Post by Ginny Andrews on Mar 16, 2021 22:50:53 GMT
Communications Plan
Before meeting with staff
1) Meet with Human Resources
• Ensure that all policies for potential reduction in workforce are being followed appropriately
• Discuss how benefits will be impacted – insurance/PTO
• Will staff be eligible for unemployment and how to apply for benefits
• Find other supports available—company sponsored or local contacts
• EAP contact information available
2) Meet with Managers of the programs immediately impacted to inform them of possible cuts
• Answer their questions
• Ask for input on how to make cuts and their thoughts on next steps
• Input on best ways to address staff-who will be most impacted by cuts
• Develop preliminary plan for potential cuts – can we still offer some programs on limited basis?
3) Meet with other leaders/managers to discuss Agency wide impact.
• Are other programs able to absorb any staff/costs?
• Who has dealt with this before?
• Input/suggestions/guidance. What worked/what did not work?
First Communication to staff- Meet with all program staff that are impacted by cuts by Zoom. All program managers are present.
I want to thank you all for taking the time to meet with us this morning and for your patience, steadfast support and perseverance these last few months. You have all made an enormous impact on the families we serve here in New York. I am honored to work with this group of such caring individuals. You should all be proud of the work we have accomplished during this difficult time.
Unfortunately, these unprecedented times have caused significant shortfalls in our bottom line. As many of you know, our contracts are paid on the number of participants served and number who become employed. The number of our participants who have either found new jobs or retained employment has virtually come to a standstill during the pandemic.
Due to these cuts in funding, over the next several months we will be forced to make cuts in programs and services that we provide. Your leadership team has worked to devise a preliminary plan that limits the impact of these cuts on our staff and on our program participants.
I want to assure you that your management team will be looking to you for your input on how we can continue to provide top notch services and maintain excellent customer service to our participants and support to each and every one of our staff.
We will have check in meetings every Monday morning for the next few weeks to share updates and information. I am meeting with your managers daily and they will be meeting with you routinely to answer your questions and work with you to develop the best plan for possible cuts in programming. You are the experts, and we value your input.
Please feel free to email or call me directly with any questions or concerns that arise. I am here to listen and help in any way that I can.
Thank you all for the work that you do to assist so many families that are in need.
Core message for first communication:
• There are cuts coming.
We appreciate staff and their hard work. Assurance that there is assistance available. We know this will not be easy—but we will do our best to mitigate impact to all.
Secondary Message:
• We want input from staff on how to best manage cuts and how we can assist those people impacted by cuts—staff and participants.
Second Communication:
Email to all staff in the organization to let them know of potential cuts. This will help dispel any rumors that begin to circulate and provide the same message of support and appreciation to everyone.
Talking Points for staff to convey if asked questions by participants:
• Fedcap staff are doing all they can to limit the impact on services
• Initially—we do not have time frame or specific information about what cuts will happen
• We will communicate to participants directly once those impacts are known
• We will provide referrals and contacts for other resources
Vehicle and Frequency of Communication:
Initially-- meet with managers and staff on at least a weekly basis by zoom or in person if possible. As time progresses—may increase or decrease meetings. Offer time to meet with program staff in individual staff meetings as requested.
Email – send to ALL staff in the organization to let everyone know what is going on—and to cut down on any rumors that may begin to circulate about cuts. Continue with weekly email to all staff sharing information as it is updated.
Webinars—offered for staff once actual plan is in place that will guide them on benefits/resources available to them.
Message to Program Participants:
I know that many of you have experienced significant loss during this difficult time. We here at Fedcap are worried about each and every one of you and the difficulties that you are going through. You are all a part of the Fedcap family.
We are facing challenges with our funding due to Covid 19 and need to let you know that there will be cuts to some of the programs that we provide. We want to assure you that we be making referrals to you for where you may access other programs and benefits. We will not leave you and your families behind. We will continue to offer services for the next several weeks and you will have the opportunity to meet with staff directly to discuss you next steps and where you may be able to find additional assistance.
We thank you all for being a part of our great community and we will certainly let you all know when our funding is reinstated so we can continue helping you and your families.
• What is the core message?
The core message would be that due to cuts in funding – there will be changes and cuts in the services that we provide. We will make supports available through our other programs when possible and will provide referrals and community connections to assist them.
• Are there any secondary messages?
