How can communicators use the transition from current COVID-19 circumstances as a way of thinking about what is holding us back and what is possible for the next phase of communication in our organisations?
We continue to be living and working in unprecedented times. As part of the recent round of IABC APAC Region meetups during COVID-19, and in working with clients and colleagues in Australia, in the region and globally, I am acutely aware of my fortune. As countries move through their national stages of pandemic response (and other significant challenges) I’ve listened to stories and experiences of other communication and change professionals.
My personal belief is that it’s not the right time to be making hard or universal predictions on what’s next. Instead, here’s a framing tool to consider what to keep and what to leave behind. It’s an exercise I’ve used in other settings and it’s got great potential for asking ourselves and our organisations two questions as we move to whatever ‘next’ is. In this 16 minute discussion, I look at why there is no ‘new normal’, at how communicators can use this time as a way of making choices about their practice and in how that same approach can apply to the communication industry more broadly. I’d love to know your thoughts and to continue the conversation.
A three-part series on communication actions organisations can take now during the response and recovery phases of the Australian fire catastrophe.
As those workplaces that closed over Christmas and New Year reopen after the break, a few simple internal communication actions will help both the operational and human responses to the current Australian fire catastrophe. The most effective employee communication responses will:
Acknowledge clearly any known employee, supplier and customer impacts.
Provide up to date operational and policy information, commit to an ongoing process and provide a ‘single source of truth’ for information.
Allow for a human response to the situation, and provide resources. For many, this was not a typical break – expect this to be a talking point.
Incorporate a feedback channel, along with a process for asking questions and providing prompt consistent responses.
Proactively and clearly share any policies and processes for volunteer leave, employees impacted by travel or health arrangements (for example smoke), requests for group fundraising, matched donations or other community engagement.
Recognise that the scale of the situation means that even people not directly impacted may have family or friends who were.
Reinforce the key requests of organisations for donations or support activities (such as encouraging fundraising over donation of goods unless directly sought by an organisation – work with the peak bodies for this).
The long version:
While a great many businesses remain open throughout the Christmas holidays, this is still the peak holiday time for many Australians. The 6th of January will see many people returning to work for the first time since the Christmas break, and will be the first time that many people are coming back into the workplace. It has been an extraordinary summer due to the extended fire emergency across States within Australia, and workplaces will need to take some measures to communicate about this.
Many large organisations, particularly those with workforces in areas affected will already have had to enact business continuity plans over the Christmas break due to some of the disruptions caused by the emergency, either for customers, or suppliers or employees impacted. Banks, telcos and utilities have already communicated with employees and customers.
And many communications teams would have been operational over the break ensuring that employees are kept up to date about operational risks and customer or client impacts. Some organisations also have employees who are volunteers in some capacity and so will have already been managing this. Many businesses have been managing communication as the need has arisen over the past 100 days of fires, but the scale and nature of the impacts over the past weeks have made an impact on all Australians.
What to do…
For those organisations who have not yet had to manage any direct impacts, there are some key things to manage and communicate with employees as they resume operations this week.
The scale and nature of the events of the past few weeks mean that many people have either first-hand experience of the impacts of the fires or directly know someone who has.
Has your organisation been directly impacted?
Is your organisation doing things specifically to support the response or recovery?
Do you have employees who have been directly affected?
How does your organisation already communicate about issues and emergencies?
Are roles clear and information consistent already, and if not, how will this be done?
These questions will inform what actions are required as well as who within the organisation will need to be involved prior to communication.
Even in response to a crisis, it’s essential to be clear of the outcomes of your communication activities. Three outcomes that would be helpful at this time are:
Build or strengthen capability.Increase readiness for any escalation or additional impacts by using/reinforcing your effective catastrophe or crisis communication approaches.The best time to have a plan in place is before you need it, but this is an opportunity to build the capability as it is required.
Effective, simple operational information. Whether it’s simply providing information about Volunteering Leave and Health and Safety or detailed information on things your business or organisation is doing to support or in response to the impacts of the fires.
