COMMUNICATIONS STRATEGY FOR UH HILO STRATEGIC PLANNING

Transcription

1 COMMUNICATIONS STRATEGY FOR UH HILO STRATEGIC PLANNING 1. Intrductin Successful strategic ning requires successful cmmunicatin. Successful cmmunicatin requires attentin t each grup likely t be affected by the ning prcess and its utcmes. Stakehlders will want infrmatin abut what is ging n, when meetings will be held, what themes are emerging frm the ning prcess, and s n. Fr internal stakehlders, being invlved in the prcess can cntribute greatly t emplyee s cmmitment t mutual gals and a sense f rganizatinal unity. Fr external stakehlders, like businesses, being invlved can help create advcacy fr the institutin. 2. Reasns t develp a cmmunicatins strategy: Establish stakehlder awareness f strategic ning and the prcess we will fllw Encurage cllabratin and supprt transparency Encurage participatin/ and prmte campus/cmmunity buy-in and supprt Cmmunicate utcmes f the prcess t university stakehlders 3. Assumptins in develping the strategy: The strategy des nt address mechanisms fr full cnsultatin n aspects f the strategic these will be discussed and ned fr separately. The mechanisms suggested belw wuld thugh supprt cmmunicatin abut such. UH Hil has multiple stakehlders - brad stakehlder grups are utlined here. We have limited time and limited resurces it is imprtant that ur cmmunicatin activities and energies are fcused and specific. There will always be a risk f under- r ver-cmmunicating as such, the Cmmittee shuld peridically review the effectiveness f its cmmunicatin activities. Every member f the Strategic Planning Cmmittee (SPC) has a cmmunicatins rle 1

2 4. Types f cmmunicatin mechanisms 4.1 General mechanisms t update n prgress and seek Strategic ning website this must ensure that it is up-t-date and easy t fllw/lcate infrmatin Annuncements r press releases frm the UH Hil website General address available fr peple t submit views/ uhh@hawaii.edu Strategic ning Blg (t be set up by the end f Nvember 2010) t bth reprt n prgress and encurage engagement/respnses frm stakehlders. Bimnthly prgress reprts (1-12pages) will be written that highlight key prgress made by the cmmittee. These prgress reprts will be psted t the strategic ning website and utilized by SPC members during meetings f ther bards/cmmittees/grups they may attend. 4.2 Stakehlder specific mechanisms t update n prgress See table frm page 3 belw. 4.3 t prcess and respnd t general The SPC encurages and welcmes frm stakehlders thrughut the ning prcess (this is in additin t specific that will be sught during cnsultatin phases). Cmmittee members will actively seek questins and cmments frm stakehlders particularly where SPC members are members f ther UH Hil cmmittees/bards (e.g. Hanakhi Cuncil, UHHSA, Faculty Cngress). The SPC will als likely receive general frm stakehlders thrugh uhh@hawaii.edu, r directly thrugh a cmmittee member (written r verbal). It is apprpriate therefre that the SPC develp a systematic way f dealing with and respnding t questins and cmments frm stakehlders t supprt transparency f prcess and ensure effective tw-way cmmunicatin. The fllwing prcess will be fllwed: Members respnd immediately t questins/cmments frm stakehlders where pssible r refer the questin/cmment t the Strategic Planning Crdinatr, Millard. will respnd t all questins/cmments received thrugh the general address, cnsulting with SPC members where apprpriate. Members keep a nte f all questins/cmments received fr review at the next SPC meeting. The first agenda item fr all future SPC meetings will be set aside fr members t reprt n any questins/cmments they received frm stakehlders n the ning prcess. There is an FAQ sectin n the strategic ning website and this will be updated peridically with answers t cmmn/imprtant questins asked. 2

3 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Campus leadership Chancellr One-t-ne catch-up meeting with Chancellr Straney Frtnightly r as needed Outcmes frm all meetings Issues t clarify with Chancellr Seek advice/ Cuncil f VC s Written briefing fr VC s (bimnthly prgress reprt) Face-t-face catch-ups Frtnightly Bullet pint list f prgress/key f meetings Chancellr s Executive Cuncil (CEC) Presentatins/ verbal update (bimnthly prgress reprts) Mnthly (freq f mtgs) Bullet pint list f prgress/key f meetings Marcia/ Gvernance/ning bdies Faculty cngress Written briefing (bimnthly prgress reprt) Mnthly (freq f mtgs) Standing written reprt fr every cngress meeting Elizabeth Bullet pint list 3

