[All_jlab_accounts] JLab Streamlining of Internal Communications Tools

[JLab Communications Office]

INTERNAL MEMO 


May 8, 2017


A message from the JLab Communications Office 


 


SUBJECT: JLab Streamlining of Internal Communications Tools


CONTACT: Lauren Hansen, x7689, lhansen at jlab.org <mailto:lhansen at jlab.org>



 

Many organizations are focusing on efforts to cut through the noise of the
modern world to reach their target audiences. Here at Jefferson Lab, the
Communications Office is engaged in similar efforts to reach its internal
audiences as efficiently as possible by streamlining its communications to
all staff, Users and subcontractors invested in the lab and its
performance. 

 

To that end, the Communications Office has designated the JLab Weekly
Briefs document as the main communication tool for routine messaging to
all staff, Users and subcontractors. 

 

Formally utilizing JLab Weekly Briefs for routine message delivery means
that there will be fewer stand-alone messages sent as all-hands emails.
While these all-hands email blasts have long been a favorite go-to tool
for quickly delivering messages to internal audiences, overuse over the
years has diluted the impact of these messages and has made it more
difficult for staff, Users and subcontractors to distinguish truly
important all-hands emails from those that aren't as urgent. Moving
forward, all-hands emails will be limited to those that are: 

*	Impactful - Messages that may impact the work or work schedules of
a large portion of the Jefferson Lab community that can't be reached
effectively via other means; 

*         Important - Messages from senior leadership that informs or
impacts work or work planning; or

*	Timely - Messages that must be communicated immediately, outside
the cycle of the JLab Weekly Briefs, due to emergency notices,
facility/road closures, or immediate safety issues.

 

While highlights of the highest-priority messages are included in the JLab
Weekly Briefs email, it does not include all material posted in the online
document. The full document incorporates content from major work centers
and features a listing of published papers on JLab research, a safety
minute, a highlights calendar of events at the lab, and general
announcements. The Jefferson Lab community is encouraged to visit the
document webpage to receive full versions of the latest information. The
latest JLab Weekly Briefs document and archives are now linked on the
Insight Front Page under Communication Resources: (
<https://www.jlab.org/news/briefs/latest>
https://www.jlab.org/news/briefs/latest).  

 

Selected divisions, in addition to the Communications Office, will still
be able to send all-hands emails, as outlined above. Soon, these emails
will also be transmitted through established persona accounts, such as the
JLab_Communications-Office at jlab.org
<mailto:JLab_Communications-Office at jlab.org>  persona. With the exception
of emergency communications, these messages will now be formatted in a
template that clearly identifies the subject, source and contact for the
message (like this email).

 

Members of the Jefferson Lab community are encouraged to submit messaging
and announcements for publication to the Communications Office, at
<mailto:jlabinfo at jlab.org> jlabinfo at jlab.org. Comments and suggestions for
improving internal communications are also welcome. 

 

While the JLab Weekly Briefs are the preferred primary means of
communication to the lab community, we will continue to highlight messages
by posting information to Insight, the At-A-Glance calendar, Site Wide
Information System (SWIS) display screens, and on occasion, posters
(depending on demand for materials outside of the laboratory). We will
continue to work toward streamlining these communication tools and look
forward to unveiling further improvements.

 

Thank you for your patience during this transition, as we work to better
utilize our available resources to more strategically highlight the
highest-priority communications.

 


 


12000 JEFFERSON AVENUE . NEWPORT NEWS, VA 23606 . USA . WWW.JLAB.ORG

 

 

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