TRS 1705 June Internal Communication Practices of...

TRS 1705 June 2017

Internal Communication Practices of

State Transportation Agencies

State Departments of Transportation (DOTs) have many mechanisms to communicate externally to stakeholders and the

traveling public. In addition, agencies may also wish to provide news and employee‐specific information via internal

communication mechanisms. The Minnesota DOT (MnDOT) Office of Communications was interested in learning about

internal communication practices of state DOTs around the country to help inform MnDOT’s employee communication efforts.

This Transportation Research Synthesis (TRS) project surveyed representatives from 52 transportation‐related agencies about

their internal communications practices. Twenty‐five (25) states provided input to help document the current practices state

DOTs are using to manage internal employee communications. The survey gathered information about practices such as

whether internal communication is centralized, the existence and format of an employee newsletter, other forms of

communication used with internal audiences, what content is gathered, successes, and lessons learned.

Technical Advisory Panel Rich Kemp, Technical Liaison MnDOT Office of Communications Chris Joyce, Panelist MnDOT Office of Communications Dan Warzala, Project Coordinator MnDOT Research Services & Library Tina Roelofs, Principal Investigator Athey Creek Consultants

The purpose of this Transportation Research Synthesis (TRS) is to serve as a synthesis of pertinent

completed research to be used for further study and evaluation by MnDOT. This TRS does not represent

the conclusions of either Athey Creek Consultants or MnDOT.

Prepared by Athey Creek Consultants 1

Internal Communication Practices of State Transportation

Agencies

Introduction

The Minnesota DOT (MnDOT) currently uses several internal communication methods to provide

information to employees. One method includes an online newsletter, called Newsline1, that includes

news for employees. Newsline is available to the public, however it is not promoted as such. MnDOT

Communications staff also uses agency‐wide emails, referred to as note mailers, to distribute urgent

business related messages to employees on topics such as IT matters or Commissioner announcements.

Although MnDOT utilizes different approaches for connecting and communicating with employees, they

were interested in internal communication practices used by state transportation agencies throughout

the country. The purpose of this Transportation Research Synthesis (TRS) was to document internal

communications practices used by state transportation agencies to help inform MnDOT’s employee

communication efforts.

Approach

In order to provide MnDOT with a summary of internal communication practices used by state

transportation agencies, information was gathered via a survey. The survey was developed with input

from the Technical Advisory Panel (TAP) and administered online via SurveyMonkey. An invitation to

participate in the survey was sent by MnDOT to the AASHTO Transportation Communications

Subcommittee2 (TransComm) email distribution list. TransComm is made up of public affairs

professionals from the 50 states, Puerto Rico and the District of Columbia. It promotes excellence in

communications through the exchange of ideas and educational programming, presents annual skills

awards and advises other committees on communications issues.

The survey was distributed on April 25, 2017 and it was open for one week. The survey questions as well

as all responses received are included in Appendix A.

Summary of Findings

The following 25 transportation agencies responded to the survey distributed to the TransComm

members. Appendix A provides contact information for the states that responded.

Alaska DOT and Public

Facilities (Alaska DOT

&PF)

Arizona DOT (ADOT)

Arkansas State Highway

and Transportation

Department (AHTD)

Caltrans

Indiana DOT (INDOT)

Massachusetts DOT

(MassDOT)

Mississippi DOT

(MDOT)

Missouri DOT (MoDOT)

Montana DOT (MDT)

Nebraska DOT

Nevada DOT (NDOT)

New Hampshire DOT

(NHDOT)

Ohio DOT (ODOT

(Ohio))

Oklahoma DOT (ODOT

(Oklahoma))

Oregon DOT (ODOT

(Oregon))

Pennsylvania DOT

(PennDOT)

South Carolina DOT

(SCDOT)


South Dakota DOT

(SDDOT)

Tennessee DOT (TDOT)

Texas DOT (TxDOT)

Utah DOT (UDOT)

Vermont Agency of

Transportation (VTrans)

Virginia DOT (VDOT)

Wisconsin DOT

(WisDOT)

Wyoming DOT

(WYDOT)

This section provides a summary of the survey responses received and categorized by:

Methods, Distribution Frequency, and Types of Information Included in Internal

Communication

Internal Communication Examples

Production and Distribution of Internal Communication

Internal Communication Field Staff Delivery Methods

Impact of Internal Communication

Overall Summary and Recommendations

Appendix A documents all questions asked in the survey and all responses received.

METHODS, DISTRIBUTION FREQUENCY, AND TYPES OF INFORMATION INCLUDED IN INTERNAL

COMMUNICATION

Internal Communication Methods

From a list of common internal communication methods, respondents were asked to select all methods

that apply that they use to provide internal communications to employees. All 25 transportation agencies

that responded to the survey provided input for this question. Email news updates (22 respondents),

electronic newsletters (20 respondents), and websites (20 respondents) were the most common types of

communication methods selected. See Figure 1. However, there were several other internal

communication methods noted by the respondents including videos, touch‐screen kiosks for field

employees, and electronic bulletin boards.

Figure 1: Methods of Internal Communications

20

11

20

7

22

24

13

0

5

10

15

20

25

Number of Resondents

Internal Communication Methods

Other: Town Hall style meetings, Meetings with the director, Email blasts, GovDelivery ‐ Provides retiree news email,

Magazine, Hard copy magazine, Intranet ‐ a home page with news and information, Podcasts, Digital signage, Electronic

Bulletin Boards, Touch‐screen kiosks for field employees, Various videos, Lunch‐N‐Learn and Walking Club


Internal Communications Distribution Frequency

Table 1 provides a summary of the frequency with which state transportation agencies responded that

they distribute internal communications. The most common responses indicated that email news updates

are distributed on demand (11 respondents), electronic newsletters are distributed monthly (9

respondents), and websites are updated daily (9 respondents) as well as on demand (8 respondents) to

provide employees with information.

Table 1: Internal Communication Methods – Distribution Frequency

Internal Communication Method

Frequency (Survey Choices)

Other Responses

# of Respondents

Daily

Weekly

Monthly

Quarterly

On

Dem

and

Bi‐

monthly

Twice a

month

Newsletter ‐ electronic 3 9 4 1 2 19 Newsletter ‐ paper copy 1 5 3 1 1 11 Website 9 2 8 19 Social media 6 1 7 Email news updates 3 5 2 11 21 Blog 1 1 2 Webinars 4 4 Other* 3 2 2 1 2 3 13 Total 21 14 18 8 27 5 3 *See Appendix A (Table A9) for list of other internal communication methods

Internal Communication Information Types

The types of information included in internal communications noted by survey respondents is summarized

in Table 2 below. Respondents were asked to select all applicable information types. For example, 18 of

the 20 transportation agencies responding indicated that they include employee news in their electronic

newsletters.

Table 2: Internal Communication Methods – Information Types


Information Types (Survey Choices)

# of respondents

Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other**

Newsletter ‐ electronic 16 18 13 8 17 4 20

Newsletter ‐ paper copy 10 10 8 6 10 5 11

Website 16 11 11 10 14 4 20

Social media 7 2 1 1 4 1 7

Email news updates 8 12 14 15 16 5 22

Blog 2 2

Webinars 3 1 4 1 4

Other* 8 11 9 4 11 3 13


*See Appendix A (Table A9) for list of other internal communication methods

**Other information types noted for each internal communication method are provided in Appendix A (Tables A2‐

A9)

INTERNAL COMMUNICATION EXAMPLES

Nearly all of the 25 respondents who completed the survey indicated that they were willing to share

examples of internal communication methods used by their agency. An email was distributed to the

respondents asking for examples. Eleven (11) states provided internal communication examples. A

summary of the examples provided is noted in Table 3 below and Appendix A (Table A12) includes the

examples provided.

