JULY 2016

Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Foreword by the Secretary General Communication, in one form or another, runs through all of our work and activities. Communicating effectively is our goal, regardless of level or role in the organisation. Working to explain our work and get our message across, both internally and externally, will support us in achieving this Strategy’s objectives and demonstrating our core values in all that we do and say.

The key objective of this first Communications Strategy is ‘communicating change’ in how the Department will continue to develop and improve all aspects of our communications. We all recognise the need for continuing improvement, particularly in explaining what we do and why, and engaging meaningfully with all staff, customers and the public.

This Strategy is a core element of our new culture and values, and builds on recent improvements and developments. It reflects the views of staff, the media and other stakeholders on what more needs to be done and done better.

In setting out this Communications Strategy 2016-2018, we are making a firm commitment to value effective communications in, and by, the Department. We want to place communications, effective listening and engagement at the heart of everything we do. Doing this better will help us live the values we have committed to and support our mission of working for a safer, fairer Ireland.

Noel Waters Secretary General 2

Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

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Objectives and Goals

This Strategy, supported by a framework of actions, sets out a roadmap for meeting our communications objectives over the period 2016 to 2018.

The Strategy will deliver the following key objectives: 

Communicating more effectively the work of our Ministers and the Department to our stakeholders, the media, and the public;



Being proactive in our engagement with our partner organisations, the media, and the public, and listening to external views and ideas;



Communicating more effectively within the Department and across Government;



Increasing public understanding of the role and work of the Department;



Helping to strengthen our Corporate Governance arrangements by being more open, accountable, and transparent;



Building a strong and consistent voice and identity for the Department; and



Identifying key communication tools, including new opportunities to communicate more effectively both internally and externally.

Living the values of the Department’s Culture Charter will be central to achieving the objectives of the Strategy. To link this strategy directly to our values, a communications goal is associated with each of our core values (see Table 1).

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018 Table 1 – Culture and Values Charter and Communications Strategic Goals

‘Communicating Change’ Culture Values Open

Communications Strategic Goals 1. Create a more accessible and proactive communications culture within the Department, with other Government departments, external stakeholders, the media and the public.

Public services delivered to a high standard Proactive

2. Put the public interest at the heart of our communications and use effective communications to support an excellent service to the Minister, the Government and the public. 3. Engage proactively with staff, external stakeholders and the media in communicating the work, priorities and objectives of the Minister and Department, listening and responding to their needs in a positive manner.

Professional and supportive Empowered and accountable Leading collaboratively Trusting and respectful

4. Build a strong and consistent voice and identity for the Department as an organisation that is valued as being effective, accountable, trustworthy and professional. 5. Train and support staff to communicate confidently and effectively in carrying out the work of the Department. 6. Support a strong leadership and innovation culture by promoting effective stakeholder and staff engagement, consultation and collaboration. 7. Foster a working environment that listens and seeks to understand the needs of staff, external stakeholders, the media and the public.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

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Preparing the Strategy

A number of important contextual factors have been taken into account in preparing this Communications Strategy and in shaping its direction and objectives. These are: 

The Department’s Strategy Statement 2015-2017;



The Department's Culture and Values Charter;



The findings of consultation and engagement with staff at all levels of the Department;



The findings of the consultation process with our external stakeholders including the Department’s agencies, groups representing civil society and other Government Departments;



A number of critical reviews that underscored the need for more effective communications practices and structures in the Department;



Consultation with members of the media and ongoing monitoring of media reporting; and



Good practice drawn from communications strategies published by other Government Departments, including justice departments in other jurisdictions.

The Strategy aims to build on the key communications-related initiatives over the past 18 months. These include: 

Launch of Our Culture and Values Charter;



Launch of the new www.justice.ie website, including real-time replies to all Parliamentary Questions;



Detailed consultation process with all staff on the desired future culture of the organisation; 5

Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018 

Establishment of a staff Communications Network, with representatives from across the Department, providing a forum for discussing communications initiatives, embedding best practices and a common approach to resolving communication issues;



Appointment of a Head of Communications at Principal Officer level;



Establishment of inaugural Horizon Groups and Behavioural Economics initiative;



Consistent dissemination of information to staff;



Publication of an annual Strategic Plan and twice yearly progress report.



Active participation in a wide range of cross public service initiatives under the One Civil Service banner;



Launch of internal Portal which informs staff on a broad range of topical matters relating to the Department;



Successful participation in Civil Service Excellence and Innovation Awards 2015;



Lunch and Learn sessions and Town Hall meetings on a range of topical issues;



Inaugural Open Policy Debate on the proposed Criminal Justice Inspectorate;



Publication of the Department’s FOI Publication Scheme;



Publication of non-personal FOI requests on a quarterly basis;



Expanded and consistent use of social media;



The inaugural Justice and Equality Sector Annual Conference in January 2016 for senior leaders and managers across the Department and agencies;



Developing a business case for a new Justice & Equality Hub to facilitate closer cooperation between justice and equality sector organisations and with other stakeholders, and promote the development of data driven policy;



Publication of the Department’s Governance Framework.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

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Actions underpinning the Strategy

The actions to give effect to the Strategy’s seven communications goals (See Table 1 above) are set out in an Action Framework under the following headings: 

Communications within the Department of Justice and Equality;



Media relations;



Access to information and customer service;



Communicating the work of our Ministers and the Department; and



Engaging, consulting and listening to our external stakeholders.

