Communicating Change - Department of Justice and Equality · Department of Justice and Equality ......

JULY 2016

Department of Justice and Equality ‘Communicating Change’

Communications Strategy 2016-2018

2

Foreword by the Secretary General Communication, in one form or another, runs through all of our work and activities. Communicating effectively is our goal,

regardless of level or role in the organisation. Working to explain our work and get our message across, both internally and

externally, will support us in achieving this Strategy’s objectives and demonstrating our core values in all that we do and say.

The key objective of this first Communications Strategy is ‘communicating change’ in how the Department will continue to develop and

improve all aspects of our communications. We all recognise the need for continuing improvement, particularly in explaining what we do and

why, and engaging meaningfully with all staff, customers and the public.

This Strategy is a core element of our new culture and values, and builds on recent improvements and developments. It reflects the views of

staff, the media and other stakeholders on what more needs to be done and done better.

In setting out this Communications Strategy 2016-2018, we are making a firm commitment to value effective communications in, and by, the

Department. We want to place communications, effective listening and engagement at the heart of everything we do. Doing this better will

help us live the values we have committed to and support our mission of working for a safer, fairer Ireland.

Noel Waters

Secretary General



3

1 Objectives and Goals

This Strategy, supported by a framework of actions, sets out a roadmap for meeting our communications objectives over the period 2016 to

2018.

The Strategy will deliver the following key objectives:

Communicating more effectively the work of our Ministers and the Department to our stakeholders, the media, and the public;

Being proactive in our engagement with our partner organisations, the media, and the public, and listening to external views and ideas;

Communicating more effectively within the Department and across Government;

Increasing public understanding of the role and work of the Department;

Helping to strengthen our Corporate Governance arrangements by being more open, accountable, and transparent;

Building a strong and consistent voice and identity for the Department; and

Identifying key communication tools, including new opportunities to communicate more effectively both internally and externally.

Living the values of the Department’s Culture Charter will be central to achieving the objectives of the Strategy. To link this strategy directly to

our values, a communications goal is associated with each of our core values (see Table 1).

http://justice.ie/en/JELR/Department%20of%20Justice%20and%20Equality%20-%20Culture%20Charter%20(FINAL).pdf/Files/Department%20of%20Justice%20and%20Equality%20-%20Culture%20Charter%20(FINAL).pdf



4

Table 1 – Culture and Values Charter and Communications Strategic Goals

‘Communicating Change’

Culture Values Communications Strategic Goals Open 1. Create a more accessible and proactive communications culture within the Department, with other Government

departments, external stakeholders, the media and the public.

Public services

delivered to a high

standard

2. Put the public interest at the heart of our communications and use effective communications to support an

excellent service to the Minister, the Government and the public.

Proactive 3. Engage proactively with staff, external stakeholders and the media in communicating the work, priorities and

objectives of the Minister and Department, listening and responding to their needs in a positive manner.

Professional and

supportive

4. Build a strong and consistent voice and identity for the Department as an organisation that is valued as being

effective, accountable, trustworthy and professional.

Empowered and

accountable 5. Train and support staff to communicate confidently and effectively in carrying out the work of the Department.

Leading

collaboratively

6. Support a strong leadership and innovation culture by promoting effective stakeholder and staff engagement,

consultation and collaboration.

Trusting and

respectful

7. Foster a working environment that listens and seeks to understand the needs of staff, external stakeholders, the

media and the public.



5

2 Preparing the Strategy

A number of important contextual factors have been taken into account in preparing this Communications Strategy and in shaping its direction

and objectives. These are:

The Department’s Strategy Statement 2015-2017;

The Department's Culture and Values Charter;

The findings of consultation and engagement with staff at all levels of the Department;

The findings of the consultation process with our external stakeholders including the Department’s agencies, groups representing civil

society and other Government Departments;

A number of critical reviews that underscored the need for more effective communications practices and structures in the Department;

Consultation with members of the media and ongoing monitoring of media reporting; and

Good practice drawn from communications strategies published by other Government Departments, including justice departments in

other jurisdictions.

