OROMIA CIVIL SERVICE AND GOOD GOVERNANCE BUREAU

February, 2012 Finfine

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Much of the work done today is knowledge based, Employees strategy; Thus, organizations ..will share their long term vision and strategy And will actively encourage them to suggest ways by which the vision and strategy can be achieved.

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 Thus,

strategy focused organizations understand well the importance of engaging and aligning all employees and stakeholders to the strategy. Therefore, implementing a strategy begins by educating and involving the people who must execute it. Based on this fact, this brief note for strategy communication plan is produced as step to discus on the ways fore ward.

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 To

build

understanding

of

employees

and

stakeholders of an organizations strategy

To

make them contribute their part to realize the

goals and objectives set in GTP and in turn lay the basis of regional and country renascence.

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 Prepare

their strategy communication plan

their strategy

Communicate Make

all employees committed to adapt their

work to contribute to effective strategy implementation.

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 As

assessments in different time indicate that there was a gap of knowledge and skill on BSC. Thus, to overcome this and to enable employees to understand their organizations vision and strategy so that they could adapt their work to contribute to effective strategy implementation.

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 Well

designed strategy communication plan at all organizational levels, Effectively communicated strategy to all employees and stakeholders, and Committed employees and institutionalized strategy result oriented evaluation system are some of the expected outcomes

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5.1 The what of communication?

Communication

refers to the process of

passing information and understanding from one person to another that involves an exchange of facts ideas, opinions or emotions

by two or more individuals.

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 Communication

is the sum of all the things

one person does when he wants to create understanding in the mind of another.
It

is a bridge of meaning between people. using this bridge of meaning a person can

By

safely cross the river of misunderstanding that separates people.

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5.2.1 What is to be communicated?

Strategy

communication to everyone

what the organization is about and

how it intends to create long term values and

how each individual can contribute to success

of organizational objectives is vital.
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Communicate the Balanced Scorecard (BSC) and

other reform tools Using BSC as a tool to communicate strategy and

communicate

BSC

as

management

and

measurement system is paramount.

Therefore, what is BSC, why BSC, why now, and

what is in it for me are some of the questions

should be answered in the process of communicating the strategy.
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Communication of mission, values, vision and strategy is the first step In creating motivation among employees and Also helps shape the culture.

Cultural messages might include a commitment to performance & accountability focused on customers and constant eagerness for continuous improvement or creativity and innovation EP, 141.

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 The

alignment and communication process should

start as soon as the high level corporate strategic themes and objectives have been determined; and
The

process should be carried out endlessly and the

actors will be always on board.

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a) Using possible types of communications:

Communication

is of two types:

formal and informal.

Three

ways of formal communication

down ward,
upward and horizontal.
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B) Through different channels: Important down ward communication channels include

written directives instruction face to face conversations, use of public address system (website) company news paper and bulletin boards.

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c) Using possible communication media three main types of communication media (1) Oral or verbal communication (2) Written communication (3) Non-verbal communication Oral communication:

Face to face conversation, Training group discussion, telephone calls, and other circumstance
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 Written

Communication:

memos, letters, reports, notes & other circumstances

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 In

addition, executives can use the strategy

map and Balanced Scorecard to communicate strategy both

what the organization wants to accomplish and how it intend to realize its strategic out comes.

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5.2.5.1 Target Groups The major target groups in the communication process should be:

Government organizations at all levels, Employees and civil servants at all levels, The community and Civic societies, Non government organizations and other beneficiaries with a concern on the strategy of the organization

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 The

major role players in the strategy communication process are communicators. But, the activity needs a team work on regular bases. Thus, as members of the communication team

leaders and managements, BSC building and implementing team, communicators and o other appointees are the major actors in process of reform tools communication.

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 Moreover,

all communicators have the lion share in organizing, coordinating and stepping towards the final outcome. Furthermore, the team has to develop key messages and answering key questions such as why BSC? Why now? And what is in it for me? In our case, communicators at regional level, zonal level and district level should be active and be sustainable in communicating the reform tools with full knowledge and understanding.
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Communication has to be made continuous and

sustained at all levels of the organization.

To

sustain our communication program barriers

should be identified and strategies to overcome those problems should be indicated.

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 In

most cases, the disconnection between strategy formulation and strategy implementation is caused by barriers erected by traditional management systems- the systems organizations use to:

Establish and communicate strategy and directions; Allocate resources Define process team, and individual goals& directions; and Provide feedback.
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 In

particular we have identified four specific barriers to effective strategy implementation:

Vision and strategy that are not actionable Strategies that are not linked to departmental, team & individual goals Strategies that are not linked to long-and-shortterm resources allocation Feedback that is tactical, not strategic

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 Moreover,

there are barriers to communication, which are either semantic barriers in which many of our communication problems created in that the same word may convey a different meaning to different people; or Interpersonal barriers resulted from ineffective experiences, Jealousy, information over load, Emotions and time pressures. On the other hand, there are also structural barriers: Hierarchy, status and specialization barriers
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 the

performance of the communications

process must be evaluated by results, not activities.