The Action Framework is as comprehensive as possible, comprising both specific initiatives and broader thematic actions. It does not, however, try to include all communications actions that may be progressed over the period of the Strategy. Strategies in other areas such as Human Resources, Customer Service and Data Management will also include actions with a communications focus. Equally, actions included in this Strategy may also feature in other strategies and plans.

The actions underpinning the strategy and the key 2016 milestones and activities are set out in the tables beneath. Milestones and targets for subsequent years will be identified as the implementation of the Strategy progresses and the impact of actions is measured against the objectives and goals. Where necessary in response to emerging needs and developments further actions will be identified and progressed. See also section four on evaluation and review.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

3.1 Communications within the Department of Justice and Equality Actions

Key 2016 milestones & activities – Delivery by

Embed the consistent practice of team meetings at all levels of the organisation, underpinned by a

Communication to staff – Q3

formal communication to staff on the engagement, commitment and information they can expect to receive. Continued emphasis on the internal portal page as a key internal communications channel.

Refresh portal layout – Q4

Implement enhancements to the layout of the portal page including cross organisation collaboration features. Continue to broaden message content and frequency. Continue to develop the role and reach of the Department’s Communications Network in promoting

Set out and agree the Terms of

the importance of effective communications and in driving the implementation of this strategy.

Reference for the network – Q3

Continue to provide informal briefings and learning opportunities for staff such as Town Hall

Finalise 2017 programme – Q4

meetings, road shows, lunch and learn sessions and guest lectures on topical issues at the Department's Dublin and regional offices.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Actions

Key 2016 milestones & activities – Delivery by

Regular publication of newsletters and information bulletins to keep staff informed of key

Ongoing publication of Weekly News

developments and issues of interest from the wider justice and equality sector, including:

Roundup, staff newsletter and

 the ‘Weekly News Roundup’ summarising key news stories;

Programme for Change bulletin.

 the staff newsletter published quarterly;  twice yearly bulletin on the implementation of the Department’s Programme for Change;

Circulation of relevant corporate

 corporate information for discussion at team meetings.

information as required.

Development of the Justice & Equality data and information sharing Hub to position the Department

Launch of first version of the Hub – Q3

at the centre of cross sector collaboration. Use the Hub to develop data driven policy, deliver readily accessible data to staff, management and service users of the organisation. The Hub will also support

Further development of the Hub will

cross Departmental work and allow for engagement with external organisations and third parties

be ongoing thereafter.

such as accredited researchers. Use of digital display screens in the Department’s main offices as a means to provide real-time and

Initial phase of digital signage rollout –

tailored information to staff and visitors. More effective use of staff notice boards and other display

Q3

stands to communicate key messages such as the Culture Charter.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Actions

Key 2016 milestones & activities – Delivery by

Promote the importance of staff engagement, and the sharing of information, knowledge and

Ongoing.

expertise. Achieve this through:  greater use of cross-functional teams such as the Change Team, and Horizon Groups exploring the potential impact of longer term societal, technological and other changes on the sector;  promoting opportunities for staff suggestions; and  a Behavioural Economics initiative. Promote greater awareness and participation in the ‘Civil Service Excellence and Innovation Awards’

Promotion and participation in Civil

and recognition of staff achievements.

Service awards – Q3 to Q4 Host Department event to mark participation in the awards – Q4

Support staff in carrying out their work more effectively by continuing to implement ICT systems

Ongoing.

enhancing the flow and management of information. Actively participate with the Office of the Government Chief Information Officer (OGCIO) in a leadership role as part of the Civil Service wide

Complete rollout of eSubmissions and

‘Build to Share’ programme. Engagement with OGCIO on the strategic deployment of central

correspondence management

Government systems.

database.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Actions

Key 2016 milestones & activities – Delivery by

Assist staff in being aware of and understanding governance, accountability and other obligations by

Ongoing.

documenting and communicating policies and procedures such as the Department’s Governance Framework, FOI, Data Protection obligations and the Minister and Secretary General Decision and Record Keeping Policy published in early 2016.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

3.2 Media relations Actions

Key 2016 milestones & activities – Delivery by

Develop and maintain positive and professional relations with the media, in particular the specialist

Maintain ongoing relations with the

correspondents, by being proactive, accessible and responsive in our engagement with the media.

specialist correspondents.

Provide ongoing feedback opportunities for the media. Engage proactively with the media, through the Press and Communications Office, to ensure the

Ongoing monitoring of timeliness of

Ministers’ and Department’s message, as well as responses to media queries, are communicated in an responses to media queries and effective, timely and consistent manner.

accuracy of media reports.

