Post by Lori Hebert on Mar 17, 2021 14:29:05 GMT
IC- Lesson 3- C & D
ABC is a New Hampshire based company that offers peer support, functional support, recovery support and in-home services. All programs are widely spread throughout the state geographically. The company has been notified that contracts in Berlin and Littleton will face reductions in service and workforce due to budgetary cuts resulting from the Coronavirus pandemic. Due to the sensitivity of the information, I will conduct all communication through zoom: first meeting with Program Managers, second with all company staff. Subsequent meeting would be with program staff for Berlin and Littleton and then individual meetings with those directly impacted by the reduction.
Prior to scheduling any meetings as the NH Director I would prepare: 1. Which services will be reduced? 2. Who are the staff providing the services 3. Are there other funding options? 4. What programs do we currently have that could serve these participants and/or offer employment to impacted staff?
C. Message to Staff:
Program Managers of Impacted Reduction Meeting:
• Highlight their commitment to standing up the programs during the pandemic.
• Share the information; The cities in Berlin and Littleton have had budget cuts due to the coronavirus pandemic.
• The cuts will result in a reduction in the in-home services and para-professional workforce. Each location will lose 2 para-professionals and 40 participants will need other services.
• Share research on other funding opportunities, none found.
• Open to feedback on possible funding sources or to begin researching.
• Share the plan to have an all company meeting with details on the reductions then meeting with individual programs.
• Validate that this is going to be a hard few month and that my goal is to be honest, transparent, and supportive with all communications.
• Acknowledge their professionalism and appreciation for their continued support to their staff, the programs, and the company as we navigate this together.
All Company Staff Meeting:
• Acknowledge their dedication to serving their program participants during the pandemic. Commend them for their devotion and to the work.
• Share the information; The cities in Berlin and Littleton have had budget cuts due to the coronavirus pandemic.
• The cuts will result in a reduction in the in-home services and para-professional workforce on the family service contracts.
• Share the Managers and I are exploring other funding options, however at this point there are no in-home grants available. Invite staff to also be exploring options and sharing with their supervisors.
• Discuss plan to meet with the programs directly impacted as a team.
• Identify the delivery of high quality service and the budget reductions are not a reflection of the service, the towns are quite upset about the cuts as they value the services provided.
• Share openly that during this challenging time, I am committing to supporting the field through this and encourage staff to connect with each other for peer support and their supervisors.
• Thank them again and open to questions.
What is the core message for the first communication?
• Honest and transparent communication on the reductions.
• Appreciation for the work performed.
What are secondary messages for the first communication?
• Dedication to supporting staff and participants.
Second Meeting- Program Staff: Intention of the meeting is to set the plan for moving forward with reduction in services. Communication should be clear, concise, and supportive. Tone should be empathetic and welcoming to feedback/discussion.
• Open with thanking staff for continuing the work and highlight their commitment to the participants well-being.
• Acknowledge that this is difficult information to have to share with them and reinforce the budget reductions was a result of the pandemic, their work continues to be exceptional.
• Confirm the reduction in services will affect 40 families and 4 staff.
• Program managers will work with staff on how to communicate the change in our service array due to the funding cuts with participants as well as offering services through other programs: peer support, functional support and recovery supports.
• Program managers will be meeting with all staff individually to discuss the impact to their employment along with options.
• Acknowledge their performance beyond the required expectations.
• Share that the Program Managers and I will exhaust all efforts in supporting their continued professional development either internally or through external connections.
• Discussion with group
What is the core message for the second communication?
• Specific impact to their program
What are the secondary messages for the second communication?
• Support services for staff and participants
Program Participants:
Communication will be done with the participants during the in-home support sessions by the para-professional working with them directly. I have developed script messaging for the staff in supporting these conversations and will meet in teams to practice and role play prior to field staff delivering the message.
• Validate that the Coronavirus pandemic has impacted so many programs.
• Communicate a reduction in funding is resulting in the in-home service closure for the program.
• Services will end on specific date (30-45 day notice), clarity on this so the participant has time to adjust.
• Acknowledge change can be hard, committed to supporting through this transition.
• Confirm you will be working with them in exploring other programming options within the company, peer support, recovery support, functional supports.
• Confirm you will also help them explore other community partner programs offered, and initiate referrals to these programs as needed.
• Communicate the joy/gratefulness experienced by supporting the participant. Talk from your heart about the impact they have made in your work.
What is the core message?
• The service is ending with clear timeframes.
Are there any secondary messages?
• Validating change is hard, appreciation for opportunity to serve.
• Other programming and resources
What are the talking points for staff to convey if asked questions by program participants?
• The company maintains the highest level of service and the funding reduction was a result of the pandemic.
• Our goal is to help participants find other programming options and support that transition.
• At any point staff can contact me directly for support with answering questions with participants.
D. Vehicle and Frequency of Communication:
How frequently would you communicate to staff?
• After initial meetings, I would be checking in with Program Mangers daily and attending all staff meetings weekly through the transition. I would also meet with individual staff as needed, supporting their continued employment on another program, or helping them find other options.
What vehicles would you use for communication? (e-mail, intranet, webinars, phone conferences)
• In person or virtual
• Email communication for resources and to answer questions posed.
Ancillary Communication Tools:
Are there any additional resources you would include/develop for staff?
