3rd MANDATORY ELEMENT

STAKEHOLDER COMMUNICATION
Sequence of Presentation

• Overview
• Parameters and Critical Items
• Audit Checklist
• Sample Findings and Recommendations

“The Brave, Friendly, and Peace-Centered Police Force”

Overview
 Objective

Determine if utilization of all available channels to

communicate the strategy to your internal and
external stakeholders has been maximized.
 3rd MANDATORY ELEMENT
STAKEHOLDER COMMUNICATION

PARAMETERS CRITICAL ITEMS

 Utilization of all available medium

Active (multimedia/ TRIMP)
communication of  Managing change within the
strategy organization
Implementation of
 Sustainability and buy-in of stakeholders
the
Communications  Corrective Actions/ Effectiveness of
Plan Feedback system
Effectiveness of
 Press release/news and videos
communication
captured and featured by multimedia
 Review of communications strategy
 Factor: Active Communication of Strategy
Criteria Measure Description
TV
Radio The unit maximizes utilization of all
Variety of Use of Quad Media Tools available channels to communicate
Communication Print
the strategy to its external and internal
Utilization Channels Social Media stakeholders
of all Symposium, dialogues, etc.
available Themes & Messages Developed The actual communication channels
channels Reach to utilized over the ideal communication
internal and
channels which are available in the
external Sectoral Areas (Audience) Covered area to communicate strategy to the
stakeholders
stakeholders
Identification There is appropriate change
management process to overcome
Managing change
Interventions resistance to change and to ensure
support to the strategy.
Acceptance rate (particularly for middle level
personnel)
Opportunities for support Identification of gaps The communications plan is effectively
Buy-in and Sustainability and connection with by stakeholders implemented to ensure sustainability
outside networks, Actual intervention/ and buy-in.
organizations and support
individuals Successful Outcome
Stakeholder Communication: Active communication of strategy
Criteria: Variety of Communication Channels
Rating
Measure Source Procedure
5 4 3 2 1

TV *IMPLAN to 12 10 8 6 4-0
COMPLAN
*Accomplishment
Use of Radio 12 10 8 6 4-0
reports
Quad
*AAR n = once a month
media
*Validate online
tools Print 12 10 8 6 4-0
engagement
*Other supporting
Social documents 12 10 8 6 4-0
Media
 Stakeholder Communication
Implementation of COMPLAN – Active Communication of Strategy
USE OF T.R.I.M.P.
PNP P.A.T.R.O.L. Plan 2030 Number of
Information Dissemination Activities/ Posts
1. Television 135 II MM
2. Radio 331 NN EE
3. Internet (Unit Website) 2,988 TT SS
4. Messaging EE SA
SA
a) Facebook 10,568 RR GG
b) Twitter 3,104 NN II
5. Print (featured stories/ EE NN
681
press releases) TT GG
TOTAL 17,817

TT
EE
LL
EE RR PP
VV AA RR
II DD II
SS II NN
II OO TT
OO
NN
8
Stakeholder Communication: Active communication of strategy
Criteria: Reach to internal and external stakeholders
Rating
Measure Source Procedure
5 4 3 2 1
Themes and
*Accomplishment
messages
Themes & reports
developed over 100%- 94%- 84%- 64%- 34%-
Messages *AAR
themes and 95% 85% 65% 35% 0%
Developed *Other supporting
messages
documents
delivered
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Active Communication of Strategy

COMMENTS /
CRITERIA MEASURE FINDINGS
RECOMMENDATIONS

• The central theme indicated

Utilization of all was developed for the
• 2015: “Hamon ng Pagbabago,
available PRO13 celebration of the
Themes & Pinagibayong Serbisyo”
channels: 113th anniversary of police
Messages • In 2017, there was a directive
Reach to service
Developed to have localized slogans in
internal and • The theme shall have
alignment with the PRO13
external meaning if it has a specific
theme.
stakeholders target. Target means a
specific stakeholder.

