Name: Elizabeth Campo BSCE III April 4, 2023

Assignment 9

Scrutinize an existing engineering organization by classifying techniques used in

communication/communicating with their co-workers.

Specify the name of the company.

CEBU LANDMASTER CORPORATION (Communication guidelines)

1. Establish an open door policy

One of the best internal communications ideas is to create an environment where your employees
feel comfortable approaching their manager to discuss any issues they may have. These issues may
be directly related to something on the job or could be a personal concern that is having an impact
on the employee’s work.
Good managers know that employees are not robots and that they may need a sympathetic ear and
some reassurance that reasonable accommodation can be made during times when they are facing
challenging circumstances.
The employee should also feel free to approach their manager to share their ideas for how to
approach a task or improve the workplace as well. Reassure team members that there is no such
thing as a “bad idea” and that all opinions are welcome as long as they are shared respectfully.

2. Develop digital forms to speed up the onboarding process

When your company is bringing in a new employee, there are typically a number of forms that need
to be filled out. Traditionally, these forms were paper, and completing them was both necessary and
time-consuming.

If these forms are available in a digital format, some of them could be potentially provided to a new
hire in the pre-boarding stage. The company can still hold back on providing anything that must be
seen only by employees until the official first day of hire, but some of the basics can still be looked
after in advance. Once the new employee is actually made “official,” then the rest of the forms can
be completed.

3. Make your company intranet fun to use

Using your company intranet should not feel like more work if your goal is to encourage your
employees to use it more often. Make a point of adding your company logo and colors to it, and
ensure that all employees know how to use it effectively. Give everyone some training when they
join the company and offer refreshers often.

Not all team members who feel lost will speak up (even if they are invited to at team meetings).
Some people prefer a self-directed approach, while others would prefer to have a designated
person they can ask if they have questions. Give your employees multiple options so they know they
can get help in the way that feels the most comfortable for them
4. Use video as a regular part of your internal communication strategy
If you are looking for ways to keep your team updated about company news and developments
which are essential for them to know, don’t be shy about including them in a video. Unfortunately, if
you are relying on including this information in long email formats, you run the risk of losing your
audience before they can interpret the message.

Some employees simply won’t bother to read to the end. Others will read to the end but won’t be
sure exactly what they read, and others will misinterpret the message entirely. Put it in a video
format and employees can watch it multiple times if need be.

5. Be open with company objectives and goals regularly

In some organizations, the only people who have objectives to meet are the sales staff. Other
employees only hear whether the company is doing well when the company president thanks them
for their hard work at the end of the year.

When employees know what their employer expects them to achieve, they can commit their efforts
to achieving the goals jointly. It is not expected that one person or one team is responsible for
meeting the goals. Everyone can contribute toward the company reaching its goals; once they are
met, the entire company can take credit for its success.

6. Create a company culture where employees are valued

The old idea of running a company where the incentive for someone coming to work was the
paycheck at the end of a pay period has gone by the wayside. Yes, there are financial incentives for
people to go to work, but there are other reasons why they choose to work for a specific company
—your company! — as well.
Avoid creating an atmosphere in your company where your employees feel as though they are
reaching for the proverbial carrot being dangled in front of them from a stick. If they behave in a
certain way, they will be rewarded. If not, they will be “punished” by not being able to get better
assignments to work on, ignored in meetings, or other petty ways to get back at the employee.

7. Conduct stay interviews as part of the company routine

The best way to retain great employees is to ask them what they like about their jobs and what the
company can do to improve their work environment. If you want to improve the performance of
team members who are considered “average,” do the same for them.
Schedule an interview with the employee’s direct supervisor, the HR director, or a company
executive. Let the employee know that anything said during the interview is considered confidential
and “off the record” so the employee feels comfortable about sharing anything they want to about
improvements to the workplace. This is a place to find solutions; an employer can’t act on an issue
if they aren’t aware of it.

8. Use employee profiles to raise productivity and connectivity between employees

 This is one of the most innovative internal communication ideas you can introduce in your
organization. According to a McKinsey Global Institute study, the average information worker spent
approximately 20% of their time at work looking for information internally or tracking down
colleagues who can assist with a task.
One solution is to use your intranet to add employee profiles. Encourage team members to include
their title, who their supervisor is, what kinds of projects they work on, along with any special skills
in their profile. The profile can also include their hobbies and personal interests. Fellow employees
can find the help they need and coworkers they share interests with quickly.

9. Discourage employees from using email whenever possible

When email was first introduced, it was hailed as being a wonderful technological development that
would save time and make communication more efficient. It may have worked that way in some
instances, but as anyone with an email account can confirm, it also leads to a glut of messages that
clog our respective inboxes.

10. Encourage casual internal knowledge sharing among employees

The idea that employees should stay put at their desks for the duration of their workday is no
longer accepted by many companies. Instead, employees are encouraged to take lunch and coffee
breaks during the day to stretch, get a change of scene, and to give their minds a break.

11. Tap into your employee base as part of your marketing campaigns
Consumers hold a tremendous amount of power in determining whether a new product or initiative
will be a success or not. Your employees work for your company and they also have a voice as
consumers.

Neilson’s Global Trust in Advertising Survey asked 30,000 online respondents located in 60
countries which types of advertising they trusted most. The results were as follows:

 83% said they trust the recommendations of their friends and family
 66% said they trust consumer opinions they read online
Given these facts, ask your employees for their ideas about the best ways to reach out to your
target market. Give some of your employees the chance to try the product before the official launch
and provide an honest review for their peers.

