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CommunicationsPlan MiddleGeorgiaRenovation(Maconoffice) TARGETAUDIENCES:AllCoxSEMiddleGeorgiaemployees GOALS: ProvideclearandconsistentcommunicationtoMGAemployeesbefore,duringandaftertherenovationof Maconoffice. Establishandmaintainhighemployeemoraleandengagementduringrenovation. ProvideSEMGAleaderswithmessagingandtoolsinordertoeffectivelyaddressemployeesquestionsand concerns. TIMEFRAME:September272014Q1 KEYMESSAGES: Thenewofficeworkspacewillbeasstateoftheartastheproductsweprovidetoourcustomers.Itwill maximizetheuseofspacedownstairstocreateamoreefficient,attractiveandenjoyableworkplace. Thenewofficespacewillbeopenconceptindesignmaximizingemployeesaccesstonaturallight.Natural lighthasahugelypositiveeffectonpeople.

people.Ithasbeenlinkedtofewerheadaches,increasesinattentiveness, reductionsinaccidentsandevenbetterqualitysleepwhenemployeesareathome! Thenewopenconceptworkspacewillbedesignedtostrategicallylocatedepartmentstogether.Thiswill promoteasenseofteamwork,higherlevelsofmotivationandorganizationalattachment.Itwillalsofoster thequickspreadofideasandinformation,oftenleadingtoenhancedcreativityandinnovation. Thenewworkspacewillincreaseemployeeinteractionwhichwillleadtoagreatersenseofbeingpartofa team,theMiddleGeorgiafamily. Itisimportanttoacknowledgethatbecomingaccustomedtoopenofficelayoutswilltaketime,howeverthe benefitstobegainedintermsofcreativity,productivity,innovation,andmoralemorethanoutweighthe adjustmentperiod. Only 50% of the current Middle Georgia office building is being utilized which can lead to employees feeling isolated from their peers. This renovation will help our work environment feel more vibrant and alive. COMMUNICATIONTOOLS/TACTICS: Middle Georgia Renovation logo Market Leader message to employees myAXis: renovation page within MGA Market Leader sub-community w/Feedback portal Video from Market Leader Talking Points and FAQs o For leaders o For impacted MGA employees o For all MGA employees o For media (external communication) Posters Screensaver (targeted to MGA employees only) Activities to engage employees and keep morale up All SER employee communication showcasing the new work space Ribbon cutting (internal) *moretobeidentifiedasprogramprogresses COMMUNICATIONCHANNELS: SE myAXis Feedback portal Screensavers Emails Posters Video Photos In-person employee communication

PROMOTIONALTACTICS/COMMUNICATIONTOOLS TACTIC/TOOL:MiddleGeorgiaRenovationlogo TIMEFRAME:Throughoutrenovation PURPOSE:Toprovideafunandupliftingimageassociatedwiththerenovation.HanktheHammercanbeusedin mostrenovationcommunicationandincorporatedintootherpromotional/communicationtactics

TACTIC:MarketLeadermessage(s)toMGAemployees TIMEFRAME:Preconstructions;during;postconstruction PURPOSE:Todecreaseemployeeanxiety,increaseemployeemorale,andmaintainemployeeengagement SamplemessagingfromLynn: Tomorrowisabigday,andIamthinkingaboutyouasyoumoveintoyourtemporaryquarters.Iunderstandthese maybetryingtimes,butjusthanginthere.Icanassureyouthatwhenyouintoyournewnests,youwillloveit. Thesebuildingimprovementswillprovideallofthenecessarytoolsandspaceyouneedtomakeyourwork experienceherebetter. TACTIC:VideoMarketLeaderLynnMurphey TIMEFRAME:Priortostartofrenovationandatcompletionofrenovation PURPOSE:Toshareinformationandupdatespertainingtotherenovation. Firstvideotoexpressthewhatandwhy Finalvideotocelebratethecompletionoftherenovationandshowcasethenewworkspace

TACTIC:myAXisMiddleGeorgiaRenovationpage TIMEFRAME:Launchon9/25/13 PUPROSE:ToprovideconsistentandtimelyupdatestoMGAemployeesandemployeefeedbackchannel MLtoprovideupdatesonrenovationsimilartoablog Feedbacktoolwillbeavailableforemployeestoshareconcerns,questionsorcommentstoML.

