FOR DISCUSSION WORKFORCE AND OD COMMITTEE 06 … · local media, social media and online Organise...

FOR DISCUSSION

Communications Action Plan: Update of 22 Workforce & OD Committee 06 October 2015 Agenda Item 2.4

WORKFORCE AND OD COMMITTEE

06 OCTOBER 2015 AGENDA ITEM 2.4

COMMUNICATIONS ACTION PLAN: UPDATE

Report of

Director of WOD

Paper prepared by

Communications Consultant

Purpose of Paper

To provide update on planned communications activity for the next few months

Action/Decision required

[eg To note and endorse the actions proposed]

Link to ‘Health and Care Standards’

This paper supports: Governance, Leadership and Accountability Theme 1: Staying Healthy Theme 2: Safe Care Theme 3: Effective Care Theme 4: Dignified Care Theme 5: Timely Care Theme 6: Individual Care Theme 7: Staff and Resources

Link to Health Board’s Annual Plan

Striving for Excellence Involving the People of Powys Making Every Pound Count Always with our Staff

(delete as appropriate)

Acronyms and abbreviations

FOR DISCUSSION


Communications Forward Look Action Plan September – December 2015

The action plan below provides a detailed breakdown of communication activity that will be carried out by the communications team from September to end of December 2015. The plan includes a number of national campaigns that the health board is required to support locally and also recurrent work such as proactive news stories and online activity. The plan focuses on a number of strategic priorities for the health board and will be a dynamic, evolving document to ensure it reflects any changing reality on the ground that may require additional communication activity.

September 2015 Activity Action Audience Responsibility Timescale Progress Evaluation

AQS Ensure document is bilingual, proof read and sent for print, to be delivered by AGM Publish document on internet and intranet Share links to documents on social media

Staff Patients Public Stakeholders Media

Comms team Comms team

September 15 September 18 September 21 – Oct 2

Completed Document well received by Board and positive comments from attendees at AGM.

Annual Report Ensure document is bilingual, proof read and sent for print to

Staff Patients Public

Comms team

September 15

Completed Document well received by Board and

FOR DISCUSSION


be ready for AGM Publish document on internet and intranet Share links to documents on social media

Stakeholders Media

Comms team

September 18 September 21 – Oct 2

positive comments from attendees at AGM.

AGM Provide communications support for the meeting by;

Promoting in local media, social media and online

Organise AV

Help with presentations

Provide videos

Design and print posters, feedback cards


Comms team/AGM working group

September 17 2015

Completed More than 80 people attended AGM and positive comments were received. Analysis of social media showed a good level of dialogue and conversation during the meeting. This also enabled

FOR DISCUSSION


Provide content and comments on Twitter during AGM

those unable to attend the meeting to be able to follow in detail its progress. A recommendation to take forward next year is to consider having a Twitter wall at the event. Reports of the analysis are available.

Website A number of actions are required to ensure website is ready to officially launch at AGM;

Evaluation of website survey

Make amendments and add further information in

response to comments received

Add in further


Comms team/website working group

September 17

Completed Evaluation of the website survey showed overall a very positive response. 15 responses were received including some from Board and council members. 12 out of 15 said they thought the new site was good and three

FOR DISCUSSION


Welsh translation

Proof read all pages

saying it was average; 14 out of the 15 said it was easy to understand, 100% said it was well designed and four said they thought a few areas were missing. Tin and I have addressed these areas and made the necessary additions to the site. A report on this available.

Staff Magazine Write staff magazine, design, proof read and send for print. Distribute magazine to staff and publish on intranet

Staff Comms team September 9 September 25

Completed

FOR DISCUSSION


Board briefing Write short board briefing after August meeting and distribute to staff via internal communication mechanisms.