The Strategy aims to build on the key communications-related initiatives over the past 18 months. These include:

Launch of Our Culture and Values Charter;

Launch of the new www.justice.ie website, including real-time replies to all Parliamentary Questions;

Detailed consultation process with all staff on the desired future culture of the organisation;

http://www.justice.ie/



6

Establishment of a staff Communications Network, with representatives from across the Department, providing a forum for discussing

communications initiatives, embedding best practices and a common approach to resolving communication issues;

Appointment of a Head of Communications at Principal Officer level;

Establishment of inaugural Horizon Groups and Behavioural Economics initiative;

Consistent dissemination of information to staff;

Publication of an annual Strategic Plan and twice yearly progress report.

Active participation in a wide range of cross public service initiatives under the One Civil Service banner;

Launch of internal Portal which informs staff on a broad range of topical matters relating to the Department;

Successful participation in Civil Service Excellence and Innovation Awards 2015;

Lunch and Learn sessions and Town Hall meetings on a range of topical issues;

Inaugural Open Policy Debate on the proposed Criminal Justice Inspectorate;

Publication of the Department’s FOI Publication Scheme;

Publication of non-personal FOI requests on a quarterly basis;

Expanded and consistent use of social media;

The inaugural Justice and Equality Sector Annual Conference in January 2016 for senior leaders and managers across the Department

and agencies;

Developing a business case for a new Justice & Equality Hub to facilitate closer cooperation between justice and equality sector

organisations and with other stakeholders, and promote the development of data driven policy;

Publication of the Department’s Governance Framework.



7

3 Actions underpinning the Strategy The actions to give effect to the Strategy’s seven communications goals (See Table 1 above) are set out in an Action Framework under the

following headings:

Communications within the Department of Justice and Equality;

Media relations;

Access to information and customer service;

Communicating the work of our Ministers and the Department; and

Engaging, consulting and listening to our external stakeholders.

The Action Framework is as comprehensive as possible, comprising both specific initiatives and broader thematic actions. It does not,

however, try to include all communications actions that may be progressed over the period of the Strategy. Strategies in other areas such as

Human Resources, Customer Service and Data Management will also include actions with a communications focus. Equally, actions included in

this Strategy may also feature in other strategies and plans.

The actions underpinning the strategy and the key 2016 milestones and activities are set out in the tables beneath. Milestones and targets for

subsequent years will be identified as the implementation of the Strategy progresses and the impact of actions is measured against the

objectives and goals. Where necessary in response to emerging needs and developments further actions will be identified and progressed. See

also section four on evaluation and review.



8

3.1 Communications within the Department of Justice and Equality Actions Key 2016 milestones & activities –

Delivery by

Embed the consistent practice of team meetings at all levels of the organisation, underpinned by a

formal communication to staff on the engagement, commitment and information they can expect to

receive.

Communication to staff – Q3

Continued emphasis on the internal portal page as a key internal communications channel.

Implement enhancements to the layout of the portal page including cross organisation collaboration

features. Continue to broaden message content and frequency.

Refresh portal layout – Q4

Continue to develop the role and reach of the Department’s Communications Network in promoting

the importance of effective communications and in driving the implementation of this strategy.

Set out and agree the Terms of

Reference for the network – Q3

Continue to provide informal briefings and learning opportunities for staff such as Town Hall

meetings, road shows, lunch and learn sessions and guest lectures on topical issues at the

Department's Dublin and regional offices.

Finalise 2017 programme – Q4



9

Actions Key 2016 milestones & activities –

Delivery by

Regular publication of newsletters and information bulletins to keep staff informed of key

developments and issues of interest from the wider justice and equality sector, including:

the ‘Weekly News Roundup’ summarising key news stories;

the staff newsletter published quarterly;

twice yearly bulletin on the implementation of the Department’s Programme for Change;

corporate information for discussion at team meetings.

Ongoing publication of Weekly News

Roundup, staff newsletter and

Programme for Change bulletin.

