YEE HONG CENTRE FOR GERIATRIC CARE Communications Plan for CEO Retirement Transition April 2011- March 2012 PURPOSE In response to the retirement notice submitted by CEO Florence Wong, this Communications Plan is designed to manage the internal and external communications spanning the period from March 2011 to March 2012. STAKEHOLDER GROUPS (in order of communication sequence) Internal Groups External Groups 1 Executive Staff Business Partners: Medical Director of FCH pharmacies physiotherapy service providers banks pension administrators 2 Board of Governors Government agencies and community partners (list from SP): Board Committees MOHLTC General Staff LHINs Centre s Medical Staff CCACs FDN & FDN Board Hospice organizations Resident Council & Family Council Accreditation Canada 3 Partnership organizations where FW plays a role (list from SP): TSH CEO Alliance OANHSS Scarborough Community Service Steering Community Trillium Foundation 4 Donors & Volunteers 5 General Public through Media
COMMUNICATIONS CHANNELS & TOOLS Communications Tools Channel / Product Distribution List Communications Schedule In this document N/A Key messages per identified audience group In this document N/A Transition Timeline for use by Search Committee, CEO and Director of In this document N/A Communications Meeting with executive staff, general staff, board committees and Family Council (Internal 1-2) Letter from Board Chair to all Centre and Foundation Staff, and Medical team by mail (Internal 2) Corporate Staff Meeting at MSS CTR FDN Med Staff N/A All Email Users Physicians E-mail from Board Chair to all Board of Governors, Foundation Board and Centre Board Committees (Internal 2) Announcements in print for long-term care family newsletter (Internal 2) Announcements in e-mail for government, suppliers and vendors, partnering community organizations and organizations where FW plays a role (External 1-3) Announcements in e-mail for major donors and volunteers (External 4) News release to Chinese media (External 5) Q&As for messengers: 1. Board Chair to use with Executive Staff and Media 2. CEO and Founder to use with Staff and Media 3. Executive Staff to use with Staff, Resident Council and Family Council BoG BoDs Committees Family Newsletter / Volunteer Poster Govt Bus Community Orgs Covered in BoG and Family msgs News Release Key Msgs Q&A Board Chair Q&As CEO & Founder BoG BoDs Committees Family Newsletter distribution Govt Bus Community Orgs N/A Existing Chinese media list N/A Q&A Exec Staff
COMMUNICATIONS SCHEDULE 04/26/2011 04/29/2011 05/01/2011 05/04/2011 KEY MESSAGES Internal 1: Internal 2: External 1-4: External 5: - HH to present in Corp Directors Meeting - Q&As produced for EDs to address Qs from staff Nov 23 via teleconf chaired by Helen & Thomas Thurs 8-10am only and NO Fri Wed: ok 10:30-11:30am - Anna use CV to do key msg - HH letter to all Ctr & FDN staff & medical team via email & internal mail - HH E-mail to Ctr Board Committees, Board of Governors, FDN Board - HH article in family newsletter & poster - FW & HH to attend FDN Board Mtg as per schedule - FW to attend Family Council Mtg as per schedule Eng & Chi - HH & FW Email to Business Partners, Govt Agencies & Community Partners, Partnership Orgs, Orgs where FW plays a role Eng by Board Chair - HH & FW Press Release to Chinese Media Eng & Chi by Board Chair Feb 16 party incoming & outgoing Retirement: name, title & last day (Feb 29, 2012) Thanking Florence for her exceptional contribution to Yee Hong Key highlights of FW s achievements: operationalized vision of founding board of building an organization that is embraces a committed, collaborative and client-centred culture (Employer of Choice) established YH as a Centre of Excellence - became Provider of Choice in 6 months as shown by MOHLTC s repeated referrals for excellent quality of care, and assumed leadership position among non-profit LTC home as shown by Accreditation results Visionary & Proactive Org: 1999 2004 - fast expansion from 90-bed facility to 4 facilities with 805 beds, 1000+ staff members, 308 life-lease units and numerous satellites locations of service for seniors, pre-seniors and caregivers, after a capital investment of $120million+ Reasons for retirement purely personal, more time with her family & new grandchildren; ample notice provided YH will continue to be the Employer and Provider of Choice for a dignified and high quality life for seniors and provide a culturally appropriate, caring environment Executive search under the leadership of a Search Committee: Helen Hayward, Thomas U, Lindsay Campbell, Paul Redmond, Moshe Greengarten, Richard Chong (March 2011 - March 2012) search timeframe: from retaining search firm to securing candidate May - Dec 2011 internal and external posting will all happen at the same time traits of ideal candidate: embraces YH s client-centred vision; possesses the knowledge, cultural and linguistic sensitivity to lead organization in providing culturally appropriate care to our clientele final decision rests with the full Board Invite all to celebrate and bid farewell in upcoming events