Table 3: Internal Communication Methods Examples

Internal Communication Method # of Examples

Newsletter 10

Email News Updates 9

Intranet 5

Other* 5

Blog 2

Webinars 2

Social Media 1 *Break room posters, bi‐monthly magazine, town hall style meetings, monthly magazine (personal news), podcasts,

GovDelivery

PRODUCTION AND COORDINATION OF INTERAL COMMUNICATION

Internal Communication Production Location

All transportation agencies (25) that responded to the survey indicated that internal communications are

produced in a central communications office. In addition, 14 of the responding agencies produced internal

communications in regional offices and 7 states produced internal communications in other offices within

their agency. Five (5) states produced internal communications in other areas.

Figure 2: Location of Internal Communication Production

25

14

75

0

5

10

15

20

25

30

Centralcommunications

office

Regional offices Other offices withinyour agency

Other. Pleasedescribe.N

umber of Respondents

Location of Internal Communicaiton Production

Other: External Affairs, Human Resources, Secrtary's Office, Governor's Office, Associated General

Contractors (AGC), and District Offices


Internal Communication Coordination and Production

Appendix A (Tables A13‐A16) provides individual state responses on how internal communication is

coordinated and produced within their agency. The following bullets indicate a few examples of survey

responses received on internal communication production.

Members of our Central Office communications team take on various roles. Internal news stories

‐ for the newsletter and intranet ‐ are written and edited by a team of 2‐3. Kiosk stories and

resources are managed by the Employee Communications Program Manager. Agency‐wide

emails are not always written by our department, but we offer writing and editing services to

anyone who requests it.

Our headquarters communications office coordinates with field division liaisons who write and

submit regional stories/topics to the editor.

Divisions produce internal newsletters independently.

Human Resource Director has final review of emails going out to employees.

INTERNAL COMMUNICATION FIELD STAFF DELIVERY METHODS

Transportation agencies struggle with delivering internal communication to field staff because they are

not often in an office or at a computer. Survey respondents were asked to describe how their agency

delivers internal communication to field staff. Many of the agencies (14 respondents) print the

information for distribution to their field employees. A complete list of the responses is included in

Appendix A (Table A17). Table 4 provides a summary of how state transportation agencies delivery

information to field staff.

Table 4: Field Staff Internal Communications Delivery Methods

Field Staff Delivery Methods # of Respondents

Printed 14

Meetings/ Supervisors/ Public Information Officers 8

Email 7

Video monitors/ kiosks/ digital signage for field office 5

Intranet 4

Mobile device 3

Website 3

Social Media 2

Printed and mailed to employees at home 1

Computer access 1

IMPACTS OF INTERNAL COMMUNICATION

Internal Communication Feedback Frequency

Five (5) of the state transportation agencies indicated that they seek employee feedback on internal

communication yearly. However, over half of the respondents provided additional comments on how

they seek internal feedback and how often they seek it.


Table 5: Internal Communications Feedback Frequency

Frequency # of Respondents

Monthly 2

Quarterly 2

Yearly 5

Never 2

Other* 13 *See Appendix A (Table A18) for other feedback frequency comments.

Methods for Gathering Internal Communication Feedback

Respondents were asked to select all that apply from a list of how transportation agencies gather feedback

regarding internal communications. Most respondents indicated periodic surveys (17 respondents), click

through rates on webpages (14 respondents) and anecdotal feedback (13 respondents) as methods their

agency used to gather employee feedback on internal communications. See Figure 3.

Figure 3: Employee Feedback Methods

Discontinued Internal Communication Methods

Five (5) transportation agencies indicated that they have recently discontinued an internal communication

method, including employee newsletters, commissioner’s blogs, central office newsletters, and podcasts.

Reasons for discontinuing varied. For example, it was noted that a podcast was discontinued because it

wasn’t promoted adequately. See Table 6.

Table 6: Discontinued Internal Communication Methods

Internal Communication Method Discontinued

Reason

Employee Newsletter Employee newsletter too employee focused. Now, it is meant to serve both internal and external customers.

Commissioner’s Blog A newer Commissioner chose not to continue with the blog.

Central Office Newsletter Lack of employee interest and limited staff to produce.

Newsletter Lack of employee interest.

Podcast Not promoted adequately.

17

8

14 13

5

02468101214161820

Periodic surveys Open rates onemail

Click through rateson webpages

Anecdotalfeedback

Other. Pleasedescribe.

Number of Respondents

Employee Feeback Methods

Other: Focus groups (2 respondents), editorial board, kiosk page click report, video views


Most Effective Internal Communication Method

Respondents were asked to select the one method they find most effective for internal communication.

Of the 22 states that provided their most effective internal communication method, the most effective

communication noted was an electronic newsletter (7 respondents). See Figure 4. The reasons many

agencies noted for effective internal communication included employee feedback, employee access,

timeliness, ease of use, and a familiar format or distribution schedule.

Figure 4: Most Effective Internal Communication Method

OVERALL SUMMARY AND RECOMMENDATIONS

Internal communications methods, distribution frequency, and feedback mechanisms differ slightly

between transportation agencies. The following bullets highlight the overall findings from review of the

survey results.

Electronic newsletters, websites and email news updates are the most common internal

communication methods.

Most communication methods are distributed on demand. Email news updates are distributed

on demand and websites are updated daily or on demand. However, electronic newsletters are

typically distributed monthly.

Project highlights, employee news, and human resource news and announcements are included

in most of internal communication methods.

All transportation agencies produce internal communication in a central communication office.

However, many of the agencies produce additional communication in regional offices.

Transportation agencies mostly print information for distribution to field employees that are not

often in an office or at a computer.

Transportation agencies vary on the how often they seek feedback on their internal

communications. Some seek feedback yearly and many periodically seek feedback.

Periodic surveys, click through rates on webpages and anecdotal feedback are methods

commonly used to gather feedback on internal communications.

7

2 2

6

5

0

1

2

3

4

5

6

7

8

Newsletter‐ electronic

Newsletter‐ papercopy

Website Socialmedia

Email newsupdates

Blog Webinars Other

Number of Respondents


Other: Intranet, digital signage (2 respondents), videos, hard copy magazine


Electronic newsletters and email news updates were noted as the most effective internal

communication methods.

Overall, from the review of all the survey responses it was noted that agencies acknowledge the

importance and value of employee communication.

Based on the survey findings, the following recommendations are offered for further consideration by

MnDOT.

Distribute TRS ‐ To gather information for this TRS, a survey was distributed to the TransComm

membership regarding internal communication practices used by state transportation agencies.

The intent of this TRS was to inform MnDOT internal communication efforts, however distribution

of this document to the TransComm memberships may also inform other transportation

agencies’ communication efforts. It is also important to note that in addition to MnDOT

considering distributing the TRS to the TransComm membership, MnDOT will post the TRS on

their website at: http://www.dot.state.mn.us/research/TRS.html.

Distribute internal information electronically ‐ The most common internal communication

methods for transportation agencies are reported to be online newsletters, websites, and email

news. Therefore, it is reasonable for MnDOT to continue with an online newsletter and agency‐

wide emails. Based on the survey responses, MnDOT may also continue or consider distributing

their newsletter monthly and continue distributing agency‐wide emails on‐demand.

Print internal information for field employees ‐ Transportation agencies may struggle with

delivering internal communication to field staff because they are not often in an office or a

computer. Many of the agencies surveyed print internal communications for distribution to field

employees. MnDOT may continue or consider distributing information to field employees by

printing the information.

Conduct periodic surveys ‐ Most of the transportation agencies that participated in the survey

seek feedback on internal communications. It is suggested that MnDOT consider conducting

periodic surveys to ensure employee needs are met by the internal communication methods used

by MnDOT.

