Presented by Sara L. Thompson May 2005 “You’ve Got Mail” Internal Communication Preferences of North Branch Area Schools Staff Members Presented by Sara L. Thompson May 2005 Good evening. Tonight I would like to share my research with you regarding the internal communications preferences of North Branch Area Public Schools staff members. As Community Relations Coordinator for the school district, I am responsible for the dissemination of information from administration to staff members. Let me explain the situation …

We’ve come a long way from the little red schoolhouse. We’ve also come a long way in our communications methods within the school system. There used to be only one teacher and little or no administration in a school. Today … (click)

We have multi-million dollar schools and many layers of teachers and administrators. As each layer was added, internal communications became more challenging. In North Branch, as recent as 6 years ago, districtwide staff meetings were held monthly in one location. Because of an ever-increasing staff population, the meetings were discontinued. News and information is now shared with staff via building meetings, paper newsletters and electronic communications such as e-mail and the Intranet. In the future, the district would like to send more messages electronically to save time and reduce costs, however administrators are unsure how staff members prefer to receive internal communications. Let me tell you a little bit more about NBAPS …

About North Branch Schools North Branch Area Public Schools Located 40 miles north of St. Paul Almost 500 staff members 7 schools in district; all within a 5-mile radius Communications problem Communications Audit (March 2003) Continual budget reductions 2005 Communication Plan NBAPS is an “ex-urban” school district Located 40 miles north of St. Paul … Almost 500 staff members … 7 schools in district within a 5 mile radius Communications problem – While schools in general were “early-adopters” of technology, budget shortfalls have hindered the widespread use of technology in schools for internal communication. Communications Audit (March 2003) – need for increased internal communications, preference for electronic, limited sample Continual budget reductions – difficulty in providing additional internal communications 2005 Communication Plan – focus on internal communication, the information I was looking for included …

Looking for Information How do staff members currently receive information? How do staff members prefer to receive information? Do preferences vary … Type of information Experience of staff member Education of staff member Position in school district What are the barriers to staff members receiving information electronically?

Research Question Is there a preferred method for North Branch Area Public Schools staff members to receive communications from administrators? Specifically …

Methodology Written, paper survey All 493 staff members invited to participate Administered at staff meetings in March 2005 Color-coded by building/department

Sample Survey Questions What is your primary source for news and information? During the school year, how often do you … Read your e-mail? Listen to your voicemail? Read your mail in paper form? What is the primary location you access a computer? Select the primary method you prefer to receive information from district administration.

Responses 78% response rate About the respondents … 385 out of 493 staff members 100% response rate from several departments About the respondents … Highly educated Evenly distributed work experience Teachers represented at highest rate 75.1% female and 24.9% male

Primary Source for News 49% STAFF NEWS (internal bi-monthly e-newsletter) 31% Staff members or administrators/principals 11% VOICE (external monthly newsletter) 7% Local newspaper 2% Other STAFF NEWS = Internal, bi-monthly electronic newsletter VOICE = External mailed publication

Frequency 67% of all staff read their e-mail once or more 57% of all staff listen to their voicemail once or more 30% of all staff read paper mail once or more 18% of all staff NEVER read their e-mail or listen to their voicemail 3 separate survey questions asked staff members how frequently they accessed e-mail, voicemail and paper mail.

Technology Access 83% access a computer in their classroom, office or other location within school district 17% have no computer access in the district Bus drivers, grounds personnel, maintenance and custodians and some early childhood and family education staff members “What is the primary location where you access a computer within the school district?”

Communication Methods Information Type / Source Face-to-Face Print Electronic Human Resources Information School Board/Policy Information Superintendent Updates District News/Information Mission, Vision & Goals Student/Staff Recognition Student Assessment Data Districtwide Budget Information

Method: Current Information Type / Source Face-to-Face Print Electronic Human Resources Information X School Board/Policy Information Superintendent Updates District News/Information Mission, Vision & Goals Student/Staff Recognition Student Assessment Data Districtwide Budget Information <<Talk about how communications are delivered now>>

Method: Preferred Information Type / Source Face-to-Face Print Electronic Human Resources Information 4 % 18 % 78 % School Board/Policy Information 9 % 16 % 75 % Superintendent Updates 14 % 13 % 73 % District News/Information 20 % 62 % Mission, Vision & Goals 10 % 37 % 53 % Student/Staff Recognition 32 % 52 % Student Assessment Data 33 % 51 % Districtwide Budget Information 28 % 39 %

Method: Preferred Staff members … With computer access preferred electronic Without computer access preferred paper Staff members with more education preferred electronic communication Staff members more years experience preferred paper So what???

Research Question Is there a preferred method for North Branch Area Public Schools staff members to receive communications from administrators? Yes! Staff members prefer to receive communications from administrators via electronic methods

Research Summary Staff members prefer to receive most communications electronically Consider multiple methods for highly important info. Most staff members access their e-mail once daily Most staff access technology in their classroom/office Certain staff groups have no computer access

Recommendations Increase computer access for bus drivers, maintenance personnel, paraprofessionals, and early childhood and family education staff members Consider computer touchdown stations Increase electronic communication districtwide; however … Consider multiple methods for budget communications Maintain face-to-face communication for student and staff recognition Deliver HR information electronically

Question & Answer “The biggest difficulty with communications is the illusion that it has been accomplished.” – George Bernard Shaw

Presented by Sara L. Thompson May 2005 “You’ve Got Mail” Internal Communication Preferences of North Branch Area Schools Staff Members Presented by Sara L. Thompson May 2005 Good evening. Tonight I would like to share my research with you regarding the internal communications preferences of North Branch Area Public Schools staff members. As Community Relations Coordinator for the school district, I am responsible for the dissemination of information from administration to staff members. Let me explain the situation …