Management Response to Internal Communications Audit, April 2004

Government Of Canada

Sujets

• management
• managers

Informations

• Publié par: Nachung
• Nombre de lectures: 18
• Langue: English

Extrait

M ANAGEMENT R ESPONSE TO I NTERNAL C OMMUNICATIONS A UDIT Transportation Safety Board of Canada (TSB) management has responded to the Internal Communications Audit published in April 2004. In general, the organization agrees with the recommendations. In its response to each recommendation throughout the table, the TSB indicates the action it has taken, is taking, or plans to take to address the recommendation. R ECOMMENDATION  M ANAGEMENT R ESPONSE  O FFICE OF P RIMARY T OOLS  C OST  T IME F RAME I NTEREST Prepare an annual Agree. A three-year CorporateChief, CommunicationsPrepare athree-year $50,000 Completedin corporate CommunicationsStrategy hasCorporate 2005 communications strategybeen developed and will beCommunications  internal and external supported by an annualStrategy linked to the corporateCommunications Operations planning processPlan. Preparean annual$12,000 June2005  Communications Environmental OperationsPlan assessment, audiences, key messages, activities Prepare individualAgree. The requirement for suchChief, CommunicationsDevelop an InternalApproximately Calendaryear communications plans topolicy with supporting tools andCommunications $12,0002005 set out howpractices was identified as anPolicy with communications toolsaction item in the Corporatesupporting tools, and techniques will beCommunications Strategypractices and used to help achieveapproved by senior managementprocesses for specific businessin fiscal year 2004-2005.managers, enabling objectives, withSignificant effort was made ontimely, improved and performance indicatorsan ongoing basis last year andconsistent internal such as level ofwill continue.communications at awareness theTSB

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R ECOMMENDATION

Make managers accountable for internal communications, provide them with improved tools to communicate

Invite the Chief of Communications to participate in all senior management committee meetings, to advise on internal and external communications Place a communications strategist on other key committees, to advise on internal and external communications

M ANAGEMENT R ESPONSE

Agree. The requirement for such policy with supporting tools and practices was identified as an action item in the Corporate Communications Strategy approved by senior management in fiscal year 2004-2005. It would provide support to senior and middle management to communicate internally in a timely, effective manner.

Agree. In effect as of November 1, 2004, as part of the new governance process.

Agree. In effect as of November 1, 2004, as part of the new governance process.

O FFICE OF P RIMARY I NTEREST

Chief, Communications

Chief, Communications

Chief, Communications

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T OOLS  C OST Develop an InternalCosts included in Communications theprevious item Policy with supporting tools, practices and processes for managers, enabling timely, improved and consistent internal communications at the TSB

The Chief ofNo cost Communications is a permanent member of all governance committees, as part of the new governance process. Communications hasNo cost established internal working practices in the Division to advise on internal and external communications issues.

T IME F RAME

Calendar year 2005

Completed

Completed

R ECOMMENDATION

Strengthen relationship between Communications and Corporate Services, which is a key player in most internal communications activities Reorganize and clean up the Intranet site

M ANAGEMENT R ESPONSE

During fiscal year 2004-2005, the Communications Division created distinct service lines to formalize the support provided to Corporate Services.

Agree. As resources permit. Phase 1 of the TSB Investigations and Information Management System Project (TIIMS) will provide a reorganized Intranet as a transition to a complete restructuring and introduction of new content management practices with the Corporate Services gateway in Phase 2. Content for individual directorates and branches is the responsibility of individual managers. At its January 2005 meeting, the Internal Management Committee agreed that the Chief, Communications would lead the development of a governance committee for the Intranet in line with that for the Internet.

O FFICE OF P RIMARY T OOLS  C OST I NTEREST Chief, CommunicationsA formal bilateralNo cost and meeting will be held Director, Corporatewith key players from Services Communicationsand Corporate Services to validate the level of service. Systems AnalystAnassessmentis Intranetredesign Corporate Servicescurrentlybeingfor the TIIMS and conductedtoplanisthe environment TIIMS Project Managerapproachforincluded in  transitioningcosts, butthe project  Intranettothisnewindividual  environmentcalledmanagers costs  TIIMS.for maintaining  andupdating TIIMSwillintroduce  contentare not. anewIntranet environment, eventuallyproviding TSBstaffaccesstoall requiredTSB electronictoolsand information. Along withthiswillbenew Chief, CommunicationsNo cost proceduresand governancefor contentmanagement.

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T IME F RAME August 2005

Interim transition  pilots in June/July 2005, production in October 2005; final TIIMS environment in 2006-2007 September 2005

R ECOMMENDATION  M ANAGEMENT R ESPONSE  O FFICE OF P RIMARY T OOLS  C OST  T IME F RAME I NTEREST Managers handbookDisagree. Our focus will be onDirector, Corporate containing policies,making that informationServices human resourcesavailable on the Intranet for information, financialemployees and managers. information, etc. Events calendar,Agree. An events calendar willChief, CommunicationsCommunications hasNo costCompleted in showing both externalbe available on the Intranet.created a calendar forMarch 2005 and internal events and athe Public Awareness contact person whereProgram showing the appropriate externalevents. The events calendar will beCorporate PlanningCreate an eventsNo costSeptember 2005 compatible with the TIIMSOfficer calendarshowing project. CorporateServices bothexternal and  internalevents, to be  availableon the Intranet Guidelines forAgree. Records managementActing Manager,No costJune 2005 employees on the use ofguidelines have been available toInformation Management e-mails (these couldall employees since FebruaryCorporate Services likely be picked up from2004. A reminder will be sent to and another department)employees about the guidelines.Manager, Informatics  CorporateServices Note: will review Network Handbook for e-mail etiquette.

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R ECOMMENDATION  M ANAGEMENT R ESPONSE  O FFICE OF P RIMARY T OOLS I NTEREST Creation of additionalDisagree. Adequate distribution internal e-maillists already exist and employees distribution lists, sosimply need to be reminded to employees are less likelyuse them. to send to all staff, or have to spend time creating their own lists A new corporateDisagree. Emphasis will be onN/A N/A newsletter could helpintroducing a new Intranet bridge silos, proveenvironment within TIIMS that useful for corporatewill eventually provide staff with messaging, but wouldaccess to all required TSB require significantelectronic tools and information. investment An alternative would be to use the existing Corporate Services newsletter for broader corporate purposes: updates on Business Plan priorities, status of Public Service Employee Survey Committee work, etc.

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C OST

No cost

T IME F RAME