Circulation of relevant corporate

information as required.

Development of the Justice & Equality data and information sharing Hub to position the Department

at the centre of cross sector collaboration. Use the Hub to develop data driven policy, deliver readily

accessible data to staff, management and service users of the organisation. The Hub will also support

cross Departmental work and allow for engagement with external organisations and third parties

such as accredited researchers.

Launch of first version of the Hub – Q3

Further development of the Hub will

be ongoing thereafter.

Use of digital display screens in the Department’s main offices as a means to provide real-time and

tailored information to staff and visitors. More effective use of staff notice boards and other display

stands to communicate key messages such as the Culture Charter.

Initial phase of digital signage rollout –

Q3



10


Delivery by

Promote the importance of staff engagement, and the sharing of information, knowledge and

expertise. Achieve this through:

greater use of cross-functional teams such as the Change Team, and Horizon Groups exploring

the potential impact of longer term societal, technological and other changes on the sector;

promoting opportunities for staff suggestions; and

a Behavioural Economics initiative.

Ongoing.

Promote greater awareness and participation in the ‘Civil Service Excellence and Innovation Awards’

and recognition of staff achievements.

Promotion and participation in Civil

Service awards – Q3 to Q4

Host Department event to mark

participation in the awards – Q4

Support staff in carrying out their work more effectively by continuing to implement ICT systems

enhancing the flow and management of information. Actively participate with the Office of the

Government Chief Information Officer (OGCIO) in a leadership role as part of the Civil Service wide

‘Build to Share’ programme. Engagement with OGCIO on the strategic deployment of central

Government systems.

Ongoing.

Complete rollout of eSubmissions and

correspondence management

database.



11


Delivery by

Assist staff in being aware of and understanding governance, accountability and other obligations by

documenting and communicating policies and procedures such as the Department’s Governance

Framework, FOI, Data Protection obligations and the Minister and Secretary General Decision and

Record Keeping Policy published in early 2016.

Ongoing.



12

3.2 Media relations


Delivery by

Develop and maintain positive and professional relations with the media, in particular the specialist

correspondents, by being proactive, accessible and responsive in our engagement with the media.

Maintain ongoing relations with the

specialist correspondents.

Provide ongoing feedback

opportunities for the media.

Engage proactively with the media, through the Press and Communications Office, to ensure the

Ministers’ and Department’s message, as well as responses to media queries, are communicated in an

effective, timely and consistent manner.

Ongoing monitoring of timeliness of

responses to media queries and

accuracy of media reports.

Establish an informal justice and equality sector ‘Press Officer Forum’ to share information and good

practice on media relations.

Host inaugural forum meeting – Q3

Identify opportunities for formal media briefings by relevant Department officials on technical or

operational issues, or other matters where it is appropriate for officials to act as official Department

spokespersons.

Ongoing provision of media training to

nominated officials.



13

3.3 Access to information and customer service


Delivery by

Identify opportunities for proactive publication of information including statistical data and

information under the Freedom of Information Model Publication Scheme and to deliver on

requirements of Open Data Government decisions.

Greater publication of data and

information on website – Ongoing.

Suite of data analysis programmes has

been identified and is being trialled to

assist internal and external publication

of data.

Continue to develop and enhance the www.justice.ie website as a user focused, accessible and data

rich gateway to information on the Department and wider justice and equality sector.

Finalise proposals for future website

developments. Review of website to

be undertaken in Q1 2017.

Develop the new website of the Irish Naturalisation and Immigration Service to provide easy to

access, up to date information and a better user experience for applicants.

Refresh of content on INIS website –

Q4

Promote among staff the importance of using Plain English and identify training needs.

Communicate Plain English principles

to staff – Q3-4

Identify training needs – Q3 - 4

http://www.justice.ie/



14


Delivery by

Continue to develop the Irish language version of the Department’s website, including publication of

Statutory Instruments containing the translated rules of court.

Development of the Irish site ongoing.

