Océ presentation internal communication Quadriga Conference Berlin 30 September 2010

Internal communications during the financial crisis: creating value on a small budget Jan van Veen, Manager Internal Communications Quadriga Internal Communication Seminar Berlin 30-9-2010

Corporate Profile
Oc é today:
Printing and business services B-to-B
133 years old
21,500 people worldwide
Annual revenue 2009: € 2,648 Billion
Net Income 2009: € - 47,134 Million
Worldwide distribution in 90 countries
Direct sales and services in 30 countries
10 R&D-sites in 9 countries
March 2010: Canon majority shareholder
http://global.oce.com/

Océ IC in 2007
No dedicated internal communicators
No international communications network
No global intranet
No corporate news
No corporate media
No involvement in CEO or strategy communications

Our ambition for 2010
Set up international communications network
Roll out global intranet
Provide corporate news
Launch corporate media
Become involved in Board communications
Become trusted partner in line communications and
project communications

Crisis!
Decline in sales USA from September 2007
First lay-offs Q1 2008
Full crisis hits NL September 2008
Total headcount reduction 2,350 and counting
Revenues down from 3.2 to 2.6 billion Euros
Severe cost cutting measures
Intranet development and roll-out stopped!
Decided to freeze all 240 change requests

Crisis
Budget before the crisis € 350,000
Budget after the crisis: € 5,000
Actual savings in 2009: € 20,000

Our decision: how to work with 5000 Euros?
Smart use of existing media
and introduction of social
media for internal communications
Do what we can do best: be creative!

What did we introduce?
Improved news service on our intranet and cross media approach
Rumorbuster
Wikis
Blogging
Idea Generation
Microblogging
Social bookmarking
OcéTV, including CEO interviews

Improved news service intranet

Rumorbuster

Rumorbuster page

Rumorbuster
Not stand alone: started after line management presentation
Rumors very successfully busted
Hard to convince senior management
Fun factor important
Time consuming for IC

Wikis
Used mainly at R&D
Project wikis
Product wikis
Expertise wikis
Department & Organization wikis
Supporting primary processes
Good corporate example: Océ abbreviations
Tool: MediaWiki

Blogs
Used for smaller target audiences, 4 categories:
Project blogs
Product blogs
Expertise blogs
Department blogs
Very easy to use
Content is king
Little involvement for IC
One template
Tool: Blogengine
Over 30 internal blogs started

Idea Generation

Idea generation
Custom made by our IT department
60+ ideas generated
Very interactive at first
Savings generated: € 800,000
Very time consuming for IC and financial department
Stopped when CFO did not follow up
Tool: Blogengine

Microblogging

Microblogging: Yammer
Started with 2 people, viral growth
Now 1,800 people and counting!
80 groups
Sharing of best practices
Idea sharing
Discussing innovations, products, competitors
Saving money (duplication) and TIME!
Tool: Yammer

Social Bookmarking

Social Bookmarking
So far R&D pilot
Used by few, but dedicated people
Good tool for knowledge rich environment
Tool: Scuttle

Océ TV

Océ TV
Equipment costs around € 5,000
Basic training done in one day
Very successful
Used for internal communications of:
Board communications
Events
Product launches
Projects
Around 100 videos produced internally
Evolved into external tool and website www.oce.tv

Lessons Learned
Do you really need to spend money?
Money is not the issue, organization is
You can start bottom-up
But, yes, senior management involvement helps!
Don’t forget the adoption cycle
Cross-functional approach (Communications, IT & IM)
Culture > Ask questions and moderate if needed
Social Media Guidelines needed
Security issues did not occur, but need to be addressed
New challenge: integration of tools
Our tip: social media lab for experiment

Questions?
Linkedin
http://twitter.com/janvanveen
corporate internal communications blog

Océ presentation internal communication Quadriga Conference Berlin 30 September 2010

by Jan van Veen

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Océ presentation internal communication Quadriga Conference Berlin 30 September 2010 Presentation Transcript