Establish an informal justice and equality sector ‘Press Officer Forum’ to share information and good

Host inaugural forum meeting – Q3

practice on media relations. Identify opportunities for formal media briefings by relevant Department officials on technical or

Ongoing provision of media training to

operational issues, or other matters where it is appropriate for officials to act as official Department

nominated officials.

spokespersons.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

3.3 Access to information and customer service Actions

Key 2016 milestones & activities – Delivery by

Identify opportunities for proactive publication of information including statistical data and

Greater publication of data and

information under the Freedom of Information Model Publication Scheme and to deliver on

information on website – Ongoing.

requirements of Open Data Government decisions. Suite of data analysis programmes has been identified and is being trialled to assist internal and external publication of data. Continue to develop and enhance the www.justice.ie website as a user focused, accessible and data

Finalise proposals for future website

rich gateway to information on the Department and wider justice and equality sector.

developments. Review of website to be undertaken in Q1 2017.

Develop the new website of the Irish Naturalisation and Immigration Service to provide easy to

Refresh of content on INIS website –

access, up to date information and a better user experience for applicants.

Q4

Promote among staff the importance of using Plain English and identify training needs.

Communicate Plain English principles to staff – Q3-4

Identify training needs – Q3 - 4 13

Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Actions

Key 2016 milestones & activities – Delivery by

Continue to develop the Irish language version of the Department’s website, including publication of

Development of the Irish site ongoing.

Statutory Instruments containing the translated rules of court. Publication of Statutory Instruments – Q4. Work to ensure all Department supported websites conform to Web Content Accessibility Guidelines,

All new websites developed in 2016 to

with content written in Plain English.

conform to accessibility requirements.

Communicate clearly our Customer Service Charter and Action Plan to our customers and staff.

Customer Service Action Plan and Charter are available on our website.

Charter to be displayed in reception area of our buildings - Q3 Incorporate communications skills into customer service training for frontline staff.

Identify training requirements – Q4

Keep all application forms etc on our websites under review with a view to identifying enhancements

Ongoing.

that will improve how we engage with service users.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

3.4 Communicating the work of our Ministers and the Department Actions

Key 2016 milestones & activities – Delivery by

Continue to resource the Press and Communications Office with the skills, knowledge and equipment

Identify additional Press and

to be a ‘Communications Centre of Excellence’, leading the Department’s communication activities

Communications Office training needs

with the assistance of the Communications Network.

– Q4

Develop tailored communications plans and key messages on significant issues relating to the

Finalise Irish Refugee Protection

Ministers’ and Department’s work, including public awareness campaigns where appropriate.

Programme Communications Strategy – Q4

Plans prepared on other significant issues as required. Develop our online reach by expanding and more effective use of social media, as well as ongoing

Further social media training for Press

development of the Department’s websites.

and Communications Office staff as necessary.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

Actions

Key 2016 milestones & activities – Delivery by

Host a communications development opportunity for staff.

Host communications seminar – Q4

Proactive use of industry standard communications techniques such as infographics and informational Identify opportunities as part of videos to communicate more effectively the work of the Department.

communications plans.

Develop school-age programmes to provide an opportunity for students to gain a greater insight and

Proposals for a week-long Transition

understanding of the justice and equality sector.

Year Programme developed – Q4

Develop staff guidance manuals and templates on, for example, preparing press releases, event

Communicate guidance documents to

management, organising events and information campaigns.

staff – Q3

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

3.5 Engaging, consulting and listening to our external stakeholders Actions

Key 2016 milestones & activities – Delivery by

Embed a consistent Department wide approach, based on good practice principles, to engaging,

Communicate good practice principles

consulting and listening to our external stakeholders, including the public, civil society, our agencies,

to staff – Q4

the Oireachtas, other Government Departments, in particular in the area of policy development. Host regular Open Policy Debates and roundtable sessions involving NGOs, practitioners, academics

Finalise programme of Open Policy

and experts in developing and debating policy options.

Debates for the remainder of 2016 and 2017 – Q4

Contribute to building a strong identity for the Department as a professional organisation by being

Ongoing work during 2016. Progress

consistent in the:

to be reviewed in Q1 of 2017 with a

 design and presentation of official reports and publications;

view to full completion of the action

 use of our logo;

by end 2017.

 use of email signatures;  design of Department supported websites; and  management of Departmental events. Host an annual conference for leaders and senior managers in the justice and equality sector to share

Finalise preparations for January 2017

experiences and to deepen partnerships and cooperation within the “Justice and Equality family”

annual conference – Q4

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

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Evaluation and review

As the Department’s communications capabilities continue to be developed, we will keep the objectives and goals of this Strategy under regular review. Our communications activities should remain flexible and responsive to developing requirements and supportive of the overall mission of the Department.

The impact of the Strategy will be evaluated annually. We will use the findings of the annual Civil Service Staff Engagement Survey, the annual engagement process with stakeholders to measure progress on culture change, feedback from the media, and other feedback opportunities to evaluate progress.

The implementation of the measures set out in the Action Framework will be monitored on an ongoing basis with an overall progress report included in the annual evaluation report. The report will also include an updated action plan setting key targets and milestones for the year ahead.

In addition to regular updates to the Department’s Management Board on the implementation of the Strategy, the Board will be presented with the annual evaluation report.

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Department of Justice and Equality ‘Communicating Change’ Communications Strategy 2016-2018

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