Internal Communications Playbook 9.2.2020

2020 PANDEMIC INTERNAL COMMUNICATIONS PLAYBOOK Week of September 21, 2020

INTERNAL COMMUNICATIONS PLAYBOOK

GOALS:

1. Keep internal stakeholders and employees informed by creating

and disseminating information in an accurate, transparent and timely manner.

2. Keep members of Incident Management Team and other

cooperating departments (other outside partners) updated on

GRHC’s pandemic response activities.

OBJECTIVES:

1. Reinforce and release information regularly pertaining to GRHC’s

pandemic posture and response on a regular basis.

2. Together with the IMT, identify and prioritize issues of greatest urgency.

3. Distribute information to internal stakeholders and employee

audience using numerous and overlapping methods.

4. Provide a centralized point of contact (PIO) for the creation and

release of most all information.

5. Develop employee intended content in conjunction with

departmental Subject Matter Experts (SMEs).

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Week of September 21, 2020

TARGET AUDIENCES

o Internal Stakeholders (Board of Directors & GRIC Employees)

o All Employees (contractors etc.)

TYPES OF COMMUNICATION NEEDS

o Emergency Communication (internal & external)

o Leadership (Board of Directors & ELT)

o Director Leadership Team

o All Employees PROTOCOL FOR MESSAGE APPROVAL

o Emergent Situations: Approval to release needed by: CEO, IM

Commander, other designate

o Common Content

o Messaging Hierarchy:

o Critical Topics:

o Common Topics: Pull highlights from DPB

o Internal Communication Channels:

o All staff emails

o Prominent employee intranet postings

o Employee computer screen saver messages

o Print materials/posted in employee work areas

o Daily Pandemic Brief & Pandemic Week-in-Review

o In some cases, social media platforms to share information and related stories

o Provide hyperlinks in updates photos, and other sources of

pertinent information

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INTERNAL COMMUNICATIONS PLAYBOOK

THIS WEEK’S PLAYBOOK: Internal Communications:

• Employee Parking:

• Elder Flu Shot

• GRHC Employee Communications:

o Employee Dress Code: During the pandemic, it was

determined employees could wear approved Friday dress

code attire. Employees are reminded to follow the Friday dress code accordingly

o Travel Policy Guidelines: The policy is being reviewed and

the update will be announced next week via all staff email

o BHS Yes to Life: Lunch bags will be given to GRHC

employees during flu vaccine administration

o Flu Vaccine PPE: Please ensure all staff are wear proper PPE

when administering flu vaccines

• GRHC Cultural Care Video: PR & Marketing and Mr. Pablo, Board Member

• Cheers for peers recognition 10 this week

External Communication:

• October Flu Clinic Calendar

• Double-Up PSA: Governor Lewis, Dr. Murugavel and Dr. Puppala

• Listen Up! Elder video shoot at D5 w/ Jackie Zillioux & Joseph Davis

• Flu Call-in Elders and Flu, COVID Testing, Flu Vaccine Updates

o GRIC Saturday Flu Clinic

o Flu Vaccine Goal:

• Gila River Indian News: The GRIN interviewed Dr. Yamada

(9/24/20) regarding GRHC’s efforts to provide flu vaccinations

to the Community

• New Pandemic Playbooks:

o External Communication Playbook for GRIC/IMT Reporting:

o Internal Communication Playbook for GRHC/IMT Reporting

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Week of September 21, 2020

PLAYBOOK FOR WEEK OF SEPTEMBER 28, 2020 - ON THE RADAR:

• GRHC Saturday Clinics: PR & Marketing will work with

Dr. Murugavel to message Saturday clinic hours to patients

• Governor’s Taskforce /IMT Action Communication (PIO) Action Items:

• New Targeted Audiences for COVID and Flu Vaccine Messages Coming Soon!

• Topics in Development: COVID Testing for School-Aged Children

• CDC Updates

o Now recommending COVID testing for anyone who’s had

close contact with an infected person

o COVID can be spread and travel beyond six feet through

airborne particles suspended in the air • COVID Surveillance District Testing • Saturday Clinic Promotion • New Governor’s Task Force/Unified IMT branding • Consolidation of elder newsletter with GRIC’s elder newsletter • Governor video regarding schools staying closed.

• Listen Up PSA • Circle of Care: Idea from Manual Johnson

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INTERNAL COMMUNICATIONS PLAYBOOK Week of September 21, 2020

MESSAGING PERFORMANCE

COVID DATA STATISTICS AT A GLANCE: • GRHC COVID-19 Data Dashboard 09-25-2020

•

Arizona Department of Health Services Dashboard

ADDITIONAL EMPLOYEE REFERENCE / RESOURCES • GRHC COVID-19 Communication Plan • Electronic IAP Updated Operational Period 29

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