INS Americas Communication Strategy The biggest issue for teams, especially virtual teams, is communications. 1 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Contents Developing the right Communications Culture Building blocks of successful Communications Strategy Creating and Following a Successful Communications Strategy Audiences for INS Communications Impacts of Communications on INS Key Focus Areas Roles of the Communications Manager Examples of Roles and Responsibilities Category, Project and Regional Communications Tasks INS Communications Roadmap Action Points Communicating and Info Sharing 2 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Background 3 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Developing the Right Communications Culture Included in the Comms strategy are components that include the premise that all communications should be based upon trust and credibility. To help achieve trust & credibility, the following environment is necessary: Attitude: positive, clear, constructive, co-operative, honest Style: innovative, inspiring, creative Tone: clear and simple, non-arrogant, positive, informative Language: non-jargon, to-the-point Communications Manager has the principal responsibility for developing this culture with help and input from INS Management team. Communications manager will further help develop this culture by coaching the managers, setting the example, spreading the comms culture across the department 4 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Building Blocks of Successful Communications Strategy Ownership and involvement by the management –all management members Active and participative line managers Frequent dialogue between employees, stakeholders and management Active listening Openness and honesty Make best use of the Communications Manager Feedback and monitoring INS recognized within the Americas as a high-value service Consistent messages Clear processes and reliable channels Easy to use web enabled access to all INS services for both INS personnel and our stakeholders 5 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Creating and Following a Communications Strategy The goal for all communications should be to add value rather than creating overload Too much communications or communicating about the wrong things is just as problematic as too little communication about important things! What, when (and how much) are we going to communicate? Where and how will we communicate? (what vehicle is best?) Who will play what roles in the team’s communications? 6 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Audiences for Communications within INS Internal communications (Department-facing comms) Stakeholder communications (Promoting INS to Nokia) Supplier Communications (Supplier management) 7 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Impacts of Communications on INS Communications can have an influence on Performance of an individual and the whole organization Job satisfaction, motivation and commitment Cooperation between individuals and teams Department culture and atmosphere Stakeholder satisfaction Communications need to be Honest Open Timely Relevant Clear 8 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Short-Term Goals 9 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Key Focus Areas Stakeholder Communications: Internal Communications: Regular Communications and other face-to-face meetings Create a positive environment in which employees can freely express concerns, questions, ideas, etc. INSight, TeamBrief, NForum and other vehicles for keeping team members up to date Work with Managers to create effective communications pieces and channels for team, department and regional communications. Communications Training Stakeholder Communications: To make INS a recognized high-value service within the Americas Participate in and add to easy to use web enabled access to all INS services for both INS personnel and our stakeholders Direct communications with stakeholders such as of the various stakeholders Meetings Quarterly Newsletters Other news and articles that apply to the interests and needs Supplier Communications: Communicate various tool or process changes to Supplier (such as new look for PO’s resulting from NEW myNokiaPurchase) Communicate issues that would affect the business decisions or actions of suppliers as necessary Help develop a new supplier portal to ease the way a supplier can apply for doing business with Nokia INS 10 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Roles of Communications Manager Develop Support and consult Processes Management comms Guidelines Channels Internal comms planning and management Skills and competences Business performance comms Communications materials for different needs Key Messages Comms Training Strategy comms Crisis comms Content creation Change comms Mergers & acquisitions comms Manage channels Internal branding Intranet Newsletters Intranet issues Internal releases Internal events Staff meetings Videos Web casts Newsletters 11 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Line Manager or Supervisor Examples of Roles & Responsibilities Comms Manager Line Manager or Supervisor Regional Head Support management team with team and stakeholder meetings X X (Content) Communicate key content Give consultancy to teams Manage change communications Support the internal Comms network and facilitate networking among the team members Orchestrate, coordinate, participate in &/or publicize strategy sharing and Quorum events Produce internal communications materials on quarterly results and distribute them using appropriate channels Communicate Nokia and INS vision and strategy Communicate the mission, objectives and values Keep Teams Updated Encourage Feedback and Idea Generation Reinforce the Nokia values through IIP and other discussions Build team spirit