“The Brave, Friendly, and Peace-Centered Police Force”

Stakeholder Communication: Active communication of strategy
Criteria: Reach to internal and external stakeholders
Rating
Measure Source Procedure
5 4 3 2 1
# sectors
*Accomplishment
(audience)
Sectoral Areas reports
engaged vs. # 100%- 94%- 84%- 64%- 34%-
(Audience) *AAR
sectors 95% 85% 65% 35% 0%
Covered *Other supporting
(audience)
documents
identified
Stakeholder Communication: Active communication of strategy
Criteria: Managing change
Rating
Measure Source Procedure
5 4 3 2 1

*Position Papers Defined change

*Minutes of the management
Identification Meeting interventions (e.g. Yes       No
*Delinquency identifying
Report barriers)
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Active Communication of Strategy

COMMENTS /
CRITERIA MEASURE FINDINGS
RECOMMENDATIONS

• EXTERNALLY: Quality
• Externally, all QSL results has
Service Lanes have gathered
turned out to be all positive. All of
data on the kind of services
Managing the clients are “Nasiyahan”.
Identification that PRO13 Offers
change • INTERNALLY: the Personnel There were zero negative
feedbacks. Hence, there is
Satisfaction survey has a rich
nothing to improve.
data on improving services
Stakeholder Communication: Active communication of strategy
Criteria: Managing change
Rating
Measure Source Procedure
5 4 3 2 1
Defined change
management
interventions (e.g.
*Assessment/
selecting
Evaluation
appropriate
Interventions Reports Yes       No
response based
*Positive
on target
Reinforcements
audience or group
- internal and
external)
Stakeholder Communication: Active communication of strategy
Criteria: Sustainability and buy-in
Rating
Measure Source Procedure
5 4 3 2 1

Key Interview

Acceptance rate n = 15
(particularly for Result of Passing Rate = 100%- 94%- 84%- 64%- 34%-
middle level Interview 3.41 95% 85% 65% 35% 0%
personnel) (Frequency,
Weighted,
Average)
Stakeholder Communication: Active communication of strategy
Criteria: Sustainability and buy-in
Rating
Measure Source Procedure
5 4 3 2 1

Opportunities for
support and
connection:
Identification, MOA/MOU Document review Yes       No
Actual Intervention
and Successful
Outcome
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Active Communication of Strategy

COMMENTS /
CRITERIA MEASURE FINDINGS
RECOMMENDATIONS

• LGU resolutions and Deed

Opportunities for
of Donation of lands donated
support and
Sustainability by LGUs for the purpose of
connection:
and building PNP stations
Identification, Actual
buy-in • Other donations include
Intervention and
office equipment and move,
Successful Outcome
shoot and communicate
 Factor: Effectiveness of Communication
Criteria Measure Description
Effectiveness of feedback systems
and processes
*Workplace (Facility, equipment,
There is a defined feedback
physical structure)
Corrective Actions/ system to enable assessment of
*People (Designated)
Effectiveness of Feedback the effectiveness of the
*Process (Clear, established system
system communication strategy leading
in dealing with customer feedback,
to refinements or improvements.
maintenance of unit/office website)
*Partnership (Unit and community
mobilization)
Themes and messages TV Radio The number of press releases
and/or press release/news Use of Quad Radio featured by any quadmedia over
and videos captured and media tools Print the number of press releases.
featured by quad media Social Media
Identification The communications strategy
Refinement of Action Taken is refined based on the
communications strategy feedback from internal and
Outcome external stakeholders
Stakeholder Communication: Effectiveness of communication
Criteria: Corrective Actions/ Effectiveness of Feedback system
Rating
Measure Source Procedure
5 4 3 2 1
Effectiveness of
feedback systems
and processes
*Workplace (Facility,
equipment, physical
structure) *On-site visit
Check satisfaction
*People (Designated) *Personnel
of each criteria
*Process (Clear, Interview
100% 75% 50% 25% 0
established system in *Memo directive
# satisfied criteria
dealing with customer creating a
feedback, vs. 4 criteria
feedback system
maintenance of
unit/office website)
*Partnership (Unit
and community
mobilization)
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Effectiveness of Communication