Let participants know that staff are still available and will be working with them over the course of the next X number of weeks to guide them.
Before meeting with staff
1) Meet with Human Resources
• Ensure that all policies for potential reduction in workforce are being followed appropriately
• Discuss how benefits will be impacted – insurance/PTO
• Will staff be eligible for unemployment and how to apply for benefits
• Find other supports available—company sponsored or local contacts
• EAP contact information available
2) Meet with Managers of the programs immediately impacted to inform them of possible cuts
• Answer their questions
• Ask for input on how to make cuts and their thoughts on next steps
• Input on best ways to address staff-who will be most impacted by cuts
• Develop preliminary plan for potential cuts – can we still offer some programs on limited basis?
3) Meet with other leaders/managers to discuss Agency wide impact.
• Are other programs able to absorb any staff/costs?
• Who has dealt with this before?
• Input/suggestions/guidance. What worked/what did not work?
First Communication to staff- Meet with all program staff that are impacted by cuts by Zoom. All program managers are present.
I want to thank you all for taking the time to meet with us this morning and for your patience, steadfast support and perseverance these last few months. You have all made an enormous impact on the families we serve here in New York. I am honored to work with this group of such caring individuals. You should all be proud of the work we have accomplished during this difficult time.
Unfortunately, these unprecedented times have caused significant shortfalls in our bottom line. As many of you know, our contracts are paid on the number of participants served and number who become employed. The number of our participants who have either found new jobs or retained employment has virtually come to a standstill during the pandemic.
Due to these cuts in funding, over the next several months we will be forced to make cuts in programs and services that we provide. Your leadership team has worked to devise a preliminary plan that limits the impact of these cuts on our staff and on our program participants.
I want to assure you that your management team will be looking to you for your input on how we can continue to provide top notch services and maintain excellent customer service to our participants and support to each and every one of our staff.
We will have check in meetings every Monday morning for the next few weeks to share updates and information. I am meeting with your managers daily and they will be meeting with you routinely to answer your questions and work with you to develop the best plan for possible cuts in programming. You are the experts, and we value your input.
Please feel free to email or call me directly with any questions or concerns that arise. I am here to listen and help in any way that I can.
Thank you all for the work that you do to assist so many families that are in need.
Core message for first communication:
• There are cuts coming.
We appreciate staff and their hard work. Assurance that there is assistance available. We know this will not be easy—but we will do our best to mitigate impact to all.
Secondary Message:
• We want input from staff on how to best manage cuts and how we can assist those people impacted by cuts—staff and participants.
Second Communication:
Email to all staff in the organization to let them know of potential cuts. This will help dispel any rumors that begin to circulate and provide the same message of support and appreciation to everyone.
Talking Points for staff to convey if asked questions by participants:
• Fedcap staff are doing all they can to limit the impact on services
• Initially—we do not have time frame or specific information about what cuts will happen
• We will communicate to participants directly once those impacts are known
• We will provide referrals and contacts for other resources
Vehicle and Frequency of Communication:
Initially-- meet with managers and staff on at least a weekly basis by zoom or in person if possible. As time progresses—may increase or decrease meetings. Offer time to meet with program staff in individual staff meetings as requested.
Email – send to ALL staff in the organization to let everyone know what is going on—and to cut down on any rumors that may begin to circulate about cuts. Continue with weekly email to all staff sharing information as it is updated.
Webinars—offered for staff once actual plan is in place that will guide them on benefits/resources available to them.
Message to Program Participants:
I know that many of you have experienced significant loss during this difficult time. We here at Fedcap are worried about each and every one of you and the difficulties that you are going through. You are all a part of the Fedcap family.
We are facing challenges with our funding due to Covid 19 and need to let you know that there will be cuts to some of the programs that we provide. We want to assure you that we be making referrals to you for where you may access other programs and benefits. We will not leave you and your families behind. We will continue to offer services for the next several weeks and you will have the opportunity to meet with staff directly to discuss you next steps and where you may be able to find additional assistance.
We thank you all for being a part of our great community and we will certainly let you all know when our funding is reinstated so we can continue helping you and your families.
• What is the core message?
The core message would be that due to cuts in funding – there will be changes and cuts in the services that we provide. We will make supports available through our other programs when possible and will provide referrals and community connections to assist them.
• Are there any secondary messages?
Let participants know that staff are still available and will be working with them over the course of the next X number of weeks to guide them.