4 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin UHHSA Written briefing (bimnthly prgress reprts) Weekly (if ) (freq f mtgs) Standing written reprt fr every meeting Dee Tracey Bullet pint list Hanakahi Cuncil Written briefing (bimnthly prgress reprts) Mnthly (freq f mtgs) Standing written reprt fr every meeting Gail Bullet pint list Lng Range Budget Planning Cmmittee (LRBPC) Presentatin/verbal update (bimnthly prgress reprt) Frtnightly (freq f mtgs) Request agenda item fr each meeting t prvide Kaina Gail 4

5 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Marcia reprt as needed Bullet pint list Enrllment Management Implementatin Team (EMIT) Presentatin/verbal update (bimnthly prgress reprt) Frtnightly (freq f mtgs) Request agenda item fr each meeting t prvide reprt as needed Jim Kaina Dee Marcia Bullet pint list WASC Accreditatin Steering Cmmittee Prgress reprt/verbal update (bimnthly prgress reprts) meetings Request agenda item fr each meeting t prvide Marcia/ 5

6 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin reprt as needed Bullet pint list t ensure wrk f SPC cmpliments wrk f WASC ASC Other leadership cmmittees VC Academic Affairs Cuncil Presentatin/verbal update (bimnthly prgress reprts as basis) Every tw mnths (freq ) Request agenda item fr each meeting t prvide Marcia reprt as needed Bullet pint list Student Affairs Leadership Cmmittee Presentatin/verbal update (bimnthly prgress reprts as basis) Freq Request agenda item fr each meeting t prvide Jim Kaina 6

7 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Gail reprt as needed Bullet pint list Divisin f Administrative Affairs Directrs Grup Presentatin/verbal update (bimnthly prgress reprts as basis) Mnthly (freq f meetings) Request agenda item fr each meeting t prvide Harry reprt as needed Bullet pint list Faculty General Faculty/staff newsletter article Mnthly (freq f newsletter) Summary f prgress and/r advertising 7

8 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Annunce/ hana s When Update n key utcmes/advertise Cllege specific needs t be apprpriate fr each cllege and ensure that all faculty and all staff f the cllege are engaged. Utilize bimnthly prgress reprts as apprpriate. Ideas: Twn hall meetings Faculty senates Mnthly (at least t back up/reiterate that issued in staff/faculty newsletter) Summary f prgress and/r advertising Member reps frm each cllege/divisin Errl Maria Mazen Karen Pila Kelly Jackie Dean/divisin/department chair s mnthly meetings Staff Faculty/staff newsletter article Mnthly (freq f newsletter) Summary f prgress and/r advertising Annunce/ hana s When Update n key utcmes/advertise 8

9 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Students General student bdy Student newspaper article Every issue (frtnightly?) Summary f prgress/key Dee/Tracey t draft articles and run past and Kelly Flyers As and when Alumni General Alumni facebk As and when published (in crdinatin with Yu Yk Pearring, Marketing and Alumni Directr) Alumni enews (released every Friday) As and when published (in crdinatin with Yu Yk Pearring, Marketing and Alumni Directr) Alumni Bard f Directrs UH Hil Alumni Bard f Directrs Every 3 mnths (freq f mtgs) Bullet pint list f prgress/key f meetings (in crdinatin with Yu Yk Pearring, Marketing and Alumni Directr) Partners Research Crpratin f the University f Hawaii (RCUH) RCUH Hil Office and annunce s As and when published 9

10 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin Hawaii Cmmunity Cllege Chancellr As and when (wrking with the Chancellr) published Cmmunity Hui Ka Ua Verbal update Frtnightly (freq f meetings) Highlight key prgress Harry Seek UH Hil Bster Club As and when (in cnsultatin with Dexter Irwin, Athletics Directr) UH Hil Advisry Bards (with cmmunity members) Knwn Advisry Bards: via UH Hil cntact As and when (in cnsultatin with UH Hil cntacts) CBE AB Perfrming Arts AB Intercllegiate Athletics Advisry Bard (IAAC) t cntact the CEC t ask fr cntacts fr ther 10

11 Stakehlder Grup Specific Cmmunicatin Cmmunicatin Inf t be Cmmunicated respnsible fr actin AB s/ac s at UH Hil Businesses The Chancellr during his regular meetings with grups like: The Chambers As and when Prgress updates (wrking with the Chancellr) Rtary Club /prmte published Schls (particularly High Schls as the feeder schls) On advice f UH Hil admissins ffice As and when /prmte published (wrking with the UH Hil admissins ffice) Residents Chancellr s newspaper article Press releases As and when published Cmmunity Leaders Chancellr and Directr f Media Relatins As and when Prgress updates published (wrking with the Chancellr and Directr f Media Relatins) 11