COMMENTS /
CRITERIA MEASURE FINDINGS
RECOMMENDATIONS

• Workplace: Quad media efforts

are commendable.
• Sustain workplace
• People: PRO13 Personnel
feedback mechanisms
Corrective Satisfaction Survey
Effectiveness with emphasis on linking
Actions/ • Process: The quality Service
of feedback results of interventions to
Effectiveness Lane
systems and the comments made
of Feedback • Partnership: RACs have there
processes • Incorporate the feedback
system own scorecards and the
mechanisms with the
community have been asked to
IMPLAN
rate the PRO13
Stakeholder Communication: Effectiveness of communication
Criteria: Press release/news and videos captured and featured by quad media
Rating
Measure Source Procedure
5 4 3 2 1

100%- 94%- 84%- 64%- 34%-

TV *IMPLAN to 95% 85% 65% 35% 0%
COMPLAN
# of news
*Accomplishment
Use of Radio item/press release 100%- 94%- 84%- 64%- 34%-
reports 95% 85% 65% 35% 0%
Quad captured by the
media
*AAR
quad media vs # 100%- 94%- 84%- 64%- 34%-
tools Print *Validate online
news item/ press 95% 85% 65% 35% 0%
engagement
release
*Other supporting
Social documents 100%- 94%- 84%- 64%- 34%-
Media 95% 85% 65% 35% 0%
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Effectiveness of Communication
COMMENTS /
CRITERIA MEASURE FINDINGS
RECOMMENDATIONS
External Stakeholders:
• Radio Program
• 588 Interviews with media personalities
• Active Facebook account: RPSMU
# of Press CARAGA (95 followers, 1,209 Friends),
Press Caraga Pulis PIO (2,400 friends), PNP
release/news
release/news PRO 13 (2,749 likes, 2,762 followers)
and videos
and videos • Highly functional PNP Caraga Website. • Sustain current
captured and Features detailed information regarding
captured and activities
featured by PRO13, its organization, units and other
featured by
quad media useful information
quad media
• All police stations and offices that have
been visited regularly conducts barangay,
school and establishment visitations,
symposiums and dialogues
• Press releases was issued by PRO 13
Stakeholder Communication: Effectiveness of communication
Criteria: Refinement of communications strategy
Rating
Measure Source Procedure
5 4 3 2 1

*IMPLAN to Regular sessions

COMPLAN or presence of
*Accomplishment working
Identification reports mechanisms to Yes       No
*AAR refine the
*Other supporting communications
documents strategy
Stakeholder Communication – Implementation of the Communications Plan
FACTOR: Effectiveness of communication
CRITERIA MEASURE FINDINGS RECOMMENDATIONS
• There are two IMPLANs to COMPLANs,
2013 and 2015, the previous was
improved
• The purpose and objectives are clear • Review and revise
and aligned with each other that centers IMPLAN to reflect the
on 3 criteria: Awareness, involvement current situation to
and commitment serve as basis for
• The Strategic concept connotes a
strategic shift from leadership-driven to slated strategies for
Identification
Refinement of a stakeholder-driven and participatory information campaign
Action Taken
communications strategy and dissemination
Outcome • In addition to Strategy review in phase
strategy and become
3, operations review should also be
included. responsive to the
• In the tasking, why is the TWG tasked needs of stakeholder
for facilitation of training? Is the TWG an by using the well
implementer or approving body? established feedback
• Where is the ARMD in the tasking?
Training, logistics, finance and human mechanism results
resources are in this division.
Stakeholder Communication: Effectiveness of communication
Criteria: Refinement of communications strategy
Rating
Measure Source Procedure
5 4 3 2 1

*IMPLAN to Regular sessions

COMPLAN or presence of
*Accomplishment working
Action Taken reports mechanisms to Yes       No
*AAR refine the
*Other supporting communications
documents strategy
 POLICE REGIONAL OFFICE 13
Camp Col
Camp Col Rafael
Rafael C
C Rodriguez,
Rodriguez, Butuan
Butuan City
City

End of Presentation

“The Brave, Friendly, and Peace-Centered Police Force”