Florida Department of Transportation Communications Champions Present

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Florida Department of TransportationCommunication
s ChampionsPresent

• Speaker

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• Statewide Communications Champions define
  Communication as
• Effective communication is the delivery,
  reception and understanding of an intended
  message. Effective communication must be clear,
  concise, consistent, and timely.
• 2. It is essential to get feedback verifying the
  message was received and understood as intended.

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• Three Action Plans were adopted by the Executive
  Board, Nov. 2003
• Customizing your Communication Techniques to your
  audience
• Employee Involvement in Decision Making
• Providing Periodic Open Communication Forums with
  Employees

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Customize Your Communication Techniques to your
Audience

• Objective Educate employees to identify and be
  sensitive to barriers to communication with
  various individual and audience
• 1. Develop a checklist of recommended
  communication techniques.
• 2. Develop and implement a process for
  distributing the checklist
• 3. Develop a feedback process for determining
  implementation effectiveness (solicit best
  practices, survey, etc.).

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• 4. Develop and implement an awareness campaign
  about barriers to communication.
• 5. Distribution of checklist

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Improve Communications by Employee Involvement in
Decision Making

• 1. Managers and Supervisors seek input from staff
  on the decision making process
• Job empowerment for completion of tasks by the
  appropriate staff
• Open forum to discuss issues, ideas and concerns
• More face to face interaction
• Openly seek suggestions for improving efficiency
• Feedback to employees on outcome of decisions

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Improve Communications by Employee Involvement in
Decision Making (continued)

• 2. At staff and/or unit meetings,
• add idea sharing agenda items including
• a. Staff explores ways to improve work processes
• b. Opportunities to recognize individual and
  team efforts

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Improve Communications by Employee Involvement in
Decision Making (Continued)

• Celebrate Successes
• Recommendations for improvement or solutions to
  problems
• e. Invitations for staff to attend Statewide
  Teleconferences
• f. Recognition of new hires, promotions, people
  leaving, etc. (timing is important)

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Improve Communications by Employee Involvement in
Decision Making (Continued)

• 3. Unit Managers/Supervisors with their employees
  develop surveys and action plans
• a. Determine which categories the unit is going
  to focus on over next year
• b. Identify tasks necessary to achieve
  improvement
• c. Set goal for improvement
• d. Identify and present Best Practices for areas
  above 2.0

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Improve Communications by Employee Involvement in
Decision Making (Continued)

• Identify training and development needs for unit
  and individual staff
• December 2003 develop 2004 training plan for
  unit
• All employees complete process mapping training
  by December 2004
• Immediate supervisors meet with employees to
  develop ITPs
• Managers and Supervisors identify any necessary
  changes during mid-cycle evaluations

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Improve Communications by Employee Involvement in
Decision Making (Continued)

• Implement Employee Suggestion (s) Team
• Develop program guidelines (Central, Turnpike,
  District)
• Implement program
• Follow up
• Document and respond to suggestions
• Publicize actions taken

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Provide Periodic Open Communication Forums with
Employees

• Leadership meetings (District/Central once a
  month for all employees
• Provide an agenda and minutes (3 days)
• Share and clarify information
• Recognize achievements
• List employee suggestions/provide feedback

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Provide Periodic Open Communication forums with
Employees (continued)

• 2. Encourage regular meetings
• Division Meetings Quarterly recommended. Allow
  a portion for Q A. Openly address rumors and be
  honest in giving information. Discuss topics of
  interest to employees.
• Field Office Visits at least twice a year by
  appropriate Directors and District Secretary.
  Visits should be informal and should dwell on
  issues important to the employees.
• Every supervisor and/or manager should meet twice
  monthly with their direct reports to share
  information.

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Provide Periodic Open Communication forums with
Employees (continued)

• 3. Communication Champions
• are RESPONSIBLE for
• communicating,
• helping with implementation,
• and reporting results.

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Comments Questions Concerns