Who leads meeting / records tasks? KM, SNS, SMS, BJM
Next Meeting Date: Feb 11, 1:30 p.m.
Fire alarm (KM)
Elements of the Generic Job Description (BJM)
Orientation (BJM/KM)
Communication Survey (sms):
The summary is at public\administration\communication surveys\05 07 08 Communication Sruvey Results.
Comments on conclusions:
In general communication has improved. Twenty staff members responsed: Public Services has 100% participation; Adminsitration, 50% and Access Services, 82%. Only 3 of the 400 possible responses were skipped.
Inter-departmental communication is one area that needs work. Not knowing or having contradictory infromation is an issue. Most of the staff was neutral in their response to knowing about other departmenets on p. 4, but on p. 6, 75% say they know what's happening at the library. People may know about like events and policies more than they know about other departments. But still, almost all should know what's happening.
Bulletin boards are not used. Perhaps we should take some of them down. One particpant suggested spefici purposes for each one.
Most of the staff doesnot use the wiki; the same percentage are neutral or prefer not to use it. It ranks 4th as a preferred communication item (I find bloglines helps keep up with wiki updates). Training is a possiblity here.
44% of the staff don't attend department meetings compared with 10% who never attending staff meetings. Scheduling conflicts are the major reason for nonattendance--if meetings are held.
Email remains the favorite method of communication, though there are rumbles of complaints. Clear consistent headings would help, such as I use for online banking (Online payments to approve)
Two staff members are generally dissatsifed. We did not link responses to department or to other anwers. One person called communication complicated and confusing, another said it was not "consistent and reliabile." Another said emails needed to be clearand simple--suggesting some are not. Someone suggested one stop place to look with a place for urgent messages.
Conclusions:
1. Simplify bulettin boards and don't put anything important there. Move/rearranges some of the posters in the staff room. One suggestion would be to move the required legal notices to the hallway outside of the staff room, making the staff room a more pleasant atmosphere - paintings, pictures?
2. Have the one stop place to look for messages, perhaps the single email message with all info in it sent out in the morning. Who would do this when and how would the person get the information? Here's where the wiki would be helpful. Would need a back up system for designated "informer"
3. Hold more staff/department meetings and move the times around so that more people can attend. I can see duplicate meetings for trainings, but how would we insure consistency of message if it is a meeting about a particular topic?
4. Departments need to share information. Identify the purpose of department and staff meetings - discussion on what kinds of topics. For my department I find it useful to discuss and set priorities so all are informed that if I'm not addressing one topic it's because I'm addressing another. Exchange of ideas for improvements to procedures.
Should everyone be expected to know everything (ie should staff read the board packet or just be expected to look at the agenda?...) or should they just know who to ask/where to look (Stephen for tech/ Where the agendas, minutes, etc. can be found)?
Additional communication training possibilities:
Clear communication - and who needs to know
Public Drive and Wiki training, clarify best use of each, then train on how-to
Orientation and Training Procedures (a work in progress): Make sure people know each others responsibilities, who's in charge of what and what to do if that person isn't available.
ManagersTasks
Probations ending:
Tara --3/16/08
Katie --3/19/09
Sue --4/16/09
Aaron --5/16/09
Amy (Youth Services) 5/25/08
Deb Shogren--6/2/08
Laura -- 6/19/09
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