1. InterestsPrimarily they are:?• Specific conflicts• Community

1. How to Identify internal and external information needs.In order to make the communication effective the following measures need to be taken:• Gathering demographic and socio-economic information about the community.• Age/gender profile• Social grade/income levels• Religion/ethnicity• Housing types – proportion of each and distribution• Rural/urban split• Life stages of residents (students, young and single, new families, mature families,elderly)• Levels of car ownership/use of public transport• Levels/areas of deprivation• Barriers, benefits and SWOT analysis• Barriers and Benefits analysis – used to understand the barriers that prevent individuals from engaging in the desired activity, as well as what would motivate them to act.• SWOT analysis – used to look more closely at the current situation.• Identify potential sources of funding and support : It is useful to identify potential sources of support.• Setting aims, objectives and evaluation framework: All communications must have aims and objectives so it is clear what one is trying to achieve. • Identifying and segmenting target audiences: Understanding and identifying my target audience is important for communications as they will guide the development of messages, it’s a strategy as well as which communication methods and activities to use and where to deploy them.• Internal and external groups : Stakeholders are important for effective communication, timely identification of all the Internal and External stakeholders would ensure effective communication.• Culturally diverse communities and how to engage : It’s imperative to engage all cultural groups within the community to ensure communication effectiveness.• Developing campaign messages: Words used, Images portrayed and tone used are of utmost importance.2. Identify Competing or Conflicting InterestsPrimarily they are:?• Specific conflicts• Community Services Act & Disability Services Act A conflict of interest may occur when a person allows a personal interest to clash with a public duty. Acting in conflict of interest is to act unethically and sometimes unlawfully. In a general way, acting in conflict of interest calls into question the trust and confidence that the public needs to put in service providers, particularly those who suggest they are independent, unbiased and non-partisan. • Specific conflicts might include:• misuse of confidential client information.• non-declaration of relevant personal interests.• unsanctioned acceptance of gifts and/or monetary payments.• misuse of business property. • A checklist of things to do to help ensure against conflicts of interest would include:• identifying relevant codes, rules, and by-laws.• ensuring that workplace policies accord with relevant codes.• ensuring that your organization has a process to assess client conflicts.• identifying who is responsible for assessment and reporting.• identifying if there are professional supports or advisers available.• do you need to advise in writing.• how can you advise without breaching confidence. • Community Services Act & Disability Services Act • Both Community Services Act (and Regulations) and Disability Services Act (and Regulations) establish requirements about conflicts of interest:• The Disability Services Regulation requires organizations to keep and implement a conflict of interest policy (regulation 12)?The Community Services Regulation requires organizations to keep and implement a conflict of interest policy (regulation 16) 3. Develop a range of Communication strategies to meet organization needs and goalsCommunication strategy is the overall approach with the communication methods and activities in order to achieve the organizational goals. In order to change the behavior the two critical stages of communication needs to be understood.• Initiation – the communications need to get people to adopt the new behavior and start doing it. This is a critical stage – their perceived barriers must be recognized and properly addressed for them to change their behavior and it may take very little to discourage them and for them to stop doing it • Persistence – once people have changed their behavior, their new habit needs reinforcing with further messages and communications delivered over time to keep them motivated. • Developing communications strategy: One should develop communications strategy using aims and objectives as a guide together with the information from background research, knowledge of target audiences, timescale and the likely budget, to decide which mix of communication methods and activities will be the most effective to reach the target audiences and deliver the desired result• The key stages in developing a communications strategy are: • Decide what you need to communicate: • Launch a new service, promote an existing one. • Decide who you want to communicate with: • Everyone in your LGA, specific audiences or a mixture of the two • Do you need one campaign for everyone or a number of interlinked ???campaigns targeting different audiences? • Decide on the mix of communication methods to use. Look at the attributes of the different methods and how they can help communicate: • Simple messages and/or detailed information to lots of people (broad-brush) • Simple messages and/or detailed information to specific audiences (tailored) • Review your initial list of communication methods: • Will they help me reach my aims and objectives? • Have i covered all my target audiences? • Can they be delivered in the required timescales? • Do i have enough budget to pay for them? • Do they support each other to increase their overall impact? • Advertising :Advertisements in printed publications (newspapers and magazines); in the outdoor environment (posters, bus backs, billboards, etc• Television :Television advertising is the most expensive of all the communication media and for most local authorities this alone will make its use prohibitive. • LGAs can choose to collaborate and pool their resources to run TV advertising   ?campaigns across whole regions. • Radio :Local radio advertisements can be a cost-effective way to build strong local awareness of my communications but, as with television, broadcasting areas extend far beyond the boundaries of any single local authority. One needs to check the audience profile of the local radio station.