1. 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 …

2. 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)

3. 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 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 …

4. 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 …

5. 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?

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

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

8. Sample Survey Questions
What is your primary source for news and information?
During the school year, how often do you …
Read your ?
Listen to your voic ?
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.

9. 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

10. 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

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

12. 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?”

13. 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

14. 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>>

15. 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 %

16. 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???

17. 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

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

19. 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

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

21. 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 …