12. Start a company newsletter

A company newsletter is a place to share news about your company and the products and services
it provides. Distribute it in a digital format to make it easy for your team members to access at their
convenience. The newsletter can be posted on the company intranet so it doesn’t clog up your
employees’ email accounts, as previously mentioned.
 This forum gives you the perfect opportunity to introduce some fun internal communications ideas.
Consider including some of the following in your company newsletter:

 A list of employees celebrating birthdays each month

 Trivia questions and answers about the company or your industry
 A profile of a featured employee
 Reminders about important events or dates for employees

13. Adopt storytelling to relate accomplishments to specific employees whenever appropriate

Are you looking for internal communication ideas to re-energize employees? Draw them in with a
good story! When the company as a whole reaches a milestone or is recognized for doing something
well, share this information with all workers. Be sure to tell everyone about the specific people who
were involved and whose efforts led to the achievement.
This employee recognition strategy does not have to be limited to work-related achievements. If an
employee has received an award outside of their work life, share this with their work colleagues
too. The news will encourage sharing and camaraderie between workers.

14. Use PowerPoint or Apple Keynote presentations for training purposes

After employees are hired, they should still be learning. Technology changes and improves over
time. There may be regulations impacting your industry that they need to be aware of to do their
work effectively.

Rather than asking your team to read a lengthy text document, an effective way to keep them up to
date on changes they need to know or to review general fire and safety procedures is to prepare a
PowerPoint or Apple Keynote presentation. These are methods that allow for creativity so that the
presentation is interesting to the viewer and each slide can contain an important point to be
covered.

15. Set up a reference library for employees

Training materials, such as PowerPoint presentations or Apple Keynote presentations, can form
part of a reference library that employees can access when needed.

These documents can be stored on the company intranet so that all employees can access them
without having to request hard copies of documents when they have questions. The employee can
simply look up the document and if they still have questions, they can reach out to their fellow team
members or their manager.
This option is less disruptive to the workday and is much more efficient than storing the information
in hard copy form in a specific employee’s office. If that person is away due to illness or some other
reason, their fellow employees are stuck without access to the information they need.

16. Set up team chat rooms

When a team is working on a project, there will no doubt be plenty for them to talk about as it
progresses. Not all of the communication will be face-to-face, though. If everyone on the team had
to get up from their workspace and physically go to someone else’s desk to talk to them, very little
would get accomplished.

Set up chat rooms so that teams can collaborate online instead. They can ask questions, voice
concerns, or act as virtual cheerleaders to team members who have become frustrated. Employees
can post a message and then move on to something else without having to wait for a response.

17. Hold team meetings regularly

Get the entire team together on a regular basis to check in on their progress. This is the time when
they can celebrate their victories and work through any issues they are facing together. No one on
the team should ever be singled out as being someone who is not contributing “enough” — any
performance-related issues should be dealt with at another time.

The goal is to ensure that all the team members have everything they need to do their work
well. This may mean obtaining specific equipment, reaching out to experts in the community, or
working with another company that has the necessary resources.

18. Managers give coaching sessions to team members

Managers in an organization aren’t hired to keep track of employee missteps. They are a part of the
employee’s success within the organization. Try this creative internal communication idea on for
size: Managers meet with their team members regularly for coaching sessions.
The manager should make it clear to the employee that they are invested in helping the employee
succeed. This is the employee’s opportunity to get extra support in areas where the employee feels
they are less effective. The manager may also suggest trying some new approaches in areas where
employees “generally” run into difficulty.

19. Post messages on closed-circuit television (CCTV)

Everyone is familiar with digital signage. We see it everywhere in our everyday lives. Your company
can use this technology to share messages with your employees in the workplace. The messages
can range from fun facts and trivia to local weather reports and company-wide announcements.
This is the type of internal communication idea that will be most successful if the content is updated
regularly. Employees will quickly grow tired if they see the same content repeatedly and will not
look at the CCTV regularly. They may miss an important message as a result. The televisions would
need to be placed in convenient locations where employees are likely to see (and notice) them.

20. Hold company-wide meetings for major announcements, especially when a crisis hits
It’s important to be honest with employees when things are not going well for the company. You do
not want your people to find out about something major that is going to affect them from outside
sources. Schedule a meeting that includes the entire company as soon as possible. Be honest about
what you know and avoid speculation. This is one of the top internal communications best practices
for crisis management.
Anticipate your employees’ questions and try to answer them as quickly as you can. Most people
want to know whether they are facing a job loss when their employer loses a major contract or
sales take a dip during a quarter. Address this elephant in the room directly and expect that your
employees will have questions for their managers. Provide regular updates on the situation so that
employees know how the company is adapting to the situation.

21. Send SMS messages to employees when an emergency occurs

This is an example of communication with employees that you hope you never have to use.
Examples of emergencies where you may need to reach out to your workers may include a gas leak
in your building, a fire, severe weather, a natural disaster, etc. You want to be able to contact your
employees wherever they are to determine they are safe and give them instructions.
In an emergency when voice communication may not be reliable, SMS communications should be
able to reach your employees more quickly. You can send a “blast” message to everyone in the
company at once and ask them to respond by text.

22. Maintain communication consistency with remote and hybrid teams

As the amount of remote and hybrid workers increases, it's important for internal communicators
to consider working environments when releasing communication. For instance, teams should
avoid having ‘hybrid' meetings where one group is a conference room and others dial in remotely.
This sets an unlevel playing field and usually results in various miscues during the meeting. Hybrid
and remote workers also miss out if workers in the office have an impromptu meeting without
sending out a summary to the relevant team members.

Lastly, it's important for all remote workers to have the right tools and technology to have effective
meetings and communication workflows. This includes a reliable internet connection, a headset or
microphone-enabled headphones, and quality work computer.