Staff Comms team September 1

Branding Roll Out

Develop an action plan to support the roll out of the branding guidelines across the health board

Staff Comms team/exec team

September 23

Communications Strategy

Develop a communications strategy to be considered by exec team. Strategy to be presented at October Board

Staff Comms team September 23 October 21

Forward Look Develop a forward look action plan detailing communications activity from September to December 2015

Comms team/exec team/ Board

Comms team September 23

FOR DISCUSSION


Newtown ShropDoc communication campaign

Develop a communication campaign with supporting materials to help raise awareness and understanding of the planned changes at Newtown GP practice in October around the use of ShropDoc clinical triage. This will include;

Proactive media releases

Proactive communication with patients, public and stakeholders

Creation of supporting materials such as leaflets, posters, letters

Proactive social media

Relationship management with key stakeholders

Staff Public Patients Media Stakeholders

Comms team October 9

FOR DISCUSSION


STOPtober Planning and development of communications work to support the launch of the national STOPtober campaign on October 1. This will include;

Press releases

Information for staff, public

Social media

Posters

Videos

Community engagement


Comms team/ health board public health team/Public Health Wales

October 1

Flu Campaign Planning and development of communications work and materials to support the launch of the national Flu campaign on October 5. This will include;

Press releases

Information about clinics, flu vaccine

Messages


Comms team/ health board public health team/Public Health Wales

October 5 Waiting for guidance and materials from Public Health Wales for launch Work is continuing around local activity

FOR DISCUSSION


Social Media

Events

Posters

Videos

Community engagement

Plan internal campaign to encourage staff to receive the vaccination

Staff

Vision poster Create and print a poster encapsulating the visions and aims of the health board


Comms team/ Chief Exec

October 14 Initial design currently being amended

Integration agenda

Attend monthly meeting with Powys Council comms to discuss integration agenda and associated communications work

Comms team September 29

Blog Write and publish a regular blog to focus on key issues

Staff Patients Public Stakeholder

Chief Exec/comms team

Monthly (deadline: September 25)

Proactive News Ensure at least two proactive press

Staff Public

Comms team Weekly

FOR DISCUSSION


releases are sent out each week to media, published online and promoted via social media

Patients Media Stakeholders

Social media Post regular news, information and updates on Twitter and Facebook every day Evaluate social media activity


Comms team Daily Weekly

National comms meetings

Attend, provide input and report back from national communication meetings held by WG and Welsh NHS Confed

Exec team Comms team Weekly

Communications Activity Report

Provide a weekly report detailing all communications activity


October

Intranet Establish a working group for the redesign and development of an improved intranet site.

Staff

Comms team

October 14

FOR DISCUSSION


Organise a series of regular meetings to discuss work and progress Discuss with NWIS requirements Carry out mapping exercise

Staff Staff

Comms team Comms team Comms team

October 20 and bi-weekly thereafter October 9 October 19

Board briefing Write board briefing following meeting and share with staff via internal communication mechanism

Staff Comms team October 23

AQS Promote positive news stories from AQS on social media

Staff Patients Public Media Stakeholders

Comms team Weekly

Annual Report Promote positive news stories from AQS on social media

Staff Patients Public

Comms team Weekly

FOR DISCUSSION


Media Stakeholders

Branding Guidelines roll out

Continue to ensure the plan supporting the roll out of the branding is delivering its actions

Staff Comms team

E-rostering service

Develop communications work to inform staff about the new e-rostering service

Staff Workforce and Development/IT/ Comms team

STOPtober Deliver detailed communications activity to support the national stop smoking campaign (as plans in September) for the whole of October


Comms team/public health team/Public Health Wales

October 1 - 31

Flu Campaign Deliver detailed communications activity to support the national flu campaign (as per plans in September) This will include the launch on October 5 and supporting bi-weekly themes that


Comms team/public health team/Public Health Wales

October 5 launch and after until around end of February 2016

FOR DISCUSSION


focus on raising awareness with key eligible groups such as the elderly and children Deliver internal campaign to encourage staff to receive vaccinations

Staff

Choose Well campaign

Develop regular communication activity to support the Choose Well campaign. This will include in the main social media activity and distribution of supporting materials.


