After an analysis of the HR Division’s key messages, communication channels, frequencies and effectiveness, it becomes clear that the HR Division was sending out too many emails to staff during any given year. The messages were sent from various HR Departments using their own email accounts on various HR related news and information. They were sporadic and sometimes lacked in professional standards. It also did not create a unified messenging for the HR Division.
I developed a simple filtering system called the Red, Green and Yellow Lane of communication as follows:
- Red lane of communication: Emergency. Email is sent out immediately.
- Green lane of communication. Information is not time-sensitive. It is channeled to be distributed via the monthly HR newsletter HR AND ME. This removed 80% of the emails being sent to the staff immediately.
- Yellow lane of communication. These emails though not being of an emergence nature had a time sensitivity. This was subjected to a 3-day gatekeeping process where it was edited and vetted and then distributed out using a newly created email accent: HR Communication.
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