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January 18, 2012 Administrative Council Presentation

January 18, 2012 Administrative Council Presentation. Original Charge: Address communications concerns raised in the Higher Learning Commission’s accreditation report.

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January 18, 2012 Administrative Council Presentation

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  1. January 18, 2012 Administrative Council Presentation

  2. Original Charge: • Address communications concerns raised in the Higher Learning Commission’s accreditation report. • “TCC is a rapidly changing and innovative institution, and for its new programs, initiatives, policies and ideas to be effectively implemented and communicated to students and the community at large, the college administration must examine its internal organizational structures, training policies, and communications to empower front-line employees to provide the service excellence that the institution seeks to achieve.” Revised Charge: • Address communications concerns raised in the Higher Learning Commission and incorporate goals and objectives of the Strategic Plan.

  3. Formation: • 10 Member Task Force: • Lauren Brookey – co-chair • Pat Fischer – co chair • Flo Potts • Jan Clayton • Cherie Hughes • Kevin Clayton • Bill Creech • Judy Tarpley • Janice Wilhite • Donna Wood

  4. Original Task Force Goals: • to develop or add internal mechanisms which are data informed that improve communication to all employees 2) to create a communication system that supports employee collaboration

  5. Materials Reviewed by the Task Force: • PACE climate survey • HLC report • Render and Associates market research • Communication tools currently used within TCC • TCC Strategic Plan • Best practices in internal communications

  6. Task Force Actions • The Task Force developed and conducted an internal survey focused on communication to gain a better understanding of employee’s perceptions regarding communication with TCC. The survey was conducted in the spring of 2010. • During the work of the Communications Task Force, the College also began work on a Strategic Plan. For a period of time, the Task Force was also charged with looking at external communication, but later returned to its primary focus – internal communication. • Developed a set of Core Beliefs to guide the Task Force’s planning.

  7. Core Beliefs • Effective communication is essential to the continued success of TCC, • Effective communication is the responsibility of all employees – both in terms of originating communication and receiving communication, • Timely communication is critical to ensure the right people have the right information at the right time, • TCC has appropriate means or vehicles for effective communication, but we don’t always use them well or in a timely manner, and • Individual, departmental and committee communications planning rather than a comprehensive plan administered by one person or committee would be the most effective approach to ensuring constructive communications within the college.

  8. Survey Implementation Key Findings: • 617 respondents • Full-time 78 percent, Part-time 22 percent • 611 respondents • Campus location 89 percent, CC or other 11 percent • 362 respondents • Identified as Faculty 45 percent, Staff 44 percent of Administration 11 percent • 621 respondents • Less than 1 year of employment 8 percent, 1-5 years 29 percent, 5-10 years 23 percent, more than 10 years 39 percent

  9. Survey Implementation Key Findings 70 percent of employees feel that the College is very or mostly effective in communicating employee information from administration to employees

  10. Survey Implementation Key Findings 30 percent believe that communications about college operations is inadequate or not effective

  11. Survey Implementation Key Findings 87 percent feel they can speak to their supervisors about job related issues 84 percent feel there is good communication between themselves and supervisor

  12. Survey Implementation Key Findings 69 percent believe TCC administration needs to take more responsibility to improve communication 67 percent believe TCC employees need to take more responsibility to stay informed

  13. Survey Implementation Key Findings 65 percent said TCC communication is generally accurate

  14. Statements with lowest responses were: 55 percent believe there is good communication between the administrative offices and campuses 41 percent believe existing communication channels are effective 38 percent believe communication by college wide committees is effective

  15. Highest rankings for different types of communication were: 93 percent – Emails 72 percent – TCC website 72 percent – HR News 71 percent – Informal grapevine communication with peers 65 percent – Meetings with my supervisor

  16. Lowest rankings included those communication tactics uses occasionally or not at all: 85 percent – Suggestion boxes 84 percent – Video messages 82 percent – Celebrate Learning newsletter 78 percent – President’s Council 72 percent – Large Meeting Q & A

  17. Highest rankings for how informed employees felt about specific topics: 80 percent – Employee policies and procedures 78 percent – College Vision 77 percent – Employment opportunities 74 percent – Employee benefits 73 percent – Training

  18. Items receiving the least favorable responses of poorly or not at all informed: 57 percent – Financial aid policies 50 percent – Budget and business status 48 percent – Tulsa area higher education needs 47 percent – Tulsa area community needs 46 percent – Continuing education progress

  19. Overall Conclusions: • Positive about communication with supervisor • Administration needs to communicate better • Employees need to take the initiative to stay informed • Communication across the college form location to location is identified as a concern • A need to improve communication with part-time employees • Email is the most routinely used type of communication

  20. Communication Task Force Outcomes: Action: Conduct college wide survey of all employees to determine level of satisfaction with current communication methodologies and mediums. Overview: In general, there was a positive opinion of TCC’s efforts to communicate with its employees. Areas with lower ratings included: communication with part-time staff; communication on budget issues; communication to and from students; and communication between different campuses and locations.

  21. Results: The survey had 617 respondents (78 percent full-time and 22 percent part-time). Areas with strongest agreement (60 percent or more): • Supervisor communication is positive • TCC administration needs to take more responsibility to improve communication • TCC employees need to take more responsibility to stay informed • TCC communication is generally accurate

  22. Results: Areas with lowest agreement (55 percent or less) • There is good communication between administrative offices and campuses • Existing communication channels are effective • Communication by college wide committees is effective • There is good communication between administrative offices and campuses

  23. Recommendation 1: Bi-annual communications survey to determine areas of improvement, need or significant trend change. First survey completed by the Communications Task Force will be considered a baseline for ongoing comparison and monitoring with each survey following.

  24. Recommendation 2: Share survey results with college wide community. Handout: Communications Survey results

  25. Action: Task Force Developed Communications Planning Form Overview: As a result of Task Force discussion, decision was made to develop a communication model that would be fluid, practical and required of all supervisors, areas and leaders rather than comprehensive, perhaps easily outdated and the responsibility of one individual or a small group. The model was to require 1) encourage communication as a policy or application to all college planning 2) bi-annual assessment on communication research 3) implementation of a Communication Planning form that would allow individuals and areas to incorporate communication into their planning.

  26. Recommendation 1:Develop a Communication Planning Form for all Supervisors Recommendation 2:Introduce Communication Planning Form at Administrative Council Meeting with instructions and support and follow up evaluation. Recommendation 3:Expansion of “Game Plan” projects form to include support for materials identified in the Communications Planning Form.

  27. Recommendation 4: Expectation that new policies or procedures for employees or students that are to be introduced require a Communication Planning Form as part of its implementation. Recommendation 5: Task Force or Team formed to develop a stronger portal for college wide communications within the framework of the software owned or to be owned in the future by the College and including collaboration with IT. Recommendation 6: Develop a Communications Committee as a sub-committee of the Operations Council

  28. Handout: Communication Planning Form

  29. Resources Communication Survey Results – Bulletin Board, Blackboard Leadership Talking Points - Bulletin Board Communication Planning Form -Gameplan, Bulletin Board, My TCC, Blackboard

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