Comms team/Welsh Government

October – March 2016

Newtown communications campaign

Continue with the delivery of the communications campaign to raise awareness and understanding, and garner support for the new ShropDoc triage service at Newtown GP practice (as per plans in September)


Comms team/primary care/Newtown GP practice

Throughout October

FOR DISCUSSION


Integration agenda


Comms team/Chief Exec

Monthly

Website Continue to update website with latest information and news



As required




Monthly (deadline: October 28)

1000 Lives Digital Day

Attend and share learning from digital training event

Comms team October 7

Warning and Informing Group

Attend and feedback from warning and informing group

Exec team Comms team October 28

Proactive news Ensure at least two proactive press releases are sent out each week to media, published online and promoted via social media


Comms team Weekly

FOR DISCUSSION



Staff Public Patients Media Stakeholders Comms team/exec team




Comms team/exec team

Comms team Weekly

Communications Activity Report



November

Social media strategy

Develop a social media strategy to go to December board meeting

Exec team/Board /staff

Comms team December 9

Social Media training

Arrange social media training with exec team

Exec team Comms team November Waiting on date from Rani

Intranet Continue with work to redesign and rewrite

Staff Intranet working group/comms team

Meetings; November

FOR DISCUSSION


intranet site

Flu Campaign Continue with detailed communication activity to support the flu campaign targeting key groups in the local area Continue with internal staff campaign to encourage vaccination

Staff Patients Public Media Stakeholders Staff

Public health team/comms team/Public Health Wales

All November


Continue regular communication activity to support the Choose Well campaign. This will include in the main social media activity and distribution of supporting materials



All November

Branding Roll Out

Complete the roll out of the branding

Staff Comms team November 27

Email protocol Consider developing email protocol for staff

Staff Workforce and Development/Comms team

Meeting arranged November

NHS Wales Awards

Develop communications to

Staff Comms team/exec team/1000 Lives

Waiting for date of

FOR DISCUSSION


support the launch of the NHS Wales Awards 2016

official launch

Newtown communications campaign

Continue with communication support for the new ShropDoc service in Newtown GP practice


Comms team/primary care/Newtown practice

November

Integration agenda


Comms team/Chief exec

Meeting date to be arranged




As required




Monthly (deadline: November 20)



Comms team Weekly

FOR DISCUSSION








Comms team Weekly

Communications activity report



December

Staff Magazine Write staff magazine, design, proof read and send for print Distribute magazine to staff and publish on intranet

Staff Comms team TBA

Intranet Continue with work to redesign and rewrite intranet site

Staff Intranet working group/comms team

Meetings TBA

Flu Campaign Continue with Staff Public health All

FOR DISCUSSION


detailed communication activity to support the flu campaign targeting key groups in the local area Continue with internal staff campaign to encourage vaccination

Patients Public Media Stakeholders Staff

team/comms team/Public Health Wales

December


Continue regular communication activity to support the Choose Well campaign. This will include in the main social media activity and distribution of supporting materials



Board briefing Write board briefing following meeting and share with staff via internal communication mechanism

Staff Comms team December 11

Communications working group

Establish a communications working group

Staff Comms team/exec team

December 18

FOR DISCUSSION


Arrange a series of meetings and terms of reference

December 18

NHS Wales Awards

Continue to promote the NHS Wales Awards to encourage staff to enter

Staff Media

Comms team/exec team/ 100 Lives

All December

Integration agenda


Comms team/Chief exec

Meeting date to be arranged

Xmas babies Press release, social media and images of babies

Public Media Staff Patients Stakeholders

Comms team/maternity

December




As required



Comms team Weekly

FOR DISCUSSION


Social Media Post regular news, information and updates on Twitter and Facebook every day Evaluate social media activity






Comms team Weekly

Communications activity report






Monthly (deadline: December 18)

Report prepared by: Presented By:

Alison Watkins Julie Rowles Communications Consultant D WOD

FOR DISCUSSION


Background Papers [e.g.

National Public Health Service (April 2009) Vaccine Uptake in Children in Wales Annual Report 2009

Financial Consequences As determined by the report

Other Resource Implications As determined by the report

Consultees [eg Previously approved by the Quality & Safety

Committee and considered and supported by the Welsh Assembly Government.]

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