Publication of Statutory Instruments –

Q4.

Work to ensure all Department supported websites conform to Web Content Accessibility Guidelines,

with content written in Plain English.

All new websites developed in 2016 to

conform to accessibility requirements.

Communicate clearly our Customer Service Charter and Action Plan to our customers and staff.

Customer Service Action Plan and

Charter are available on our website.

Charter to be displayed in reception

area of our buildings - Q3

Incorporate communications skills into customer service training for frontline staff. Identify training requirements – Q4

Keep all application forms etc on our websites under review with a view to identifying enhancements

that will improve how we engage with service users.

Ongoing.



15

3.4 Communicating the work of our Ministers and the Department


Delivery by

Continue to resource the Press and Communications Office with the skills, knowledge and equipment

to be a ‘Communications Centre of Excellence’, leading the Department’s communication activities

with the assistance of the Communications Network.

Identify additional Press and

Communications Office training needs

– Q4

Develop tailored communications plans and key messages on significant issues relating to the

Ministers’ and Department’s work, including public awareness campaigns where appropriate.

Finalise Irish Refugee Protection

Programme Communications Strategy

– Q4

Plans prepared on other significant

issues as required.

Develop our online reach by expanding and more effective use of social media, as well as ongoing

development of the Department’s websites.

Further social media training for Press

and Communications Office staff as

necessary.



16


Delivery by

Host a communications development opportunity for staff.

Host communications seminar – Q4

Proactive use of industry standard communications techniques such as infographics and informational

videos to communicate more effectively the work of the Department.

Identify opportunities as part of

communications plans.

Develop school-age programmes to provide an opportunity for students to gain a greater insight and

understanding of the justice and equality sector.

Proposals for a week-long Transition

Year Programme developed – Q4

Develop staff guidance manuals and templates on, for example, preparing press releases, event

management, organising events and information campaigns.

Communicate guidance documents to

staff – Q3



17

3.5 Engaging, consulting and listening to our external stakeholders


Delivery by

Embed a consistent Department wide approach, based on good practice principles, to engaging,

consulting and listening to our external stakeholders, including the public, civil society, our agencies,

the Oireachtas, other Government Departments, in particular in the area of policy development.

Communicate good practice principles

to staff – Q4

Host regular Open Policy Debates and roundtable sessions involving NGOs, practitioners, academics

and experts in developing and debating policy options.

Finalise programme of Open Policy

Debates for the remainder of 2016

and 2017 – Q4

Contribute to building a strong identity for the Department as a professional organisation by being

consistent in the:

design and presentation of official reports and publications;

use of our logo;

use of email signatures;

design of Department supported websites; and

management of Departmental events.

Ongoing work during 2016. Progress

to be reviewed in Q1 of 2017 with a

view to full completion of the action

by end 2017.

Host an annual conference for leaders and senior managers in the justice and equality sector to share

experiences and to deepen partnerships and cooperation within the “Justice and Equality family”

Finalise preparations for January 2017

annual conference – Q4



18

4 Evaluation and review

As the Department’s communications capabilities continue to be developed, we will keep the objectives and goals of this Strategy under

regular review. Our communications activities should remain flexible and responsive to developing requirements and supportive of the overall

mission of the Department.

The impact of the Strategy will be evaluated annually. We will use the findings of the annual Civil Service Staff Engagement Survey, the annual

engagement process with stakeholders to measure progress on culture change, feedback from the media, and other feedback opportunities to

evaluate progress.

The implementation of the measures set out in the Action Framework will be monitored on an ongoing basis with an overall progress report

included in the annual evaluation report. The report will also include an updated action plan setting key targets and milestones for the year

ahead.

In addition to regular updates to the Department’s Management Board on the implementation of the Strategy, the Board will be presented

with the annual evaluation report.



19

Date post:	23-Apr-2018
Category:	Documents
Upload:	ngonhan
View:	220 times
Download:	2 times

Communicating Change - Department of Justice and Equality · Department of Justice and Equality ......

Documents