Equinet Training “Communicating Equality. Effective communication strategies for equality bodies” May 2011 Copenhagen, Denmark NCCD’S INTERNAL COMMUNICATION STRATEGY

Structure NCCD’s internal communication strategy contains 4 parts and an appendix: I.Purpose of the strategy II. Internal communication principles and support actions III. Actions meant to improve internal communication IV. Implementation issues Appendix: Internal communication questions for the personnel survey

Introduction Clear statement of intent to guide all the personnel. The importance of internal communication: “Everything should be all right if only we would communicate – the trouble is we seldom do. Or too late!”  update the current communication practices;  develop internal communication tools;  working group discussions  questionnaire “Barometer of opinions and expectations of the employees of the National Council for Combating Discrimination”  identifying barriers to internal communication.

NEEDS understand and support the vision and mission of the institution; commitment efficiency reducing sources of conflict effective and efficient communication between employees easy exchange of information within the institution building confidence

What do we mean by internal communication? - Information - Common purpose - Hear the employees - Human factor

Why is internal communication important? –Personal involvement –Motivation –Trust –Common identity

What internal communication isn’t?  not a substitute for good management;  not a panacea for the problems of the institution;  not only the responsibility of the manager  not always bring immediate results  not a manipulation tool.

I. Purpose  Increasing the commitment of personnel and mutual trust  Performing the tasks efficiently  Establishing a mission  Improving the quality and availability of information

II. INTERNAL COMMUNICATION PRINCIPLES AND SUPPORT ACTIONS Principle 1: Adequate information Principle 2: Know the activities of all departments Principle 3: A clear and accurate vision about the role and prerogatives of NCCD. Principle 4: Encourage the exchange of information Principle 5: Internal communication must be continual, consistent, creative, efficient and focused on identifying solutions and achieving a goal.

Mandatory actions: The activities that support the principles of internal communication are classified as  mandatory  recommended.

Mandatory actions: Cascade communication Structured plans of communication Newsletter NCCD Standard communication messages Biannual meetings for open communication Periodical transmission of useful information regarding the activity of each department

IV. ASPECTS REGARDING THE IMPLEMENTATION OF THE STRATEGY  communicate key messages to all employees;  understanding and supporting the vision and mission of the institution;  commitment to NCCD at all levels;  efficiency in daily work;  motivating employees, consolidating trust, creating a common identity  respect for human dignity;  creative and constructive attitude;  stimulating activity;  an opportunity for professional development.

Measuring the efficiency of internal communication Assessing the efficiency of internal communication:  informal survey, discussion groups, meetings and sessions, a box of employees, feedback regarding the quality, clarity and value of internal communication.

Implementation stages NCCD: Info NCCD, the press review and agenda of the institution sending any relevant information in daily activity; an operational plan for each department; administrative meetings will be set on time draw-up a minutes of the meeting. Every structure of the institution will have a record of the minutes of the meeting.

Implementation stages Elaboration of communication plans structured on each important project within NCCD; Cascade communication; Biannual open meetings; Annual Operational Plan.

National Council for Combating Discrimination –exchange information, create relationships, build meanings, values and an organizational culture –This process is a combination of people, messages, meanings, practices and purposes and is the basis of modern organizations. –Nowadays, organizations face many challenges. They have to cope with continual change, absorb new technologies, manage learning and the multitude of knowledge gained, adopt new structures, strengthen their identity, promote diversity and involve employees - often at an intercultural level and in a very short time. Internal communication is one of the main solutions to all these problems. –“How well we communicate is determined not by how well we talk, but by how well we are understood” (Andy Grove).

National Council for Combating Discrimination