Recognise and incorporate employee response.Being prepared for an understandable range of reactions to the situation and incorporating opportunities for involvement, discussion and support will reduce confusion, concern and allow employees to have their needs addressed.
Each organisation will have different specific messages according to the context, the industry, the geography and a range of other factors, but these are essential:
Acknowledgement that this has been an exceptional time – even if the organisation is not directly impacted.
What, if any, are the impacts?
What does this mean for today and the short term?
What help is available to employees and customers.
Specific proactive information about leave, employee support, process or customer changes.
Commit to providing ongoing regular information and provide any updates promptly.
If your organisation is impacted, face to face or video stream is a preferred way of consistently getting the initial messages across, backed up by the other effective channels* in your organisation.
Use your most effective channels for push messages. If yours is an email organisation, use that. It may be a messaging platform, text or digital signage.
Have a single source of information. Whether you use an intranet, shared drives, internal social media, or a notice board in the break room, choose one place as the single source for information and keep it current.
If your organisation has internal social media such as slack, yammer, or workplace consider using two dedicated threads or hashtags: one for operational information, policy, process and questions, and; one for general discussion. Doing so allows for a single source of essentials while factoring in the reality of how people are likely to interact.
* It helps to know what channels work within your organisation ahead of a crisis. There is not a magic formula for this as there are significant differences according to size, nature of work, nature of industry, nature of the workforce. Contact the author for more on this.
To support this consistent approach:
Delay non-essential communication. People will not have the bandwidth this week.
Provide extra time and resources to ensure managers can have face time with their direct reports.
Schedule a talk time. This could be combined with a fundraising activity or more organic. Depending on the size of your organisation, it might be possible for everyone to gather, or it might be of a scale where teams need to meet individually.
Provide Employee Assistance Program links.
Empower teams to determine how and where support, volunteering or fundraising is offered. Everyone is different and while crisis brings a strong sense of community, there will be different ideas about how and who to support. Factor this into any organisational arrangements early and allow for choice.
Lastly, this week is also not the time for overt promotion of the organisation’s efforts. Do the things that matter. Communicate regularly and factually. Provide opportunities for people to talk informally and let that flow into constructive contribution.
This is the first in a series of posts to help organisations communicate effectively during the response and recovery phases of this catastrophe. The next post will include more detailed steps for organisations that don’t have a communication team, and the final post will cover ways for communication and leadership teams to manage the ongoing and future situations.
Thanks to Craig Spencer, General Manager Strategy and Performance at Royal Flying Doctor Service (WA) and Jenni Field, Director Redefining Communication for their contribution to the development of this article.
An open letter to leaders and communicators in the Australian Public Service and Government Agencies impacted by the announcement to super-merge departments.
Dear government communications leaders, middle managers, department heads, branch heads
Another change with no notice. Another significant change that will have a significant degree of attention and negative press.
The MoG* guidelines don’t prioritise effective communication, so what do you do?
TOO LONG, DIDN’T READ
Following the announcement of merging 18 Federal Government departments into 14, the Machinery of Government process kicks in. For employees and line managers, the communication process as recommended in the MoG is too late in the change process and under-developed in terms of how to immediately communicate with those affected. Mid-tier roles and positions with direct reports will need ways to communicate through the uncertainty of the weeks until 1 February.
1. Make real communication a priority now
3. Stop waiting to communicate until there is more information
4. Be real
These are explained in detail below after the next three sections that provide some context.
Why *Machinery of Government guidelines aren’t enough for effective communication
The Australian Public Service employes around 150,000 people and other public sector organisations, around 90000 more.
Which means around a quarter of a million Australian employees found out about significant transformation to their workplace via the media yesterday when the Prime Minister announced the merger of 18 departments into 14. In his announcement, he did state there would not be job losses (aside from the five departmental secretaries) and that “those who were previously performing functions in the areas that I have talked about in other departments will now perform those functions in new departments.” That sounds simple.
This type of change, in corporate life known as a restructure and in the public service as a “Machinery of Government (MOG) change” are frequent enough to have a set of guidelines for managing the changes.