MnDOT is encouraged to further consider these recommendations and other practices noted in the survey

within the context of their own communication environment and available resources.


Appendix A: Survey Responses

CONTACT INFORMATION

Question 1: Please provide your contact information. We will use this information to follow up

if clarification is needed on a survey response.

Table A1: Survey Respondents Contact Information

Name Title Agency Email Address Phone

Meadow Bailey

Public Information Officer

Alaska DOT [email protected] 907‐451‐2240

Timothy Tait Communications Director

Arizona DOT [email protected] 602‐712‐7070

Danny Straessle

Public Information Officer

Arkansas State Highway and Transp. Dept.

[email protected] 501‐569‐2459

Mark Dinger Media Relations Manager

Caltrans [email protected] 916‐654‐3145

Kevin Cole Employee Communications Program Manager

Indiana DOT [email protected] 317‐234‐7639

Jacquelyn Goddard

Communications Director

Massachusetts DOT

[email protected]

857‐368‐8912

Jarrod Ravencraft

Director, Public Affairs Division

Mississippi DOT [email protected] 601‐359‐7656

Fay Fleming Director of Communications

Missouri DOT [email protected]

Lori Ryan Public Information Officer

Montana DOT [email protected] 406‐444‐6821

Jeni Lautenschlager

Communications Services Manager

Nebraska DOT

[email protected]

402‐479‐4512

Sharon Rues Special Assistant to the Director


Sean Sever Communications Director

Nevada DOT [email protected] 775‐888‐7278

Bill Boynton Chief Communications Officer

New Hampshire DOT


David Rose Internal Communications Manager

Ohio DOT [email protected] 614‐387‐0435

Mills Leslie Public Information Manager

Oklahoma DOT [email protected] 405‐521‐6008

Shelley Snow Strategic Communications Coordinator

Oregon DOT [email protected]

503‐986‐3438


Name Title Agency Email Address Phone

Richard Kirkpatrick

Communications Director

Pennsylvania DOT


Pete Poore Director of Communications

South Carolina DOT


Kristi Sandal Public Information Officer

South Dakota DOT


B.J. Doughty Director of Communications / Community Relations

Tennessee DOT [email protected] 615‐532‐3810

Bob Kaufman Chief Communications Officer

Texas DOT [email protected] 512‐305‐9503

Joseph Walker Director of Communications

Utah DOT [email protected] 385‐223‐5233

Erik Filkorn Public Outreach Manager

Vermont Agency of Transportation


Shannon Marshall

Acting Communications Director

Virginia DOT [email protected]

804‐371‐6844

Patty Mayers Director Office of Public Affairs

Wisconsin DOT [email protected] 608‐266‐5599

Doug McGee Public Affairs Manager Wyoming DOT [email protected] 307‐777‐4010


METHODS, DISTRIBUTION FREQUENCY, AND TYPES OF INFORMATION

INCLUDED IN INTERNAL COMMUNICATIONS

Question 2: What method(s) of internal communication does your agency provide for

employees? Select all that apply.

Newsletter – electronic

Newsletter – paper copy

Website

Social media

Email news updates

Blog

Webinars

Other. Please describe.

Question 3: How often is internal communication distributed to employees via each

method?

Daily

Weekly

Monthly

Quarterly

On Demand


Question 4: What type of information is included in internal communications? Please select

all that apply.

Project highlights

Employee news (e.g. employee feature, staff changes)

Human resource news and announcements

Organizational initiatives


The following tables (A2‐A9) are organized by internal communication method (Question 2) and include

the frequency distribution (Question 3) and types of information (Question 4) selected by survey

respondents.


Table A2: Internal Communication Distribution Frequency and Types of Information ‐ NEWSLETTER (ELECTRONIC)

NEWSLETTER (ELECTRONIC)

Agency (Survey

Respondent)

Distribution Frequency

Types of Information (Survey Choices)

Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

ADOT Monthly ● ●

AHTD Bi‐monthly ● ● ● ● ●

Caltrans Monthly ● ● ●

INDOT Monthly ● ● ●

MassDOT Weekly ●

MDOT Weekly ● ● ● ● ●

‐ Job Feature Highlights ‐ Legislative Updates ‐ Events ‐ Calendars ‐ Observances ‐ Health and Wellness ‐ Position Vacancies ‐ Other Employee News

MoDOT Twice a

Month ● ● ●

MDT Monthly ● ● ● ●

Nebraska DOT

Monthly ● ● ●

NDOT Every 2

Weeks ● ● ●

NHDOT Quarterly ● ● ● ●

ODOT (Ohio)

Monthly ● ● ● ● ●

ODOT (Oregon)

Monthly ● ● ●

‐ Safety topics ‐ Diversity topics ‐ "Photo of the Month" competition

(VERY popular) ‐ Letter from director or exec team

member

PennDOT Quarterly ● ● ● ● ●

SDDOT Monthly ● ● ● ● ●

‐ Some training stories ‐ such as TRAC or DOTNet (new engineer training) appear in the general newsletter

‐ Also, separate bi‐weekly electronic newsletter for the training program

TxDOT ‐ ● ● ●


NEWSLETTER (ELECTRONIC)

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

VTrans Quarterly ● ● ●

VDOT Quarterly ● ●

WisDOT Weekly ● ● ● ● ●

WYDOT Monthly ● ● ● ● ●

‐ WYDOT projects ‐ Business ‐ Legislative initiatives ‐ New hires ‐ New babies of employees ‐ Other milestones ‐ IT initiatives such as upgrades to

software and other deployments

Table A3: Internal Communication Distribution Frequency and Types of Information ‐ NEWSLETTER (PAPER COPY)

NEWSLETTER (PAPER COPY)

Agency (Survey

Respondent)


Distribution Frequency P

roject

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

ADOT Monthly ● ●

AHTD Bi‐monthly ● ● ● ● ●

MDOT Weekly ● ● ● ● ●

‐ Job Feature Highlights ‐ Legislative Updates ‐ Events ‐ Calendars ‐ Observances ‐ Health and Wellness ‐ Position Vacancies ‐ All Other Employee News

MoDOT Twice a

Month ● ● ●

NHDOT Quarterly ● ● ● ●

ODOT (Ohio)

Monthly ● ● ● ● ●


NEWSLETTER (PAPER COPY)

Agency (Survey

Respondent)


Distribution Frequency P

roject

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

ODOT (Oklahoma)

Quarterly ● ● ● ● ●

ODOT (Oregon)

Monthly ● ● ●

‐ Safety topics ‐ Diversity topics ‐ "Photo of the Month" competition

(VERY popular) ‐ Letter from director or exec team

member

SCDOT Quarterly ● ● ‐ Whatever is news related SCDOT

SDDOT Monthly ● ● ● ● ● ‐ Some training stories ‐ such as TRAC

or DOTNet (new engineer training)

WYDOT Monthly ● ● ● ● ●

‐ WYDOT projects ‐ Business ‐ Legislative initiatives ‐ New hires ‐ New babies of employees ‐ Other milestones ‐ IT initiatives such as upgrades to

software and other deployments

Table A4: Internal Communication Distribution Frequency and Types of Information ‐ WEBSITE

WEBSITE

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

Alaska

DOT&PF On Demand ● ●

ADOT Daily ● ●

Caltrans On Demand ●

INDOT Weekly ● ● ● ●

MDOT Daily ● ● ● ● ‐ Job Feature Highlights ‐ Legislative Updates ‐ Events


WEBSITE

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

‐ Calendars ‐ Observances ‐ Health and Wellness ‐ Position Vacancies ‐ Other Employee News

