Communications Task Force Minutes, November 20, 2006

DRAFT

Strategic Planning Communication Task Force

Minutes

November 20, 2006

2:30 p.m. - West- HSB 211

Task Force Members Present: Karen Blondeau, Joanna Branham, Michelle Foster, Sharyn Gaston-McGriff, Teresa Gallagher, Susan Kelley, Kim Long, Kevin Mulholland, Joe Nunes, George Rausch, David Rogers, Patti Riva, Barbara Shell

Task Force Members Absent:Linda Anthon, Bill Gombash, Ron Colburn, Priscilla Gray, Fitzroy Farquharson, CoCintheane Hutchinson, Sonya Joseph, Robynne Miller, Darlene Powers,Jane Renfroe, Angela Trujillo

Karen Blondeau, served as facilitator for the meeting.

Welcome

The members introduced themselves.

Review of the Minutes of the October 10 Task Force Meeting

The minutes of the October 10 Task Force meeting were approved as circulated.

Communications Principles

The members reviewed and approved the following list of Communications Principles to guide the work of the Task Force:

  1. Communications should be used to seek input into decision-making about the strategic plan, with clarity about who is seeking input, why input is being sought, why the decision will have meaning to the people whose input is being sought, who will consider the input received, and when.
  1. Communications should be used to educate ourselves about the meaning of data relevant to the strategic planning process.
  1. Decision-makers should communicate their expectation that everyone can contribute constructively, that everyone’s thoughts are valued, and that everyone’s comments will be welcomed.
  1. We should make it safe for people to share ideas and opinions.
  1. We should communicate about the decision-making process itself, so that it is transparent, with nothing held back in terms of how and when decisions are made.
  1. After decisions are made, the decision should be communicated quickly, and a record should be made as to the input sought, received, and considered in making the decision.
  1. We should avoid leading people to think they can influence things that we cannot change (practices that are mandated by law, for example).
  1. We should never assume that everyone knows what we mean, avoid jargon, keep the message simple, and use words with precision, sharing definitions when it is helpful.
  1. We should use multiple methods of communication, and consider timing in terms of the college’s processes and team work loads, not following the same patterns because that is the way we have always done it.
  1. We should increase the most effective form of communication – person to person – but in practical ways, since it is also the least efficient method.

Reports from the Work Teams

College-wide Communications Team

Joanna Branham, Priscilla Gray, Bill Gombash, and Robynne Miller are the members of this team.

  • The Planning web site has been launched as part of the Learning Centered Initiative web page.
  • The Bulletin continues to carry updates from the CPC Co-chairs.
  • The faculty, staff, and professional groups continue to receive updates from their representatives on the Communications Task Force and on the College Planning Council.
  • At the close of each month, Susan Kelley is providing a summary of each month’s achievements and a projection of opportunities to get involved in the following month.
  • David Rogers and the Vision, Values, and Mission Task Force will soon be sharing the feedback gathered on Learning Day. On December 4 that Task Force will address how to continue the discussion launched on that day.
  • Bill Gombash has developed a survey that can be used to determine by which employees prefer to receive communications.

Campus-based Communications Team

Lois Brennan, Michelle Foster, Teresa Gallagher, Kim Long, Kevin Mullholland, Darlene Powers, Jane Renfroe, Patti Riva, and Angela Trujillo volunteered to form this work team.

  • East Campus - Michelle Foster reported that the East Campus team developed a plan to communicate the October 27 end of month report provided by Susan Kelley. They used a campus email, and announcements at deans’ and provost staff meetings and at Faculty Senate. Also, the career staff members distributed the report among their members campus-wide.
  • Osceola Campus – Kevin Mulholland reported that their team sent out a broadcast email to everyone and ensured that reports were made at staff council and at the faculty/staff campuswide meeting. A link to strategic planning has been added to the campus web site. Both email and in-person communications are being used, and they are trying a range of messages from the simple to the complex.
  • West Campus – Teresa Gallagher reported that a broadcast email was sent out, and reports shared at the deans’ meeting and at the West Campus Provost’s Communications team meeting.
  • Winter Park Campus – Lois Brennan reported that their campus also used a broadcast email to get the word out. Three teams have been formed – credit staff, faculty, and student services - and they are developing leaders for each of those teams. She noted that Susan Kelley attended a Provost’s staff meeting to review the planning process, Patti Riva spoke to faculty, and Priscilla Gray spoke to career staff.
  • DTC, CJI, Valencia Enterprises - It was noted that teams are needed for the DowntownCenter, CJI, and Valencia Enterprises. Karen Blondeau and Susan Kelley will seek members for those teams. Joe Nunes volunteered to provide leadership in communications with those at the CJI site.

External Communications

CoCintheane Hutchinson, Susan Kelley, and Barbara Shell serve on this team.

  • Susan Kelley reported that the second Community Conversation was held in OsceolaCounty on November 16, and that the community members were told about the Strategic Planning process and that their input on that day would be considered as the process moves forward.
  • Additional information will be shared as a report on the meeting is developed, and additional external communications activities with stakeholder groups will be developed.

Next Steps

Team Meetings - Each team’s convener will set a meeting date and time for his or her team. Assistance will be provided by Rita Moore in Susan Kelley’s office in securing meeting rooms, as needed. The team leaders committed to be in touch with each other on a weekly basis.It was agreed that the teams would be asked to convene before the Fall term ends to continue to develop their communications methods and activities. Susan Kelley will share the next update with the teams in the November 30 email.

Budget for Team Activities - Ideas were discussed to draw attention to the information being communicated, some of which would require budget support. The teams were encouraged to be creative. Susan Kelley asked the teams to let her know if resources are required, and she pledged to work with the provosts and others to attempt to find any needed funds.

Communicating with Students - Barbara Shell suggested that the best means of communicating with students be explored with the members of the Task Force representing Student Affairs. Susan Kelley agreed to pursue that discussion.

Supporting the Communications Needs of Other Task Forces

It was agreed that Karen Blondeau would serve as the liaison between the Communications Task Force and the other task forces so that we might assist with their communications needs. Of most immediate importance will be communications about the draft situational/needs analysis during December and January, and communications about on-going discussions and proposed revisions to the statements of vision, values, and mission that will take place in January and February.

Guide to Planning Terms

It was agreed that a list of planning terms and definitions would be developed to be shared college-wide. Susan Kelley will develop an initial set of terms to be shared with the team, who will add to it.

Next Meeting

It was agreed that the Task Force would meet on January 12 at Winter Park, from 1:30 – 3:30, and that the various teams would convene to continue their work in the meantime.

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