Interestingly, one of the first items is “hire people to help manage the change.”
Points 6 and 7 of the executive summary recognise that this might need some help…
6. Agencies are encouraged to appoint an independent advisor to manage the MoG process, facilitate negotiations and to help resolve contested issues. An independent advisor must be appointed if milestones are not being met.
7. It is good practice to complete a thorough due diligence exercise within the first five to ten days to identify complex or contested issues early. As soon as it is apparent that a MoG is complex or contested, an independent advisor should be appointed to identify potentially contentious issues and mediate a resolution.
Interestingly, the communication processes for the change are listed not anywhere under People Management, but as the last point under Planning And Due Diligence:
Section 47 of the Work Health and Safety Act 2011 requires that a business consults—so far as is reasonably practicable—with workers who are (or are likely to be) directly affected by health and safety matters.
During a MoG change, agencies are encouraged to conduct ongoing communication and consultation with workers about their transition to new work arrangements. It is important to communicate with affected staff early in the process to explain:
why—the reasons and objectives for change
what—the impact of change
what next—the timetable for specific activity relating to the change
how—the mechanism for providing the input on the implementation.
The steering committee may decide to appoint a Communications Manager in each affected agency.
Every time an employee hears something fundamental about their role from outside their organisation, trust is destroyed. For workers in the public service or other agencies, where the debate about functions, roles and efficiencies is played out in public, this is a difficult time. One that happens a lot.
Disruption disrupts – so denial and ‘business as usual’ is not an option
Major change – transformational change such as redefining the scope and remit of an agency, or bringing together separate departments – in the short term creates a range of predictable human responses and an accompanying downturn in productivity.
Study after study about the negative impacts demonstrate that a number of conditions are a guarantee of reduced trust and disengagement:
Creating a high level of ambiguity by referencing major change without specific details
Publishing information externally on change that impacts individuals publicly before communicating directly with them
Providing no opportunities for input to change or its implementation
Not gathering feedback
Gathering feedback or research and not acknowledging the findings (even if the findings cannot be acted on it is key to be transparent)
Making ‘big bang’ announcements that are not supported with ongoing change and communication initiatives.
A significant change is an opportunity to do things better. The approaches to implementing major changes can provide a catalyst for the kinds of departmental and team leadership and communication that build trust and strengthen the capacity for change.Organisations that get this right see benefits in productivity, trust and capability.
HOWEVER…THIS IS AN OPPORTUNITY
It is possible to communicate in a way that is humanistic and respects employees. A leaner public service will require higher levels of engagement to deliver ‘more with less.’ Yet, unless these changes are led effectively with meaningful employee communication, the support of the employees required to do the work will be eroded at exactly the time they will be needed the most. It’s a perfect time to do things better, because there is literally nothing to lose and everything to gain.
Four things public sector leaders can do now to make this not so shit for people impacted by the changes
1. Make real communication a priority now
Ministerial releases and intranet posts will not actually address the communication need at the heart of this challenge.
During uncertainty people need more real communication, and they need it from their immediate managers and supervisors fast. The majority of trust and engagement is attributable to the actions of leaders and supervisors, not memos.
Real means two-way face-to-face communication. Dialogue, listening, and discussion are part of the sense-making process for major change. This requires planning, commitment, time and skills – at a time when costs are being scrutinised. But the cost of not adopting real communication is another workplace-generation of low engagement and mistrust.
This is what it says on the tin. There are two levels of listening that are key. The first is as a leader, genuinely listen; take time to hear and acknowledge the experience of people facing change. The second is institutional listening; ensure that there are ways of capturing the attitudes, questions and concerns of employees. In environments where listening has not been high on the agenda this is a big – but symbolically priceless – change if it is done effectively. This doesn’t mean ‘just another survey’ or feedback box. It does mean engaging in dialogue about the reality of the changes.
3. Stop waiting to communicate until there is more information
There will always be an information gap. That doesn’t mean there should be a communication gap. Realise that not communicating is not an option. Talk about possible scenarios, and talk to facts. Talk about process in the absence of details of the change. When there is nothing to update, tell people there is nothing to update. Ask questions. Or listen.