TACTIC:TALKINGPOINTSANDFAQS [Leaders;ImpactedEmployees;MGAEmployees;Media] TIMEFRAME:Priortostartofrenovationandasneededthroughoutrenovation PURPOSE:Toprovidetheabilitytoproperlyaddressquestions/concerns/inquiriesbasedontheaudience FAQs(seelastpagesofcommunicationsplan) MGAEmployeesGeneral MGAEmployeesImpacted LeaderSpecific MediaFAQs TBD

TACTIC:Posters TIMEFRAME:Throughoutrenovation PURPOSE:Toinformandengageemployeesduringrenovation Can be used to remind employees of closed areas, renovation progress, planned activities, and ribbon cutting. Exampleposter:

TACTIC:Computerscreensaver TIMEFRAME:Launchon9/27;throughoutrenovationasneeded PURPOSE:TonotifyMGAemployeesaboutrenovationandprovideupdatesasneeded First screensaver will notify/remind employees of renovation Addition screensavers can be deployed as needed (e.g. notification of closed area) Screen alerts can be used for urgent reminders Examplescreensaver:

TACTIC:Activitiestoengageandkeepmoraleup TIMEFRAME:Throughoutrenovation PURPOSE:Tokeepemployeemoraleupandengaged Host fun activities Pass out candy, cookies, fruit or other goodies. To keep with the construction theme, consider delivering goodies in a wheel barrow or hard hat. Pass out fun give-away items Examplefunitemtodistributehammerstressreliever

Exampleofgoodieactivity:

TACTIC:AllSERcommunication TIMEFRAME:Uponcompletionofrenovation PURPOSE:CelebratenewlyinvigoratedworkspacewithallSERemployees Includebeforeandafterphotos TACTIC:Ribboncutting TIMEFRAME:Uponcompletionofrenovation PURPOSE:Celebratenewlyinvigoratedworkspace Allow employees to explore the new work space Host a scavenger hunt to help familiarize employees with new work space set-up

PROGRAMCOORDINATIONANDIMPLEMENTATION TACTICTIMEFRAME
TACTIC MGARenovationlogo MLmessage GMmessage myAXispage Video(s)fromML TalkingPoints Posters Screensavers Activities/fun AllSERcomm RibbonCutting AUG 8/20/13 8/09/13(LM) TBD[leaders] SEPT TBD(LM) 9/25/13 TBD[allotherTP] TBD OCT NOV TBD(JV) TBDandasneeded Asneeded TBD TBD DEC

ParkingLot: Will a meeting be held prior to construction with employees o MGA AEM? Item Hammerstress relievers Hardhats Quantity 150 TotalExpense $400 Suggested Vendor RadWear ProductLink http://www.alpi.net/hammersqueezies stressreliever/p/351BA997D28042E88250 7F83F1FC1C9E http://www.homedepot.com/p/3MTekk ProtectionHardHatwithRatchet Suspension91297 80025T/202195391#.Ujx1ySNWIp0 http://www.homedepot.com/p/TrueTemper 4cuftPolyWheelbarrow PW4UT24/202531275?N=c5qk#.Ujx1UyNWIp0

$50

HomeDepot

Wheelbarrows

$50

HomeDepot

Candy/Snacks Prizes RibbonCutting Misc Itemusagedetails:

n/a multiple 1 n/a TotalBudget

$150 $300 $400 $150 $1,500

TBD TBD TBD TBD

Hammerstressrelievers:tobegiventoallMGAemployeesatthestartoftherenovation. Hardhats:tobeusedtopassoutitemsduringtherenovation(i.e.stressrelievers,candy,bottledwater,etc.).Can alsobewornbyrenovationcheerleaders Wheelbarrow:tobewheeledthroughouttheworkspacetopassoutgoodyitemsduringtherenovation Candy/Snacks/Drinks:variouskindsofcandyand/orsnackspassedoutatrandomtimesduringrenovationto boostemployeemorale. Prizes:tobeusedforgames/contestsheldduringtherenovationtomaintainemployeemorale.Prizescouldbe giftcardsorfunitems. RibbonCutting:tobeusedtopurchasefood/drinksforemployeeribboncuttingcelebrationandanygiveaway items. Misc:tobeusedforitemssuchascontainerstoholdsnackinwheelbarrows,suppliesneededtoimplement contests/games,etc.