Category, Project and Regional Communications Tasks Facilitate communications between the units/entities operating at the site Create the internal comms plan Ensure the quarterly results and other business information are communicated Communicate local issues to the personnel (such as HR, LtY, etc.) Manage local channels such as the intranet, e-mail distribution lists etc. Arrange or help coordinate local events Create and maintain local presentation material Create and update local crisis communications plan Distribute internal releases as needed Send topic ideas for Nokia News Hub, INSight, etc. Prepare articles for publication and various Category Newsletters Managers provide content Or Comms Manager creates content from interviews, events, experiences, etc. 13 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
INS Americas Communication Roadmap Apr May Jun Jul Aug Sep myNP US and CA Training and Awareness Events May 7 myNP “Go-Live” Prior to Go-Live Comms to all of US and Canada myNP MX Training and Awareness Events Projects INS Awareness Campaign US and CA Film Strategy DVD in Finland INS Awareness Campaign MX INSight LtY Comms (results, next steps, etc.) INSight Regional implementation INSight INSight Strategy Sharing Events US & CA Strategy Sharing Events LTA Quorum INSight Americas Stakeholder 1H letter Americas Team Brief Americas Team Brief Americas Team Brief Am. Stakeholder Q2/letter Americas Team Brief Americas Team Brief Monthly Comms Mktg Monthly Comms Mktg Monthly Comms Mktg Monthly Comms Mktg Americas Monthly Comms Mktg Monthly Comms Mktg Comms support to Americas categories, teams, Country Mgrs Network, Americas IMT, etc. Maintain and develop communication channels for delivering information and collecting feedback. 14 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Stakeholder Communications Internal Communications Action Steps ‘07 Apr May Jun Jul Aug Sep Oct Nov Dec Team Dynamics Training Comms Training Writing Skills Change Management Communications Manager as Communicator Lunch with Comms (Group Comms Training) myNP 13 sites in US and Canada for Awareness Event myNP 2 sites in Mexico & Export Awareness Event 1H 08 myNP all sites in Brazil Awareness Event INS Introduction Packet Stakeholder Communications Category Stakeholder Newsletter Category Stakeholder Newsletter Update myNP Intranet sites Add myNP Training to intranet Americas TeamBrief Americas TeamBrief Americas TeamBrief Americas TeamBrief Americas TeamBrief Americas TeamBrief Americas TeamBrief Internal Communications INSight INSight INSight INSight INSight INSight INSight INSight Regular Monthly Communications, Emergency Comms, etc. Ongoing Global Comms efforts – Quorum, Strategy Sharing, Announcements, etc. 15 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Desired Outcome Where we should be within 3 years 16 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Communications & Info Sharing Increase the INS brand within the Americas region through proactive communications Regional communications strategy to be communicated and well ensconced into the culture Conduct regular training on both project communications and change management Support and contribute to web enabled portal for both Stakeholders and INS personnel to access required information Evaluate opportunities for a supplier portal which would allow Nokia and its suppliers to better communicate Support & create opportunities for stakeholder conference/communication events to present INS to the wider Nokia audience Keep Team Members informed on: business performance business environment, customer and market expectations operational issues, major projects organizational development HR issues 17 © 2006 Nokia V1-Filename.ppt / YYYY-MM-DD / Initials
Communication Matrix Project Specific General Internal INS Americas Impact Resource Impact Resource Strategy Communications Monthly Comms Meeting Quorum H Various Sourcing Projects Communications (MTE, D-Pallet, Investment Recovery) myNokiaPurchase myNokia Travel M M H L Internal INS Americas L M H H H H H H H Strategy Sharing/Quorum Internal INS Global H H Global tools or projects instructions and announcements Category website updates and improvements M L H H Nokia-Wide Stakeholders INS Introduction Pack FAQ’s or Easy User Guides Quarterly Newsletter M M Surveys and Questionnaires New Processes or tools (i.e., myNokiaPurchase) Comms for Sourcing or Ops M M M L H H M H M M Updates (new tools & processes) Web-app. for new suppliers L L Audits Generic notices or e-mails Project plans RFI’s, etc. M L Supplier Focused M H L L M L