When employees are reading and hearing something outside the organisation – whether in the news or on twitter – be prepared for some form of communication inside.
Making an announcement then asking employees to ‘discuss this with their manager’ without equipping managers and supervisors to have next-level conversations about change sets them up to fail. Even in organisations with healthy levels of engagement, it is not uncommon for there to be a pain point at the mid-level manager. They are expected to be the local face of change, yet are also typically facing the impact of changes themselves. If it’s important to increase the focus on communication during uncertainty for employees, it is twice as essential for managers.
4. Be real
Communication is never a substitute for strategy. If the strategy is going to be challenging, saying otherwise is not going to make it better. Although the public is accustomed to spin being part of the political discourse, spin has no place in employee communication.
Discuss what the future requires, what the current situation looks like, and what needs to happen to bridge that divide. For managers and supervisors, this means taking the time to be able to understand change and discuss it.
If you don’t know, say you don’t know. Establish links to the policy and strategic priorities you do have greater certainty about.
You need to be managing communication effectively now.
Have a plan
Understand the context
Put it in real language – no spin.
Prioritise face to face and dialogue
Support managers in their role
Communicate some more.
As change and uncertainty is a feature of every industry and sector and part of the landscape of business – the new normal – rather than accepting the negative consequences, leaders have the opportunity to face into the change and use the change as a catalyst for open, constructive communication.
But most of all, as managers you can try to make the change not feel like an episode of Utopia. Not communicating isn’t an option. Don’t be Rhonda.
Disclosure: I have provided advisory counsel, change and communication training to a number of Federal and State Government departments, agencies and directorates, both as Meaning Business and in my former role as Research & Content Director, Melcrum Asia Pacific.
An earlier version of this article was published prior to the 2014 Federal Budget when the Liberal Government announced it would cut over 10000 positions.
I thought about a lot of #comms things on the way to Vancouver ahead of #IABC19 and this is my jetlag-fuelled take on why this is a crucial time for Communication Professionals.
It’s WCE. World Conference Eve. Already this week, fellow airline passengers from all parts of the globe have been subjected to communication professionals explaining their job and answering questions – the airline seat/UBER pitch is longer than the elevator pitch – as they wended or in some cases still wend their way to Vancouver for IABC’s annual tribal reunion.
In Vancouver, it’s 11.22pm Friday as I begin to write this, but back home in Australia it’s already Saturday at 3.52pm. I travelled back in time almost a full day as a result of crossing the International Date Line. Maybe I am feeling retrospective as a result.
Time accelerates as we age. I’m the same age as IABC, and I know with the number of changes I’ve experienced in the past year (from personal, professional and purpose perspectives) that sometimes, time moves a little too fast to allow the list to ever be entirely crossed off. So, here we are in June, the night before the Biggest Gathering Of People Who Do What I Do (henceforth called ‘the comms tribe’) and I am writing a blog post because…well, because you can’t not have something to show. It’s WC, people!
IABC World Conference is an interesting wormhole that brings the past, the present and the future together along with the comms tribe. It is the fire that we gather around to tell the stories that make sense of our professional world: Where did we come from, where are we going, why am I here?
IABC is approaching it’s 50th year as an organisation in 2020, with roots going back much further than that. The business of communication is not new. Here’s a paradox, though. While the practice becomes professionalised, new research is developed, the technologies both of communication and of the businesses we seek to improve continue to develop. And yet, the core challenges of the communication profession often seem inscrutable, constant and wicked:
Information is not communication.
While the former grows meta-exponentially, often fuelled by the activities and technologies of ‘communications’ we see greater problems than ever in terms of facilitating shared meaning. This isn’t a new problem.
There’s more noise than signal.
Ok, we know the sender-receiver model was talking about technology and not about people so it’s a very flawed way of viewing human communication. But, as a metaphor, it is truer now than ever.
Internet Minute 2009
Internet minute 2019.
Emotion trumps fact.