MiddleGeorgiaRenovationProject OverviewandEmployeeFAQs FORINTERNALUSEONLY OVERVIEW TheCoxMiddleGeorgiaoffice,locatedinMacon,GA,willundergorenovationofitsfirstfloor. Duetorecentreorganizationandoptimizationinitiatives,employeesintheMaconofficeare spreadoutwithinthetwostoryfacility,leavinglargegapsofunusedspaceandareasof isolationforsomeemployees.Additionally,therearesomeareasoftheoriginalbuildingwhich havenotbeenupdatedsinceconstructionintheearly1990s Thepurposeoftherenovationistobringemployeesclosertogether,providingarevitalizedand collaborativeenvironment.Inaddition,theworkspacewillfeature: Anopenspaceconcept,minimizingclosedinofficespaceandemployee seclusion Enhancednaturallighting Asignificantlyimproved,professionalappearance Strategiccolocationofworkgroups KEYMESSAGES&FAQS KeyMessages: Thenewofficeworkspacewillbeasstateoftheartastheproductsweprovidetoour customers.Itwillmaximizetheuseofspacedownstairstocreateamoreefficient, attractive,professionalandenjoyableworkplace. Thenewofficespacewillbeopenconceptindesignmaximizingemployeesaccessto naturallight.Naturallighthasahugelypositiveeffectonpeople.Ithasbeenlinkedto fewerheadaches,increasesinattentiveness,reductionsinaccidentsandevenbetter qualitysleepwhenemployeesareathome! Thenewworkspacewillpromoteasenseofteamwork,higherlevelsofmotivation andorganizationalattachment.Theopenconceptworkspacewillbedesignedto strategicallylocatedepartmentstogether.Thiswillpromoteasenseofteamwork, higherlevelsofmotivationandorganizationalattachment.Itwillalsofosterthequick spreadofideasandinformation,oftenleadingtoenhancedcreativityandinnovation. Theincreasedemployeeinteractionwillleadtoagreatersenseofbeingpartofateam, theMiddleGeorgiafamily. Thebenefitstobegainedintermsofcreativity,productivity,innovation,andmorale morethanoutweightheadjustmentperiod.Itisimportanttoacknowledgethat becomingaccustomedtoopenofficelayoutswilltaketime. Therenovationwillhelpourworkenvironmentfeelmorevibrantandalive.Only 50%ofthecurrentMiddleGeorgiaofficebuildingisbeingutilizedwhichcanleadto employeesfeelingisolatedfromtheirpeers.Theemptinessanddisconnectednessisa

constantreminderofthechallengingchangesMGAhasexperiencedoverthelast severalyearsinsteadofaviewintoourprosperousfuture. MGARENOVATIONFAQs Whyarewedoingthis? WewanttoprovideourMiddleGeorgiaemployeeswiththesamecollaborative,vibrant,state oftheartworkspaceenjoyedbytheemployeeslocatedinmanyofourotherSERmarketsand acrosstheentireorganization.Duetothevastsizeofthebuildingandstaffingchangesoverthe pastyears,employeesintheMaconofficearespreadoutwithinthebuilding,leavinglargegaps ofunusedspaceandareasofisolation. Dontwealreadyhaveoneofthenicestbuildingsinthecompany? Yes,theMaconofficeisveryniceandweareextremelyproudofit.Therenovationprojectwill allowustousethespaceinthebestinterestofouremployeesandoperations. Howareweabletoproceedwithanofficerenovationwhenwehaverestrictionsontravel, hiringandspending? Ourofficeisahomeawayfromhomeformostofouremployeesandhavingacollaborative, vibrantworkenvironmentisveryimportant.NotonlydidtheSERleadersrecognizetheneed forthis,Centersupporteditaswell,somuchso,thattheyallowedthereallocationofexisting fundstosupporttheproject.Leadershipconsidersthisaveryimportantinvestmentinour MGApeople. Whyarewelimitingthenumberofofficesandwhogetsthoseoffices? Thegoalofthenewworkspaceistoprovideemployeeswithacollaborative,inclusive,and vibrantenvironment.ThecurrentCoxOfficingStandardsdesignatesofficesforManagers, Directors,VPsandGMs.However,werecognizethatsomeindividualshavespecificjob functionsinvolvingsensitiveinformationand/ortheneedforelevatedprivacy.Officespace needswereevaluatedverycarefullyandassignedasnecessary. Howbigaretheworkspacesgoingtobeandcanemployeesworkinthatsizeofspace? OncethefinalMGAfurnitureselectionsaremade,wewillhavespecificinformation(and, pictures)toshare.Untilthen,pleasebeassuredthatworkspaceshavebecomeverypopularin manyworkenvironmentsandbecauseofthat,greatadvancementshavebeenmadetotheir structureandsetup.Employeesoftenfindthattheyhaveincreaseddeskspaceandagreater senseoffreedombynotbeingconfinedbyfourwalls.Themostimportantelementsofyour officearethedesk,drawerspaceforstoringinformation,computerandphone.Aworkspace offersthesameelements. Whatwillhappentotheupstairsarea? Thecurrentplanallowsforthesecondfloortobeavailableforlease. WilltherenovationhaveanyimpactonGainshare? TheMiddleGeorgiabuildingrenovationisnotanadditionalexpenseforthisfiscalyear.Not onlydidtheSERleadersrecognizetheneedforthis,Centersupporteditaswell,somuchso, thattheyallowedthereallocationofexistingfundstosupporttheproject.Themajorityofthe renovationwillbecapitalinvestmentandwillbeoutsidetheGainsharemeasurement.