• Resume writing support
• References
• Employment resources/services
• Human Resource Services
• EAP-Employee Assistance Program
ABC is a New Hampshire based company that offers peer support, functional support, recovery support and in-home services. All programs are widely spread throughout the state geographically. The company has been notified that contracts in Berlin and Littleton will face reductions in service and workforce due to budgetary cuts resulting from the Coronavirus pandemic. Due to the sensitivity of the information, I will conduct all communication through zoom: first meeting with Program Managers, second with all company staff. Subsequent meeting would be with program staff for Berlin and Littleton and then individual meetings with those directly impacted by the reduction.
Prior to scheduling any meetings as the NH Director I would prepare: 1. Which services will be reduced? 2. Who are the staff providing the services 3. Are there other funding options? 4. What programs do we currently have that could serve these participants and/or offer employment to impacted staff?
C. Message to Staff:
Program Managers of Impacted Reduction Meeting:
• Highlight their commitment to standing up the programs during the pandemic.
• Share the information; The cities in Berlin and Littleton have had budget cuts due to the coronavirus pandemic.
• The cuts will result in a reduction in the in-home services and para-professional workforce. Each location will lose 2 para-professionals and 40 participants will need other services.
• Share research on other funding opportunities, none found.
• Open to feedback on possible funding sources or to begin researching.
• Share the plan to have an all company meeting with details on the reductions then meeting with individual programs.
• Validate that this is going to be a hard few month and that my goal is to be honest, transparent, and supportive with all communications.
• Acknowledge their professionalism and appreciation for their continued support to their staff, the programs, and the company as we navigate this together.
All Company Staff Meeting:
• Acknowledge their dedication to serving their program participants during the pandemic. Commend them for their devotion and to the work.
• Share the information; The cities in Berlin and Littleton have had budget cuts due to the coronavirus pandemic.
• The cuts will result in a reduction in the in-home services and para-professional workforce on the family service contracts.
• Share the Managers and I are exploring other funding options, however at this point there are no in-home grants available. Invite staff to also be exploring options and sharing with their supervisors.
• Discuss plan to meet with the programs directly impacted as a team.
• Identify the delivery of high quality service and the budget reductions are not a reflection of the service, the towns are quite upset about the cuts as they value the services provided.
• Share openly that during this challenging time, I am committing to supporting the field through this and encourage staff to connect with each other for peer support and their supervisors.
• Thank them again and open to questions.
What is the core message for the first communication?
• Honest and transparent communication on the reductions.
• Appreciation for the work performed.
What are secondary messages for the first communication?
• Dedication to supporting staff and participants.
Second Meeting- Program Staff: Intention of the meeting is to set the plan for moving forward with reduction in services. Communication should be clear, concise, and supportive. Tone should be empathetic and welcoming to feedback/discussion.
• Open with thanking staff for continuing the work and highlight their commitment to the participants well-being.
• Acknowledge that this is difficult information to have to share with them and reinforce the budget reductions was a result of the pandemic, their work continues to be exceptional.
• Confirm the reduction in services will affect 40 families and 4 staff.
• Program managers will work with staff on how to communicate the change in our service array due to the funding cuts with participants as well as offering services through other programs: peer support, functional support and recovery supports.
• Program managers will be meeting with all staff individually to discuss the impact to their employment along with options.
• Acknowledge their performance beyond the required expectations.
• Share that the Program Managers and I will exhaust all efforts in supporting their continued professional development either internally or through external connections.
• Discussion with group
What is the core message for the second communication?
• Specific impact to their program
What are the secondary messages for the second communication?
• Support services for staff and participants
Program Participants:
Communication will be done with the participants during the in-home support sessions by the para-professional working with them directly. I have developed script messaging for the staff in supporting these conversations and will meet in teams to practice and role play prior to field staff delivering the message.
• Validate that the Coronavirus pandemic has impacted so many programs.
• Communicate a reduction in funding is resulting in the in-home service closure for the program.
• Services will end on specific date (30-45 day notice), clarity on this so the participant has time to adjust.
• Acknowledge change can be hard, committed to supporting through this transition.
• Confirm you will be working with them in exploring other programming options within the company, peer support, recovery support, functional supports.
• Confirm you will also help them explore other community partner programs offered, and initiate referrals to these programs as needed.
• Communicate the joy/gratefulness experienced by supporting the participant. Talk from your heart about the impact they have made in your work.
What is the core message?
• The service is ending with clear timeframes.
Are there any secondary messages?
• Validating change is hard, appreciation for opportunity to serve.
• Other programming and resources
What are the talking points for staff to convey if asked questions by program participants?
• The company maintains the highest level of service and the funding reduction was a result of the pandemic.
• Our goal is to help participants find other programming options and support that transition.
• At any point staff can contact me directly for support with answering questions with participants.
D. Vehicle and Frequency of Communication:
How frequently would you communicate to staff?
• After initial meetings, I would be checking in with Program Mangers daily and attending all staff meetings weekly through the transition. I would also meet with individual staff as needed, supporting their continued employment on another program, or helping them find other options.
What vehicles would you use for communication? (e-mail, intranet, webinars, phone conferences)
• In person or virtual
• Email communication for resources and to answer questions posed.
Ancillary Communication Tools:
Are there any additional resources you would include/develop for staff?
• Resume writing support
• References
• Employment resources/services
• Human Resource Services
• EAP-Employee Assistance Program