Counting

the number of messages sent and

number of viewers measures the activities of a communication process but not its output.
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 When

you are introducing something like a

Balanced Scorecard in to a company that has never had it before, its a real paradigm shift.
It It

is a major cultural adjustment. is like driving a nail in to granite; you have

to keep hitting the nail.

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Therefore, we must communicate seven

times, in seven different ways and regularly use multiple communication channels to get the message out.

This

is possible if all actions are based on

planning.

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The strategy communication program should

be planned and managed as carefully as any company advertising branding and marketing campaign.

Communication

plan must deliver the message

every time in different ways.

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 As

experiences show communication should be planned and an organization may plan to communicate the strategy multiple times in multiple ways to employees who were highly diverse& geographically dispersed. Others may set annual strategy communication plan to ensure that employees got messages throughout the year, through various channels, about the units strategy.

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Moreover,

managers

should

support

communication through good supervisory efforts, clear assignment of duties, fair rewards for effort, sound policy enforcement etc.

While

preparing

their program

communication

plan

institutions

should

consider
should

that
have

their
the

communication

following basic issues:

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Develop an understanding of the strategy throughout the organization Develop buy-in to support the organizations strategy Educate the organization about the balanced scorecard as a measurement, a management system and communication tool for implementing the strategy Provide feedback, via the Balanced Score Card, about the strategy

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Conducting discussion programme with concerned

bodies: leaders, experts and performers, management members and other stakeholders

Preparing communication plan for six months with major points such as

the progress of BSC implementation, systems and tools supporting our reform and

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attainment

of

our

GTP

goals

including

maintenance of BSC,

recalibrating BPR, evaluation and award system, community participation system,

foundation

of

civil

service

army

in

to

consideration.

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Contents to be included in the framework of the communication plan would be Introduction, Objective (why we communicate), Expected outcomes Major and detailed activities to be done, Communication channels and media (the how part of communication), Actors/responsible body, Action plan and etc (including when to communicate).
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 Communicating
Stick

our plan to concerned groups

to our plan and schedule and perform

timely and accurately

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Dhimmoota Ijoo Hubannoo fi dandeettii raawwachiisummaa meeshaalee rifoomii (accepting and ownership) Hojiilee qunnamtii (communication) Qindoomina qaamolee adda addaa (linkage and coordination) Hoggansa itti fufiinsa qabu (change management) Buaa tarsiimoo safaruu madaaluu
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 Hubannoo

fi dandeettii raawwachiisummaa meeshaalee rifoomii

Dhimmoota xiyyeeffannoon gama hojii irra olmaa meeshaalee rifoormiitiin jiran adda baasuun leenjii gabaabaa kennuu fi hubannoo waliigalaa uumuu

Hojiilee

qunnamtii

Qaamolee gama kanaan qooda fudhatan adda baasuu fi karooraan deeggaramanii hojii qunnamtii itti fufiinsaan akka hojjatan taasisuu. Karoora qunnamtii (strategy communication plan) tarsiimoo waliigalaa fi akka mana hojiitti qopheessuu fi hojii irra olchuu
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 Qindoomina

qaamolee adda addaa

fi sirna gabaasaa

Qindoomina WACO, MMD fi SSBG cimsuun qophii karooraa, qabiinsa ragaa sirreessuu fi idileessuu

Buaa tarsiimoo hojiilee guyyaa guyyaa keessatti

mulachuu fi walitti hidhamiinsa qabaachuu isaa

kurmaana kurmaanaan mirkaneessuu

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buaa tarsiimoo safaruu fi madaaluu

Sirna

madaallii

fi

badhaasaa

irratti

leenjii

kennuudhaan hubannoon gama buaa tarsiimoo madaalluu qaamolee hunda bira jiru cimsuu

Qaamolee

sirna

madaallii

fi

badhaasaa

raawwatanii fi raawwachiisan adda baasuu

Ragaa yeroo hunda galmeessuu fi buaa tarsiimoo safaruuf dandeechisuu isaa mirkaneessuu
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Manneen hojii Sirna karooraa fi gabaasaa ammayyaaaa fi tokko taeen hagganaman Walitti hidhamiinsa tarsiimoo sadarkaa hundatti mirkanaae Hoggantootaa fi raawwattota buaa fi galma tokkof yaaduu fi hojjachuu jalqaban Sirna deegarsaa fi hordoffii sadarkaa hundatti idilaae Buaa karoora GT fi kaaroora waggaa safaruu jalqabame Fooyyansa kenniinsa tajaajilaa fi buaa raawwii karooraa dabale

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 Biiroon

Kominikeeshinii Dhimmoota Mootummaa kominiketaroota manneen hojii fi qaamolee isaan ilaallatu hundi

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 Hojiin

keenya hanga ammaa jiru madaallii kanaan eessa irra jira?

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 Kallattii

kanaan hin hojjatamne taanaan rakkoon ture rmaali dha?

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 Fuula

duratti akkamitti itti deemu fi rakkoo kana furuuf yaadama?

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 Qunnamtiin

keenya fuula duraa akkam tauun

irra jiraata?

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