AdditionalFAQsOfficeSpaceImpactedEmployees WhyamIlosingmyprivateoffice? Thegoalofthenewworkspaceistoprovideemployeeswithacollaborative,inclusive,and vibrantenvironment.OfficespaceassignmentsweremadebaseduponcurrentCoxOfficing Standards.Additionally,jobspecificneedswereevaluatedverycarefullyandassignedas necessarybasedonthesensitivityofinformationtheemployeeworkswith.Ifyouexperience issueswiththenewworkenvironment,weencourageyoutobringthemtoyourleaders attentionsowecanworkwithyoutofindaviableresolution. Mycounterpointinanothermarkethasaprivateoffice.WhyamIlosingmine? Asyouhaveprobablyseen,eachmarket,whetherwithintheSERoranotherregion,hasa differentbuildingdesign.Somebuildingsprovidetheopportunityforanopenoffice environmentandsomearerestricted,atthistime,toaclosedofficespaceenvironment. If/whenrenovationsplansaremadeforourotheroffices,theworkspaceenvironmentwillbe reevaluated. HowamIsupposedtoconcentratewithphonesringingandpeopletalkingallthetime? Employeeswillbeprovidedwithinformationandresourcestoensurerespectisgiventoeach employeesworkspaceenvironment.Asanexample,toolssuchasheadphones,willallow employeestoeffectivelyjoinconferencecallswithoutusingthespeakerphoneoptions. Iamreallyworriedaboutthelossofprivacy.Aretherewaystomakeaworkspacefeelmore private? Aswementioned,cubiclesareusedbymanyorganizationsandhugeadvancementshavebeen madetoensuretheyprovideaneffectiveworkenvironment.Ifyouhaveaspecificconcern aroundaprivacyissue,pleaseletusknowandwewillworkwithyoutodeterminearesolution.

AdditionalFAQsLeaderSpecific Imnotsurehowtoanswerquestionsemployeesmayhaveandhowtobestcommunicate information. Youwillbeprovidedresources,suchasthisFAQdocument,toassistyouincommunicating constantandeffectivemessages. HowwillinformationbecommunicatedtoourMGAemployees? Wevedevelopacomprehensiveinternalcommunicationsplanconsistingofvideo,email, screensavers,myAXis,andonsitemessaging.Weencourageyoutoprovidefeedbackregarding theeffectivenessofthesetoolsespeciallyasitpertainstoyourdirectreports.Wewelcomeany ideasorsuggestionsoneffectivewaystocommunicatetoourMGAemployees. WhatifIgetaquestionnotaddressedintheFAQorthatIamjustuncomfortableaddressing myself? PleasereachouttoLynnMurphey,ExecutiveDirectorofOperationsforMiddleGeorgia,who wouldbehappytoassist.