MoDOT Daily ● ●

MDT Weekly ● ● ● ● ●

Nebraska DOT

Daily ● ● ● ● ●

NHDOT Daily ● ●

ODOT

(Ohio) Daily ● ● ● ● ●

ODOT

(Oklahoma) On Demand ● ● ● ●

ODOT

(Oregon) Daily ● ● ●

‐ Upcoming training opportunities ‐ Meetings with broad appeal

SDDOT On Demand ●

TDOT On Demand ● ●

TxDOT ‐ ● ● ●

UDOT On Demand ● ● ● ● ●

VTrans Daily ●

VDOT Daily ● ● ● ●

WisDOT On Demand ● ●

WYDOT On Demand ● ● ● ● ●

‐ WYDOT projects ‐ Business ‐ Legislative initiatives IT initiatives

such as upgrades to software and other deployments


Table A5: Internal Communication Distribution Frequency and Types of Information ‐ SOCIAL MEDIA

SOCIAL MEDIA

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

MoDOT Daily ● ●

Nebraska

DOT Daily

●

●

NHDOT Daily ● ● ● ● ●

SDDOT Daily ● ● ●

TDOT On Demand ●

‐ Media campaigns ‐ Regional news

UDOT Daily ●

VTrans Daily ●

Table A6: Internal Communication Distribution Frequency and Types of Information ‐ EMAIL NEWS UPDATES

EMAIL NEWS UPDATES

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

Alaska

DOT&PF Daily

‐ News coverage of our department ‐ Recap of recent media inquiries ‐ Links to social media posts and

advertised projects.

ADOT On Demand ● ● ● ●

Caltrans On Demand ● ● ●

INDOT On Demand ● ● ● ● ●

MDOT Weekly

● ● ●

‐ Job Feature Highlights ‐ Legislative Updates ‐ Events ‐ Calendars ‐ Observances ‐ Health and Wellness ‐ Positon Vacancies ‐ Other Employee News

MoDOT Monthly ● ● ● ● ●


EMAIL NEWS UPDATES

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

MDT On Demand

‐ Messages from the Director sent to

all MDT employees statewide

Nebraska DOT

Monthly

● ●

NDOT On Demand ● ● ●

NHDOT Weekly ● ● ●

ODOT

(Ohio) Daily

● ● ● ●

ODOT

(Oklahoma) On Demand

● ● ● ●

ODOT

(Oregon) Weekly

●

● ‐ Media coverage

PennDOT Daily ● ● ● ● ●

SCDOT

SDDOT On Demand ● ● ● ●

TDOT On Demand ●

TxDOT ‐

●

‐ Announcements from TxDOT leadership. i.e. awards, training, milestones, safety

UDOT Weekly ● ● ● ● ●

VTrans Weekly ● ●

VDOT On Demand ● ● ● ● ●

WisDOT On Demand ● ●

WYDOT On Demand ● ●


Table A7: Internal Communication Distribution Frequency and Types of Information ‐ BLOG

BLOG

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

Alaska

DOT&PF On Demand

●

ADOT Weekly ●

Table A8: Internal Communication Distribution Frequency and Types of Information ‐ WEBINARS

WEBINARS

Agency (Survey

Respondent)



Project

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

Alaska

DOT&PF On Demand

●

Caltrans On Demand ● ●

ODOT (Ohio)

On Demand

● ● ●

WisDOT On Demand ● ● ‐ Training

Table A9: Internal Communication Distribution Frequency and Types of Information ‐ OTHER

OTHER

Agency (Survey

Respondent)



Other Method P

roject

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

ADOT

Lunch‐N‐

Learn and

Walking

Club

Weekly ●


OTHER

Agency (Survey

Respondent)



Other Method P

roject

highlights

Employee new

s

Human

resource

new

s and

announcemen

ts

IT new

s and

announcemen

ts

Organizational

initiatives

Other

Caltrans

Town Hall

style

meetings

Quarterly ●

INDOT

Touch‐

screen

kiosks for

field

employees

Daily ● ● ● ●

‐ Links to important tools and information

‐ Rotating slideshow of agency reminders

‐ Safety reminders ‐ Upcoming training

opportunities ‐ Culture messages ‐ Fun semi‐work‐related

information

MDOT Magazine Monthly ● ‐ Employee submitted

feature material

Nebraska DOT Podcasts Every other

month ● ● ● ●

NDOT

Meetings

with

director

Bi‐monthly ● ● ● ● ●

NHDOT Intranet

homepage Daily ● ● ● ● ●

ODOT (Ohio)

Digital

signage;

videos

Weekly ● ● ● ● ●

ODOT (Oklahoma)

GovDelivery On

Demand ● ●

‐ Retiree news email ‐ Emergency texting to

employees

SCDOT Email blasts On

Demand ● ● ● ‐ News related to SCDOT

TDOT Various

videos Monthly ● ● ● ●

TxDOT Hard copy

magazine

Every other

month ● ● ● ●

VDOT

Electronic

Bulletin

Boards

Daily ● ● ● ●


Question 4A: Please describe what other distribution schedule(s) you follow and which form of

communication uses this schedule.

Table A10: Internal Communication Distribution Frequency ‐ COMMENTS

Agency (Survey Respondent)

Comments (OTHER DISTRIBUTIONS SCHEDULES)

Caltrans We also share media stories on Caltrans daily.

INDOT Each of our 6 districts also distribute internal news, some via newsletter. Those schedules

are typically quarterly.

MassDOT Weekly newsletter sent out containing general information about recent events.

ODOT (Ohio) Add training and job postings to digital signage

ODOT

(Oklahoma)

GovDelivery also provides emergency texting to employees. This is used On Demand. Intranet containing Employee News and other useful topics is updated weekly on average. It

is an ongoing process as we've switched website hosts and are updating the content, look.

SCDOT Newspaper is published three times per year.

Question 4B: Please describe what other type of information is included in your internal

communication and the method that is used to distribute that information.

Table A11: Internal Communication Distribution Types of Information ‐ COMMENTS


Comments (OTHER TYPES OF INFORMATION)

Alaska DOT&PF Email news updates include news coverage of our department, recap of recent media

inquiries, links to social media posts and advertised projects.

Caltrans We also distribute videos periodically on leadership and innovation. We also share important

Caltrans news with employees via News Flash videos and news releases.

INDOT The touch screen kiosks provide links to important tools and information, but they also feature a screen‐saver mode. This mode displays a rotating slideshow of various agency reminders. These slides are co‐managed by several different departments within the agency, and contain important nuggets of information like safety reminders, upcoming training opportunities, culture messages, and sometimes fun semi‐work‐related information.

MassDOT Weekly newsletter

MDOT Job Feature Highlights, Legislative Updates, Events, Calendars, Observances, Health and Wellness, Position Vacancies and All Other Employee News. Monthly Magazine ‐ Employee Submitted Feature Material.

MDT Messages from the Director sent to all MDT employees statewide.

Nebraska DOT Successes, innovation, good work with the community, anything that gives us a human element (think archeology, saving animals, saving people, etc.)

ODOT (Ohio) Weather radar streaming on digital signage; real‐time traffic info/cameras; training; job postings

ODOT (Oregon) Newsletter (electronic and paper): safety topics; diversity topics "Photo of the Month" competition (VERY popular); letter from director or exec team member, Website: upcoming training opportunities, meetings with broad appeal. Email news updates: media coverage

SCDOT Whatever is news related SCDOT



Comments (OTHER TYPES OF INFORMATION)

SDDOT A separate bi‐weekly newsletter just for the training program goes out only via email. Some training stories ‐ such as TRAC or DOTNet (new engineer training) appear in the general newsletter.

TDOT We share media campaigns, regional news via social media. We have strongly encouraged our employees to follow us on social media and give us likes/shares.