• Press advertising :Advertising in local or regional newspapers can be a good and ?cost-effective communication mechanism. • Media partnerships :Partly advertising and partly PR, media partnerships may be ?a useful and cost effective way of working with your local media (press and ?radio) to develop a range of activities. • Cinema advertising :There are two types of cinema adverts: single static slides or ?TV style advertising ‘shorts’. Cinema adverts are a relatively expensive medium ?(especially for TV style adverts) targeting a relatively small number of people ?mainly in the younger age range (under 30). • Outdoor advertising :This includes static outdoor posters and mobile advertising ?on vehicles. Posters & Billboards can be quite effective at getting short, simple ?messages across to people. • Social Media: One of the effective ways of communication as it uses word of ?mouth publicity to gain affiliation and communities can use it to shorten the ?Adoption Process. 4. Develop processes and protocols in line with communication Strategies.Improving and Developing communication Processes and Protocols requires careful thought, creativity and detailed planning. As well, monitoring and evaluation must be built into the plan. As the communication plan should be integrated within the organization’s overall structure and strategic plan. Implementation of protocols :• A Balance needs to be achieved while implementing the protocol, should be a Integral part of the department or should it be a Test Program.• Timelines needs to be framed for Evaluation of Protocols.• While implementing the Protocols, caution is to be exercised in order to check for organizational changes that need to be incorporated.• Decision needs to be taken on whether the “Protocol” can be taken as a benchmark forperformance expectation for the staff.• What measures I need to employ for the success of the Protocol?• How the Induction Program needs to be oriented for New Joiners, keeping in mind the Protocol. Communication Protocol:• Hands on approach needs to be undertaken for managing human resources unless it’s a Managerial issue.• One should be empathetic for the different communication styles in operation within the organization.• Avoid obscene Language.• Dialog and conversation should be to the point.• If required use a separate office.• Be Truthful and Sincere.• Be stable and consistent in ones communication.• Avoid Backbiting.• Do not present data without proper research.• Take ownerships of the mistakes.• Maintain Professional decorum. 5. Present Information to staff regarding communication strategies: • Take Input from all parties Timely and appropriately.•  Be receptive and appreciate Opinions, Inputs from all levels in the staff. • Inform the staff as to how the decision would be beneficial for the organization and ?how it would impact them. • Staff should be motivated to clear off any queries, they should be inspired and made ?accountable for it.• Changes so done, need to be appreciated by the Staff. 6. Maintain Work related Networks and Relationships.?Networking can occur on a formal or informal basis. • Formal networks : Involving structured meetings or processes• Informal networks: These networks may be internal or external networks. They are the relationships you develop and build up over time with and colleagues. These networks carry lots of information in the form of facts, gossip and rumor about issues affecting your work—such as government policy initiatives, local developments or changes in services.• Skills to network effectively — problem solvingo Identify the problemo Collect Datao Assess the data for relevance or importanceo Identify and assess potential solutionso Identify additional information requiredo Sharing the information• Recognize the value of networks and other work relationships in providing benefits for the team and the organization: The workplace is a ‘social system’. It is a myriad of networks and relationships (system) between people (social). As in any other system, there are dependent and interdependent relationships. When people work effectively with each other they are more motivated in their roles and are more likely to work collaboratively with others. An off-shoot to the activity of collaboration is relationship building or networking. 7. Obtain Feedback from others to assess communication outcomes. • Whatever the feedback is one must adhere to basic rules while framing and giving feedback.o Elucidate the issues you have observed.o Impetus should be on the difficulty and not on the person executing it.o Clearly define the importance i.e. ill effects of non compliance/adherence.o Find out the root cause.o Encourage the employee’s to participate in problem solving, identify all possible solutions.o Decide upon follow-up date• Time and PlaceOnce implemented time should be given for feedback, take quick action once the feedback is received. Don’t procrastinate.• QuestioningUse open and closed ended questions while taking feedback. This will enable you to have a better understanding of the individual who is giving the feedback.• State facts clearlyWhile giving feedback, give a clear picture of what you feel about the situation.• Disagreemento Be open to suggestion, be receptive and avoid arguments.o Identify the reasons for disagreement.o Be empathetic.o Reschedule the meetings if you need more time for preparation. 8.Identify Opportunities of continuous improvement• Change is progressive, employees generally have initial resistance to accept change. One needs to ensure that the changes are incorporated in steps, which reduces the fear and enhances improvement.• Inputs of employees are essential for continuous improvement.• Small changes to be incorporated which are less expensive to implement.• Delegate employees with responsibility to implement changes, this will inculcate  a sense of ownership and accountability.• in order to develop a sustainable improvement model timely feedback is important. This results in improvement of results and keeps the employees engaged.• Changes so incorporated need to be measured in terms of its impact on ROI and overall profitability of the organization.

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