Willthemessagingchange? Theeffectivenessofourcommunicationwillbemonitoredcloselyaswellastheneedtochange themessagingbasedoncurrentand/orfuturesituations.Wewillprovideyouwithupdated messagingand/orcommunicationtoolsasneeded. AdditionalFAQsMedia InoticedalotofconstructiontakingplaceattheCoxoffice.IsCoxpreparingtosellthebuilding ordownsizeitsworkforceagain?


RESOURCE:OpenSpaceOfficeEtiquette Smells Inanopenoffice,yourcoworkersmightnotappreciateyourlunchodors.Thesamegoesforairfresheners, cologneandperfume.Considereatinginadesignatedareaifotherscouldconsideryourfoodsmellsoffensive.And takecarethatotherfragrancesyouusearesubtle. Sounds Peopleoftenforgetthattheircubicleisntaclosedenvironment.Noisecarriesinanopenofficedesign,saysKnoll. Remembertokeepyourvoicedownwhenyoureonthephone;dontusethespeakerphoneoption;anddontcall acrosstheofficetoacoworker.Sincetheresalotgoingoninanopenofficedesign,itsgoodofficeetiquettetobe considerateaboutaddingtoit.Setyourcellphonetovibrate,recommendsKnoll. Ifyouhavealargeamountofcopyingtodowaitforanidealtimewhenthereslessneedforotherstoconcentrate orwhentheresfewerpeopleinthearea.KristinArnoldsaysitsgoodtorememberthatmeetings,even impromptueventsmadeupofjustafewpeople,shouldtakeplaceindesignatedmeetingareasratherthan distractingyourneighbors. ClutterandCleanup Officeetiquetteincludescleaningupafteryourselfandnotclutteringcommonthoroughfaresorsharedstations. Throwoutyourtrash,pushinchairs,putthingsbackwheretheybelongafteryouusethem,saysArnold.These minorconsiderationsgoalongwayintermsofgettingalongwithothersinanopenoffice. PersonalversusPublic Handlepersonalcallsdiscreetly.Handlingyourprivatebusinesspubliclyputsbothyouandthepeoplethat overhearyouinawkwardoruncomfortablesituations.Knollsaysthisappliestobusinessrelatedconfidentiality too.Takeitintoaconferenceareaortakeawalktoprotectyourprivacyandthatofothers. RespectforVirtualWalls Openofficesencouragecollaborationbutthatdoesntmeaneveryoneisimmediatelyaccessibletoyouwhenever youneedthem. Workersneedtoimagineadoorandknockonapartitionasiftherewasarealdoor. Sheaddsthatwhenyouseesomeoneintentlyatwork,itsbettertowaitforanothertimetointerrupt.She recommendsthatworkersuseanactualDonotDisturbsignorothermeanstosignalwhentheyrenotavailable toothers. Resource:ehow.comhttp://www.ehow.com/about_6513991_openspaceofficeetiquette.html#page=0

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Call notes 9/24/13 Employees need to be packed up by Friday, October 11th Employees will be in temp workspace on Monday, October 14 a. UPDATE: Posters placed throughout the building with move countdown; screensaver up; pop alert on Friday 10/11 as last reminder 3. Stress reliever hammers along with a letter/note from Lynn will welcome them (at their desk or work station/area) on Monday. UPDATE: hammers received in MGA on Tuesday 10/8; Lynn crafted a message for letter. Chris to print out and place w/hammers on employees desk 4. Lunch to be served on Monday too. UPDATE: Autumn arranged lunch w/FireHouse Subs featuring subs, salads, chips, dessert and drinks. An email was crafted announcing the Monday Renovation Recess Hard Hat Lunch Lynn will have MGA leaders email out to their team so the communication can be targeted to MGA building employees only. 5. Calendar/hammer featured 10 day countdown poster and screensaver - beginning on Friday, Sept 27. UPDATE: Done 6. On October 11, Lynn will send out email regarding the move. UPDATE: See #4 7. By Sept 27, Lynn will send out email directing MGA employees to MGA Renovation myAXis site 8. Lynn will send moving specs to be placed on myAXis site 9. Will revisit recess concept 10. Lynn will follow-up with Dan H about funding (~$800) of external ribbon cutting and the option of serving alcohol. 11. Lunch to be served during internal ribbon cutting. 12. Gift card money to be allocated to additional snack items or used for drawing during internal ribbon cutting.