TxDOT Various announcements from TxDOT leadership. I.e. awards, training, milestones, safety

WisDOT We use webinars for training as well.


INTERNAL COMMUNICATION EXAMPLES

Question 5: Would you be willing to share examples of your internal communications

methods?

Table A12: Internal Communication ‐ EXAMPLES

Agency (Survey

Respondent) Internal Communication Examples Provided

Alaska

DOT&PF

Website (intranet) Blog

Alaska

DOT&PF

Email News Updates


Agency (Survey


ADOT Newsletter

Break Room Poster

ADOT Email news updates Blog

ADOT Blog3

AHTD Newsletter

Centerline Newsletter4

Magazine

Arkansas Highways5

Caltrans Website (intranet)

Webinar All Non‐Supervisory Employees: Mark your calendar! The first Mental Health Awareness

live webinar for non‐supervisory employees is

tomorrow, Thursday, May 18, from 2:00 p.m. – 3:00

p.m. This webinar is designed to increase awareness

and understanding of the complexities of mental health,

and provide resources to you on issues surrounding this

important health topic…….


Agency (Survey


Caltrans Email News Updates

Caltrans News Flash

We think it’s important that in some cases, we keep our

own staff as informed as the media and the public. That

is why our Caltrans News Flashes are shared with our

own employees before they are distributed to the

media. Below is a recent example. We average at least

one per week.

Caltrans may be historically known for highways, but our agency is about much more than just cars. In this Caltrans News Flash, spokesperson Vanessa Wiseman takes you on the Director’s annual bike tour of Sacramento and West Sacramento to see the advantages of bicycling‐focused transportation……..

Town Hall Style Meeting Our director likes to hold “Town Hall” style meetings to make announcements and take the time to answer questions from staff. Prior to the meeting, an e‐mail blast is prepared to promote the event throughout the department. See below for an example. To All Caltrans Staff:

The Director’s Town Hall meeting has been rescheduled for Wednesday, May 31, from 2‐3 p.m. District 11 will still be hosting us, and I look forward to meeting with the rest of you via live streaming webcast…….

Caltrans Employee Newsletter

CT News6

MDOT Newsletter

MDOT Website (intranet)

This site serves as a one stop location for employee

resources, forms and information. Employees can

access important forms such as travel and leave

requests, pay stubs, and more. There are also links to a

global calendar containing meetings, events, and

activities as well as to our internal employee safety

program, a bulletin board and current job postings.

Public affairs shares information here about current

campaigns that are running, news releases and branding

guidelines. Employees can also enter requests for

Information Systems help desk assistance and requests

for printing from our internal printshop. There is also an

employee directory and a system for sharing large files

both internally and externally. Submissions to our

internal publication, MDOT Family, are also made here.


Agency (Survey


MDOT Email News Updates

Each Friday, MDOT’s Public Affairs division sends out an

internal email communication to all employees. On

occasion, emails are sent mid‐week as well, depending

on circumstances. A broad range of content is shared

including current external campaigns that are running,

upcoming observances, safety messages, employee

recognition, events and much more. MDOT’s new

online newsletter will be the next generation in our

internal communication efforts and once launched will

take the place of this weekly email.

MDOT Magazine

MoDOT Newsletter

Social Media Facebook:

https://www.facebook.com/MoDOTStatewide

Twitter: https://twitter.com/MoDOT/


Agency (Survey


MoDOT Email News Update

Missouri Safe And Sober awarded $25,000

grant7

Nebraska

DOT

Email News Updates

This latest podcast features Director Kyle

Schneweis with Aeronautics Director Ronnie

Mitchell, getting to know each other better.

As our agencies merge, we’ll be bringing our teams together – and it begins at the

leadership level.

This enjoyable conversation shares stories about

airplane rides to fast cars, as well as much laughter.

You’ll also get an update on our transition to a DOT and

the merger progress. You won’t want to miss it. Tune in.

Newsletter

Nebraska

DOT

Podcast

Website (intranet)

ODOT

(Oklahoma)

Email News Updates

Magazine


Agency (Survey


ODOT

(Oklahoma)

Website (intranet)

ODOT

(Oregon)

Newsletter

Email News Updates

WisDOT Webinars

Because staff is located in many offices throughout the

state, sharing information through online methods is a

very efficient and effective way to communicate. The

following items do not technically fall into the usually‐

thought‐of idea of a webinar (an interactive meeting held

over a web connection), they do utilize many of those

same elements but in different ways. In most cases, these

kinds of videos are captured and produced using the same

recording equipment, but may have a different method of

distribution or further post‐production editing.

Brown Bag sessions8 presented by the Employee Assistance Program – A monthly, live broadcast of various topics designed to improve or enhance employees’ physical and mental health…

Conferences9 – Oftentimes the department hosts and/or presents conferences for business partners and fellow staff members. Since not everyone can attend the whole conference or certain sessions,

Wake‐Up Wednesday10 – A bi‐weekly video series for DMV staff covering a variety of topics ….

Training Modules11 – Very often, training is needed on how to use various software applications or best practices on performing a specific and/or unique job duty. WisDOT produces videos and links to them from the department’s internal web site.

Training Seminars12 – Similar to producing training modules, training seminars are often captured and published for staff unable to attend the live session but who wish to watch it at their convenience on a later date.


Agency (Survey


WisDOT Newsletter

The Connector13

WYDOT Newsletter

WYDOT Email News Updates


PRODUCTION AND DISTRIBUTION OF INTERNAL COMMUNICATION

Question 6: Where is internal communication produced in your agency? Select all that apply.

Central communications office

Regional offices

Other offices within your agency

Other. Please describe

Question 7: Please describe how internal communication is coordinated and produced by

those selected.

The following tables (Table A13 – A16) include the survey responses received on how agencies coordinate

and produce internal communications (Question 7) by production location (Question 6).

Table A13: Coordination and Production of Internal Communications – CENTRAL COMMUNICATIONS OFFICE

Agency Comments (CENTRAL COMMUNICATIONS OFFICE)

Alaska DOT&PF

Coordinated between regions/modes of transportation, with input from executive team.

ADOT

One year ago, using existing staff, we formed a three‐person Office of Internal Communications. That team is supported by others in the Communications Division (graphics, video, writers). The Internal Communications team operates with a news‐operations mindset to collect and gather news of interest to employees, and identify those topics that are important for employees to know about.

AHTD Staff writers compile reports. Field employees know to send‐in information.

Caltrans All staff e‐mails are usually distributed from our Director's office.

INDOT

Members of our Central Office communications team take on various roles. Internal news stories ‐ for the newsletter and intranet ‐ are written and edited by a team of 2‐3. Kiosk stories and resources are managed by the Employee Communications Program Manager. Agency‐wide emails are not always written by our department, but we offer writing and editing services to anyone who requests it.

MassDOT Social media lead for this organization writes the newsletter.

MDOT

PIOs assigned to every Division and District gather/edit content and submit to Brand Management for graphic design then Brand Management sends the pub to PI for proofing/editing before final review by PA leadership then Brand Management distributes to employees. Each step has a timeline with hard deadlines for each publication.

MoDOT We have internal beats; info is pushed to us; newsletter editor requests info

MDT Information is fed from the districts to central IT and the electronic news letter is set as breaking news on pay days.

Nebraska DOT Through our administration and other divisional leadership through our communication division, not formalized

NDOT One public information officer compiles the newsletter; however, all communications staff contribute articles and ideas.

