees are unhappyemployees and they %ill 3e
less productive and this %illimpact on the image andreputation of the university
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@ence/ all strategies should 3e a3leto
Understand the challenge of the need forcommunication
Conduct a communication Audit Q tal$ing toemployees a3out the communication channel is
important >ac$age and position- craft the message 3y
choosing the right %ords for the conte2t
Fap the Audience Q It is important to $no% %ho isconcerned a3out this message
>lan for ho% you %ill receive feed3ac$ a3outsuccess or faillure of communicating
Communicate and %ait for feed3ac$
:valuate and >repare for ne2t
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&!A&:GIC O
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Rules for a Tacticalapproach forimplementing
strategies!
1)&he company thus must $no% its values/ principleand 3ehaviors to adopt/ so that the mission and
vision is achieved)
identify those %hich are 3etter for the organi7ation
" ome tools are 3est suited to certain types ofgoals and not to others
&he people Sin chargeS of the communication toolsin the company must 3e a%are of ho% speci5c tool
5ts any situation)
6He% situations mean ne% challenges
93e organi7edT %ho %ill do %hat/ and %hen it %ill 3edone
) Fa$e it happen
use annual surveys to assess %hether progress is3eing made/ and solicit additional ideas)
1) Identify the common
culture neededE%anted ) Identify the availa3le
communication tools
") Determine %hat toolsare suited to %hichgoals
) Develop adescription of ho% eachtool %ill 3e used)
6) >lan for remediation
9) >lan for
Implementation ) Implement
) Continuously Fonitorand !evise strategies
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&ime ta$ing processes
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ame people/ He% responsi3ilities
!eminderM In each department a person %ill 3e assignedto monitor information =o%)
&he person assigned must have certain ;ualities-
>ro5ciency in spo$en and %ritten :nglish and #rench A good record of punctuality
A3ility to 3e diplomatic to handle people of di4erenttemperament
Organi7ed
hould 3e a3le to in=uence the department mem3ers*leadership ;ualities,
Fight not necessarily have a degree in communication3ut must have an outspo$en character "6
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#easi3ility
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As a conclusion -&he strategies and &actics should 3e a3le to M
&o improve internal communication processes%ithin the di4erent departments
&o 3uild a%areness of the importance of an
e4ective communication for internal sta4 &o encourage a communication process %here
feed3ac$ is also present
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&han$ you
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