610.409.2522
dani@mac4comm.com
Facebook
Twitter
LinkedIn
  • Home
  • Who We Are
  • What We Do
  • Who We Work With
  • Blog
  • How to Reach Us

How to Win with Communications Champions

February 26, 2018Lori Rohrbach

“Site communications contacts.” “Grassroots network.” “Communications champions.” Whatever terminology you use, having individuals across sites or functions who are “on point” for communications can be invaluable to any large-scale employee communications effort.

If you’re managing a centralized communications function or a major change initiative, enlisting the right employees as evangelists who can help spread your message can be a serious advantage. The key is to be strategic about how you both establish that network and sustain it over the longer term.

Every effort to engage with communications champions starts with the best intentions. “We’re going to get a bunch of people across our sites all excited about communications, hold a big kickoff call or two, and then forget they ever existed,” said no communications professional, ever. Same goes for, “We’ll just tap into our communications network when we have a major announcement that we need help distributing or need something printed locally”—also not a recipe for communications champion success. And yet, sometimes these scenarios are exactly how things play out, despite the best intentions.

Cultivating ongoing relationships with communications champions that deliver real value for all parties—as well as the business—requires a fair amount of forethought, time and consistent attention. Start by choosing the “right” employees, making sure you have representation across all relevant functions and/or sites. The right people aren’t necessarily formal leaders—look for the informal leaders and influencers too, those who have their “ear to the ground” and are in the know about what’s happening locally. Your communications champions aren’t necessarily even communications pros—just communications-minded folks who have the best interests of the organization at heart.

Once you’ve identified your participants, set clear expectations: What exactly are you asking your champions to help you achieve? What can they hope to gain from the experience? Be sure to set a cadence for ongoing conversations and stick to it. Consider meeting face-to-face at least occasionally to establish a personal rapport and to emphasize just how important the champions are to the success of your communications plan—and, ultimately, your organization.

Keep your champions informed and equipped with information and tools—talking points, slide decks, previews of breaking news—and help them feel prepared and empowered to help spread the word on your behalf and actually “champion” your message. Stay in touch. Don’t wait for big news or a communication “event” to reach out to your contacts. Communication is a process, and you need to foster these critical relationships on an ongoing basis.

Finally, be sure that your ongoing conversation with your champions is a two-way street. Listen as much as you talk, and you’ll gain valuable feedback and an organizational pulse-check that can be hard to come by when you’re sitting in a corporate office. By staying in tune with your audience, you can not only make your communications more effective but also serve as an important source of the “voice of the employee” for other functions and decision-makers at corporate.

Communications champions can function as a true extension of your communications team—but just like any relationship, maintaining a communications network takes work. But nothing good comes easy, and having a dedicated group of “feet on the street” just may be the key to taking your communications program to the next level.

 

Author: Kate Tomasco

Previous post When Sorry Seems to Be the Hardest Word Next post 3 Tips to Help You Choose Words Wisely in Your Communications

Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

 

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

 

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources.  Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

 

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

 

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

 

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

 

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

 

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

 

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

 

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

 

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

 

 

Author: Erin Alderfer

HomeWho We AreWhat We DoWho We Work WithBlogHow to Reach Us
Copyright © 2016 MAC4 Communications, LLC.