NHDOT Produced by the NHDOT's Public Information Office

ODOT (Ohio) Internal Comms Manager works directly with executive and divisional leadership to produce content


Agency Comments (CENTRAL COMMUNICATIONS OFFICE)

ODOT (Oklahoma)

Our office of 8 coordinates the quarterly magazine with topic meetings, coordinates with field offices, writes articles and prints in house but the design and distribution is performed out of house. Magazine is delivered directly to employee and retirees' homes, about 175 copies are distributed to field offices. We are in the process of moving to only electronic distribution.

ODOT (Oregon)

Monthly and weekly communiques aimed at entire department are put together and disseminated by my team in the central office (Director's Office), as are announcements and features on the intranet.

PennDOT We work with regional offices and PennDOT bureaus to gather information for DOT.com and daily news flashes

SCDOT Communications serves as the gatekeeper and copy editor for any office that requests distribution

TDOT Staff meets regularly and discusses who may be responsible for particular communication. For example, our video person will send out videos to employees.

UDOT One member of the central communications staff is responsible for employee communications and he coordinates with the director, the rest of the central office staff and the regional communications managers.

VTrans As directed by exec staff or initiated by comms team.

VDOT Designated staff have beats, serve as internal reporters and develop content for our Intranet, email updates, newsletters and Electronic Bulletin Boards.

WisDOT It's a collaborative effort involving the comm managers for each division as well as the program staff and managers in the divisions.

WYDOT

Public Affairs handles internal and external communications. All team members participate. Our newsletter is put together by our graphic designer, our public affairs specialists and public involvement specialists write for the publication, our videographer produces in house videos at times and our photographer takes photos of employees for our newsletter.

Table A14: Coordination and Production of Internal Communications – REGIONAL OFFICES

Agency Comments (REGIONAL OFFICES)

Alaska DOT&PF

Coordinated between regions/modes of transportation, with input from executive team.

Caltrans Our regional offices periodically share news through their leadership and external affairs offices

INDOT District Communications Directors usually manage email communications to district employees, and where applicable create and edit the district newsletters.

MoDOT We have regional managers who cover local info and projects

Nebraska DOT Regional offices send their information to our communication division for use

ODOT (Ohio) District regional communications team develop and produce content, asking for Central Office input sometimes

ODOT (Oklahoma)

Our HQ communications office coordinates with field division liaisons who write and submit regional stories/topics to the editor.

ODOT (Oregon)

Two or three of our five highway regions have their own intranet sites; some sections/units/regions have regular emails from managers containing info relevant just to them.

PennDOT Regional offices also produce their own newsletters in addition to providing material for statewide DOT.com


Agency Comments (REGIONAL OFFICES)

TDOT Our regional PIOs handle communications about regional events and initiatives with their regional employees.

VDOT Designated staff have beats, serve as internal reporters and develop content for our Intranet, email updates, newsletters and Electronic Bulletin Boards.

WisDOT Region Communications managers work with central office as well as their region managers to select and produce.

Table A15: Coordination and Production of Internal Communications – OTHER OFFICES WITHIN YOUR AGENCY

Agency Comments (OTHER OFFICES WITHIN YOUR AGENCY)

Caltrans Our Divisions periodically share their news via e‐mail blasts to affected employees

ODOT (Oklahoma)

Office Services Division coordinates with communications office to update the website. OSD also posts to the Intranet/Employee News. They help coordinate with other divisions to distribute retiree emails, promotions, retirements or emergency texts.

ODOT (Oregon)

Some divisions, such as DMV, have their own newsletters with more detailed stories for that audience.

SCDOT Routed through Communications

TDOT Other divisions will notify us when they need to send something out to all employees. This could be human resources or insurance related, notifications of building maintenance, etc.

VTrans Divisions produce internal newsletters independently

Table A16: Coordination and Production of Internal Communications – OTHER

Agency COMMENTS (OTHER)

Caltrans External affairs produces and distributes daily media clips, researches and writes a monthly newsletter, and films and produces periodic news flashes.

MassDOT HR director has final review of emails going out to employees.

SCDOT Routed through Communications


INTERNAL COMMUNICATION FIELD STAFF DELIVERY METHODS

Question 8: Transportation agencies often struggle with delivering internal communication to

field staff because they are not often in an office or at a computer. Please describe how your

agency delivers internal communication to field staff.

Table A17: Internal Communications – Field Staff Delivery Methods

Agency COMMENTS (FIELD STAFF DELIVERY METHODS)

Alaska DOT&PF

We rely on email and periodic workplace meetings. We would love to find a better way to deliver internal communication, but geography and limited connectivity can be issues.

ADOT In addition to posting to the intranet, website and emailing (via a distribution service), the newsletter is printed and mailed to each office for break rooms. Additionally, in Arizona we produce quarterly break room posters with key information.

AHTD Hardcopies are distributed to the field office and they are available for pick‐up. Also, every employee has an email account, so they are able to receive it electronically too.

Caltrans Internal communications to field staff is often performed by supervisors and managers. Video monitors have also been installed in field offices to capture webinars, town hall style meetings and to show mandatory safety videos.

INDOT

We have a new program in place that provides (will be fully implemented in the next 12‐16 weeks) touch‐screen kiosks specifically designed for our field staff. The kiosks offer a highly focused alternative to our employee intranet, as we don't want our field employees to spend a lot of time online ‐ but we want them to have the access to the tools and information that they need. These kiosks show a diverse slide show when they aren't being used, so they're always providing value when someone is in the room. When the screen is touched, the employees see a home screen designed to look like a tablet or smart phone type device ‐ icons. The icons lead to various tools and information that has been selected and designed specifically for field employees. The latest newsletter, a page with links to safety resources, a link to PeopleSoft, a link to Webmail, and links to pages specific to each district. These district pages include links to the district newsletters, an HR contact form, and potentially other information pertaining to that district. There is also a link to a weather service that we subscribe to. Instead of gathering around the manager's desk during a weather event, there is now a 24" screen in a common area that can be used to see current radar, forecasts, pavement temperatures, etc.

MassDOT Paper flyers on bulletin boards. Employee staff meetings.

MDOT Papers copies of publications are mailed to a contact in District Offices for distribution to employees without access to work email.

MoDOT Printed newsletters, PPTs that run on monitors in maintenance sheds

MDT Field staff such as maintenance employees have data accessibility via iPad or cell phones along with computer access throughout the day.

Nebraska DOT

Currently through our internal website. We plan to get touch screens for daily updates in all our staffed facilities by no later than this time next year. Push out communications to the districts and ask that they cascade; intranet

NDOT All NDOT employees do have email accounts, so the newsletter is sent to each one. If the employee is unable to check their email at work, we encourage their supervisors to print the newsletter out for them to read.


Agency COMMENTS (FIELD STAFF DELIVERY METHODS)

NHDOT Paper newsletter. Electronic communications that are designated to be printed out and posted.

ODOT (Ohio)

We currently use digital signage, branded ODOT TV, to provide content to our maintenance and construction personnel in all 88 counties of Ohio. This information includes training, job postings, new hires, HR info, current weather, localized traffic info and other organizational information that is important to employees. We also create flyers/handouts to be distributed to field employees.

ODOT (Oklahoma)

For the magazine, we currently distribute directly to employee and retirees' home addresses which are maintained by Human Resources. As we move to electronic distribution this year, we will be emailing a PDF to employees and posting to the Intranet. Some printed copies (maybe total of 160) will be distributed statewide to the field divisions but only for an additional 2‐3 cycles. As for other information distribution to the field, OSD is looking at installing kiosks or some type of interactive panel into each 8 field divisions that will display messages. Our communications office hopes this will help get the magazine to field employees once printing is completely stopped. Also in the field, maintenance supervisors hold tailgate meetings in the morning and can pass along information during the gathering. All have smart phones and can be reached via email, text or phone.