Communicating things that matter in a way that matters is really hard work. Complexity is inevitable. And it’s increasingly hard to fight misinformation because of the aforementioned noise, biases, bubbles and shareability.
Our species has been communicating for hundreds of thousands of years. It’s a little arrogant of us as communication professionals to rock up at well after 11.59pm on the evolutionary clock and think we’re suddenly going to be in charge. But our career-ancestors, the shaman and the priests, the academics and the jesters, the town-criers and the cave painters, the scribes and the documenters – the leaders – have been doing this much longer than we have, and in very few cases have they ‘got everyone on the same page’. At best, they’ve been able to create resonance, or motivate, or inspire or lead. At worst, they’ve been propagandists or censors, Inquisitors and snake-oil sellers. I’ve gone on a tangent, but a relevant one. At the worst points have they ‘controlled the story’ or ‘silver-lined’ it, neither of which promotes understanding and shared meaning. If we think we are in the business of control, we have to ask which of those professional columns we will be in when the AIs machine-learn the history of communication somewhere shortly down the path.
Which leads to another wicked problem.
Communications technology has been the tail wagging our collective dog.
A quick review of any of the literature of the past 50 years of communication practices shows that what we do has been play catch-up with channels as communication vehicles as they are developed largely by people who are not human-communication professionals. Do any of us want to go through the 2010s retrofitting ESNs to corporate cultures because IT got a bulk license when they did the infrastructure deal? No. But here’s where we have learned. There are multiple current studies and approaches being developed by communication leaders and academics dealing with the next big technological wave: AI and what it means for communication, business and society.
(For all the issues with the World Economic Forum, Davos can at least be relied upon to make sexy the issues that communicators strive to educate their businesses and clients for the preceding three to five years.)
Well, one GIF maybe. But only to sustain us to the end of the story.
Ok, back in the room. Focus people.
Because we – as people who are employed by business, governments, lobby groups, public organisations to use our knowledge, skills and profession to achieve outcomes that wouldn’t be as effective without us – have a pretty competitive and tough job at the moment. We’re fighting disinformation, tech change, other professional disciplines who don’t wait for permission.
The ‘where did we come from…’ is different for many communicators. You know on Survivor, when they merge tribes? Communication as a profession is still at that stage when Jeff gets everyone to throw their buffs in the fire. (Best Jeff Pobst voice: There is no internal comms tribe, no external comms tribe, no brand tribe, there is just Professional Communication.)
But we’re a bit ahead of Survivor contestants. We have our Global Standard and Code of Ethics to guide us. Which is exactly why coming back to the cave of #IABC19* is so important. I am so excited about what I will hear over the next few days.
The problems faced by the tribe will be near-universal. Wherever they are. Whatever the maturity of the organizations and industries they support. Someone else will have felt that pain. But someone else will also have found a different way, using the approaches and skills and disciplines we have collectively arrived at.
One example recently I witnessed was a panel presentation at the Australian Corporate Affairs Summit (#theCAS) where each panelist cited what was working in their organization, and each type of example was something not new for IC, but that was new to their organisation or sector, and applied with learning and insight. In comms, with professionalisation, we are seeing survival of the fittest practices: those that have had measurable impact.
In business, we communicate to create change
What do we do? We can take courses, we can join webinars, we can build our skills and stay current. But, communicating with each other, sharing stories, is still the most meaningful way to make sense of it all.
To paraphrase broadcaster and conference speaker and Celeste Headlee from her podcast interview with Dan Gold** a few weeks ago it’s through listening deeply, inquisitively and critically to those stories from all of our #comms tribe that we continue to advance and develop ourselves and the profession.
Happy #IABC19 everyone.
*If not in person then on LinkedIn, or Twitter, with the tag #IABC19.
**Correction. An earlier edition of this post incorrectly called Dan Gold Mike Gold. I think what I meant was ‘Dan Gold, who is great on the MIC…’
Disclosures: In addition to being an independent communication advisor I work with IABC to develop the Corporate Membership offering in the Asia Pacific region. I attended The Corporate Affairs Summit as a representative of IABC APAC, and this is my late homework.