ODOT (Oregon)

We have about 900 employees that do not have ready access to computers/email, so we print and mail the monthly newsletter to those offices with a list of individuals that should receive the newsletter. It's very time‐consuming each month to compile/update/ print the list of employees without email... For other communications, you'll often see a note like "Please print and share this with employees who do not have email."

PennDOT Paper copies of the quarterly newsletter DOT.com are printed for distribution to county maintenance offices

SCDOT Via an email blast with instructions for supervisors to provide hard copies for employees who do not have email accounts

TDOT

We have struggled with this too, but eventually decided to stop producing an agency newsletter. We are basically relying on social media and our website to catch these employees. If a communication is urgent in nature, we ask that supervisors in the field ensure employees have seen it.

TxDOT Districts have public information officers who share district and state wide updates. Also, many communications are shared with senior leaders and those communications are designed to cascade down throughout their organizations.

UDOT Online, through email and social media. We're looking into some other possibilities for those who don't have ready access to computers during the work day.

VTrans Haphazard. Bulletin boards in garages, etc.

VDOT We deliver internal communication to field staff via Electronic Bulletin Boards and district newsletters.

WisDOT Some, if not most, field staff have access to other types of mobile devices, so that's usually not an issue for us.

WYDOT

We send our offices a copy of our internal magazine, The Interchange, so they can stay informed about WYDOT business. We also have our intranet where we post our information. We have five public involvement specialists who are located throughout the state who also are in contact with employees and can help with internal initiatives.


IMPACT OF INTERNAL COMMUNICATION

Question 9: How often do you seek feedback on whether internal communication is meeting

employee needs?

Monthly

Quarterly

Yearly

Never


Table A18: Internal Communications – Feedback Frequency

Agency

Feedback Frequency (Survey Choices)

Monthly

Quarterly

Yearly

Never


Alaska DOT&PF We haven't surveyed yet, but this is a goal we plan to accomplish this year. After that we would survey once a year.

ADOT ●

AHTD ●

Caltrans

We use Survey Monkey periodically for a variety of surveys to gauge the effectiveness of our communications. Our Information Offices also seek feedback via links in their signatures blocks. Our website also uses surveys users periodically to solicit feedback on online services.

INDOT

As part of my job, I try to travel around the state fairly regularly talking to employees. Field employees can be inherently mistrusting of central office employees. My job is to let them know that I'm there to listen to them, and respond to their feedback. I want everyone to feel more connected TO the agency, and I let them know that. The frequency of my visits varies, but during the rollout of the kiosk program, I'll actually be visiting every facility in the entire state (around 130) and my visits will be on a daily basis.

MassDOT ●

MDOT ●

MoDOT ●

MDT We work with administrators and staff daily to determine needs or program updates for the intranet or internet.

Nebraska DOT ●

NDOT ●

NHDOT We formally survey NHDOT employees every two years.

ODOT (Ohio) ●

ODOT (Oklahoma)

The magazine is always asking for feedback, however, we're hoping with eventual email distribution and a webpage, we'll get more input.


Agency

Feedback Frequency (Survey Choices)

Monthly

Quarterly

Yearly

Never


As for OSD and other distribution, they are currently in the process of creating ideas on how to do that when the kiosks are installed.

ODOT (Oregon) We've done three reader surveys in my 12 years here, including asking about "best" ways to get info ‐‐ #1 is always "from my supervisor/in a meeting."

PennDOT We have been discussing how to do this but have not reached any conclusions yet.

SCDOT ●

TDOT We did a survey about the newsletter to help us decide whether to continue producing it. Despite email reminders, participation in the survey was low.

TxDOT Once or twice a year

UDOT ●

VTrans ●

VDOT We don't have a regular schedule. However, we have surveyed employees in the past.

WisDOT Formally, we do an annual employee survey that addresses this issue. Also, our weekly Bulletin has an email for feedback and comments.

WYDOT

We send out a survey asking employees what they think about The Interchange magazine and what can be improved. Our Strategic Performance Improvement Office also conducts an annual employee satisfaction survey, which asks employees how they feel about WYDOT business practices and operations.

Question 10: How do you gather employee feedback regarding internal communications?

Select all that apply.

Periodic surveys

Open rates on email

Click through rates on webpages

Anecdotal feedback



Table A19: Internal Communications – Feedback Mechanisms

Agency

Feedback Mechanisms (Survey Choices)

Periodic Surveys

Open rates on email

Click through rates on webpages

Anecdotal feedback


Alaska DOT&PF

● ● ●

ADOT ● ● ● Focus group and an editorial board.

Caltrans ● ●

INDOT ● ● ●

Our kiosk software vendor also has a session and page click report feature that allows us to see which tools and information are being used the most on our kiosks. This allows us to tailor the devices as needed, and add and remove information when necessary.

MDOT ● ● ●

MoDOT ● ● ● ●

MDT ● ● ●

Nebraska DOT ● ●

NDOT ● ●

NHDOT ● ● ●

ODOT (Ohio) ●

ODOT (Oklahoma)

● ● ●

ODOT (Oregon)

● ●

PennDOT Still working on how to do this.

SCDOT ●

TDOT ● ● Video views

TxDOT ● In person focus groups

UDOT ● ● ●

VTrans ●

VDOT ● ● ●

WisDOT ● ● ● ●

WYDOT ● ● ●


Question 11: Are there any internal communication efforts that you have recently

discontinued?

Yes – 5 respondents

No – 19 respondents

Question 12: What effort(s) did you discontinue?

Question 13: What was your reason(s) for discontinuing the internal communication

method? Select all that apply.

Lack of employee interest

Limited staff to produce

Cost


The following table indicates which internal communication effort was discontinued (Question 12) and

indicates why it was discontinued (Question 13)

Table A20: Internal Communications – Efforts Discontinued

Agency Effort Discontinued

Survey Choices

Lack of employee interest

Limited staff to produce

Cost Other. Please describe.

Nebraska

DOT Employee newsletter

Employee newsletter used to be totally

employee focused. Now, it's meant to serve both

internal and external customers as updates on

what we do and how. Kill two birds with one

stone. Keep our staff updates about new and

exciting things at the same time as the public

with a singular message for consistency.

NHDOT Commissioner's

blog

A newer Commissioner chose not to continue

with the blog.

ODOT

(Ohio) Central Office Newsletter

● ●

TDOT Newsletter ●

TxDOT Podcast Produced several year ago. Change in

organization‐‐it was a really good product that

was not promoted adequately


Question 14: Which internal communication method is most effective for your agency today?

Choose one.

Newsletter – electronic

Newsletter – paper copy

Website

Social media

Email news updates

Blog

Webinars

Other

Question 15: Please describe why it is the most effective internal communication with

employees.

The following table indicates which internal communication effort survey respondents indicated as the

most effective method (Question 14) and describes the reason (Question 15).

Table A21: Internal Communications – Most Effective Method

Agency

Survey Choices

Reason it is most effective

New

sletter ‐ electronic

New

sletter – paper copy

Web

site

Social m

edia

Email new

s updates

Blog

Web

inars

Other

Alaska DOT&PF

● It's the one method that reaches all

employees, and doesn't require them to look for the information.

ADOT ●

When used in moderation, email remains the best way to get a quick message in front of everyone. It's fast, efficient but has limitations.

AHTD ● Not everyone looks at email in a timely

manner. Physical copies still provide ease of read.

Caltrans ● Using the e‐mail method guarantees that

nearly all employees are notified.

INDOT ●

Obviously, different tools serve different needs ‐ so this wasn't an easy answer. The kiosk ‐ by far ‐ are most effective (even without a complete rollout) for our field


Agency

Survey Choices

Reason it is most effective New


New


Web

site

Social m

edia

Email new

s updates

Blog

Web

inars

Other

employees, because they lack easy access to the other tools. The website is the most effective because we have a page that serves as a library of important emails from our commissioner. Our intranet is the most diverse tool. We email the newsletter, but they're also available through online archives. A lot of other interesting or important agency information is available online, but may not warrant an email. In some ways, the kiosks are an extension of our website, but highly focused for our field employees.

MassDOT ● Graphically it is pleasing. Contains

photographs. It is short and simple.

MDOT ●

It's their pub, and they feel ownership over it. It reaches the largest number of employees and is easy to track through open rates, shares and url tracking.

MoDOT ● We just did a major overhaul focusing on

what employees say they are most interested in seeing

MDT ● This is a department update sent every 2

weeks.

Nebraska DOT ● It's an internal page that people are

familiar with. reaches to all employees

NDOT ●

Employees can read it at their leisure and it contains the greatest amount of information about NDOT initiatives. Photos and videos make it even more likely for employees to check it out.

NHDOT

Intranet ‐ a home page with news and information

It is continuously updated daily with photos and news, making it the most immediate and current.


Agency

Survey Choices



New


Web

site

Social m

edia

Email new

s updates

Blog

Web

inars

Other

ODOT (Ohio)

Digital signage; videos

People like to consume video content. We are currently in the process of revamping ODOT TV, updating hardware and software.

ODOT (Oklahoma)

●

Tough call. Probably because it is so immediate and the information is then posted on Employee News/Intranet. Text messages, however, seem to have the biggest numbers.

ODOT (Oregon)

●

Because it is timely ‐ once per week; unfortunately, though, it doesn't reach about 900 of our 4,400 employees because they don't have email/computer access. We're considering an RSS type feed for smartphones, but anyone would be able to access, not just employees...

PennDOT ● We believe it is a well done document that

would attract the internal audience to read it.

TDOT Various videos

We seem to be reaching more people via our videos ‐ which are not just posted online, but also shared on social media.

TxDOT

Hard copy magazine every other month

Both the hard copy magazine and recently we deployed video feeds to districts via a cable‐like service. Both vehicles are well liked by employees and their feedback on them has been consistently favorable.

VTrans ● Can't be sure, but we do get direct

feedback for emails.

VDOT

Electronic Bulletin Boards

We feature a weekly news program called VDOT TV on our Electronic Bulletin Boards. Video content is hugely popular among employees. It allows us to be creative in our delivery of information.

WisDOT ● People look for it. They're used to

receiving it. It's got solid brand awareness.


Agency

Survey Choices



New


Web

site

Social m

edia

Email new

s updates

Blog

Web

inars

Other

WYDOT ●

Our Interchange magazine is the most effective because there is still a high demand from our employees for the magazine. Whenever there's a retirement, our employees have said they found out about it in the Interchange. That's only one example. We've received feedback from our employees that has indicated that they found out about an internal issue after reading the Interchange.


ADDITIONAL COMMENTS

Question 16: Please provide any overall additional comments (e.g. successes, lessons learned)

on internal communication in your agency.

Table A22: Internal Communications – Additional Comments

Agency Additional Comments

Alaska DOT&PF

I would love to learn more about the results of this survey!

ADOT Having only refocused on internal communications in the past year, we are still learning but we are actively tracking metrics to measure performance of various tools and strategies.

Caltrans Caltrans has had a lot of success sharing its News Flash videos with both the staff and the public

INDOT

Internal communications goes hand in hand with engagement. An engaged workforce seeks out the communication, and wants to be heard. If you are focusing on employees getting your message, but are less concerned with employees being listened to by the agency ‐ you're putting yourself at risk. Employee communications is as much about making sure the employees know that they have a voice. Even if most won't use it, provide them easy and accessible tools to give feedback, and make sure someone responds when they send it. We have feedback forms online and on the kiosks. We give them tools that make it easier to deal with various issues (HR contact forms). I personally make sure I tell them that if they're not happy with anything related to employee communications ‐ I want to hear it. We have a strong relationship with our Talent Management department, and we consider things like Management Training to be an important piece of the employee communications puzzle. Most employee communication comes in the form of middle manager to and from his or her employees. We can't control that, but we can get involved, and help give these managers the tools and information to be better communicators. This is a part that should not be overlooked.

MassDOT

Internal communications is not so much agency‐wide as it is specific to a particular employee group. Internal messages are targeted to employees on a "need to know basis." For example, upcoming speakers at outside conferences are mentioned to those employees in the division relevant to that area of expertise.

MoDOT We are decentralized geographically and are now focused on revising our system

MDT MDT communications team monitors and approves all materials and endures branding requirements for both internal and external facing communications.

Nebraska DOT

The flow of information cannot be automated. It requires action from a human recognizing that others in the agency need to hear the news and making sure it gets out to those who need it. need to expand

NDOT

When we do our employee survey each year, communications between the front office and employees is always listed as an issue. We believe communication is a two‐way street where we need to get out the information and the employees need to pay attention to it. Supervisors also play a key role in communicating department initiatives to their employees.

NHDOT The ongoing challenge is to reach 1,600+ employees at over 90 facilities statewide in NH, almost half of which do not have computers.


Agency Additional Comments

ODOT (Oklahoma)

Our central office thought there were communication problems with the field but once we all sat down to talk, we found out they communicated internal information in the field rather well. The next year should be interesting to discover how an electronic magazine will be received in the field / those that don't have computers. We very much look forward to reviewing the results of this survey. Any additional ideas and suggestions can only help improve internal communications. Thank you for coordinating this!

ODOT (Oregon)

We just did a project where we compiled all the different versions of internal communications that exist across the agency and we're now looking into what we can learn/improve upon. For example, we're currently looking into a smartphone app that would deliver news to phone, but it would be available to anyone not just employees.

PennDOT Internal communications is an ongoing challenge. We have nearly 12,000 employees in several central offices, 11 engineering districts and offices spread across 67 counties.

SCDOT The newspaper is mailed to each employee's home address to ensure delivery and increase circulation among family members, neighbors, friends, etc.

TxDOT Really important for our leaders to understand the value employee communications provides them and impact it has on how employees feel valued and how they stay informed on important things happening within the department.

VTrans For the most part, our best and busiest people are too overwhelmed to be engaged with regular channels.

WisDOT This is an area we need we need to explore further as it is important to our staff.

WYDOT We've always made our Interchange magazine available online but our employees have stated that they like the paper version of the magazine.


Links to Referenced Sources

1 http://www.newsline.dot.state.mn.us/articles.html 2 http://communications.transportation.org/ 3 http://azdot.gov/media/blog 4 http://www.arkansashighways.com/newsletters/2017/CenterLine_Newsletter_February2017_final_web.pdf 5 http://www.arkansashighways.com/Magazine/2017/ARHighwaysMagazine_MAR‐APR2017_final_web_spreads.pdf 6 http://www.dot.ca.gov/ctnews/ 7 http://www.news‐leader.com/story/news/local/ozarks/2017/04/10/missouri‐safe‐and‐sober‐awarded‐25000‐

grant/100299070/ 8 https://livestream.com/accounts/14475780/events/4477450/videos/123439230 9 https://www.youtube.com/watch?v=kW6fsMSApOo&list=PLoGzf6P7PsQ9V3RZ4MT_118UcQ6ntoY8u&index=2 10 https://www.youtube.com/watch?v=RO_Y09‐KjaA 11 https://www.youtube.com/watch?v=tn2nWi2yYcY 12 https://www.youtube.com/watch?v=bWyAvdHsaAk 13 http://wisconsindot.gov/Pages/about‐wisdot/newsroom/newsletters/connector.aspx

TRS 1705 June Internal Communication Practices of...

Documents

Transcript of TRS 1705 June Internal Communication Practices of...