by Board Chair: staff and Family X X Contact for more info re: Transition Plan and the search Helen Hayward (Anna to manage), unless they specifically ask for FW and Dr. Wong (Q&As prepared) Contact Anna for more info re: FW personal comments proud to be first CEO to pioneer & create an environment conducive to excellence grateful to Founder Dr. Wong who shared the same vision; Board committed to sharing the same vision, fortunate to have enjoyed a mutual trust between the Board and Staff; as well as excellent support from a dedicated team <<< same message for Centre Board Chair and Dr. Wong Nov 2011 Search Committee Update - News Release to Media (only as required) Jan 2012 Search Committee Update - News Release to Media 02/01/2012 FW Welcomes new CEO - E-mail to External 1-4 - News Release to Media 02/29/2012 New CEO Bids FW Farewell - E-mail to External 1-4 - News Release to Media KEY MESSAGES Recruitment in Progress Traits of Ideal Candidate; YH still embraces the values of an Employer of Choice and Provider of Choice Candidate Secured brief profile, start date, overlap with Florence for transition FW to welcome new CEO New CEO to thank & farewell FW TRANSITION TIMELINE DURATION TASKS April 2011 Search Committee meeting on communications planning Production for key messages & Q&As for Board Chair Board signoff of communications plan - April 14 Production of Audience lists: External 1-4
May 2011 June 2011 July 2011 August 2011 Sept 2011 Production of Q&As for EDs and Founder Production of E-mail Announcement to Internal 2 Production of E-mail Announcement to External 1-4 Production of Announcement in family newsletter Tues 26 th 3-4pm MSS: Announcement by Board Chair at Corporate Directors Meeting to Executive Staff Fri 29 th : Internal mailing of printed announcement to Internal 2 Fri 29 th : Insertion of announcement into family newsletter for mailout Fri 29 th : HH E-mail to Centre Board Committees, Board of Governors, Foundation Board Sun 1 st : HH E-mail to business partners, govt agencies, community orgs and orgs were FW plays a role Sun 1 st : HH & JW E-mail to major donors and volunteers Mon 4 th : RFP for Search Firm Mon 4 th : Distribution of Media Release to Chinese medias FW & Helen to attend General Staff Meeting for all centres (exact dates TBD) Board decides on search firm Retain Search Firm Tues 7 th : FW & Helen to attend FDN Board meeting Florence to attend Family Council Meetings for all centres (exact dates TBD) Define new CEO Role and Compensation Package
Oct 2011 Board Selection Panel Interview and Approval Board Selection Panel Interview and Approval Board Selection Panel Interview and Approval Board Selection Panel Interview and Approval Nov 2011 Compensation Terms & Reference Search Board Approval & Offer Compensation Terms & Reference Search Board Approval & Offer Search Committee Update to Internal 1-2, External 1-4 Conf Call with Senior Team 11/22 2-5pm, 11/23 9-1 missing KY and Eric Name, Background, Join Date, FW s vacay Feb 6 m- FW to follow up with email to vacay ones Anna to work on incoming s bio General Staff: 11/28 by email dept head to print copies for non-email users Anna to write obo Thomas U Family Newsletter Schedule? Wellness Tides CEO message Anna to contact FDN ED > Resident Council Media: Thomas to field media calls + Save the Date for Feb 16 Dec 2011 Candidate Acceptance Candidate Notice Period Candidate Notice Period Candidate Notice Period Jan 2012 Candidate Notice Period Continued Search Committee Update to Internal 1-2 & External 1-4 by e-mail candidate secured, brief profile, start date, overlap with FW Search Committee Update to Media by News Release candidate secured, brief profile, start date & overlap Thank-you function for FW for staff to attend
Feb 2012 FW welcomes new CEO by e-mail to Internal 1-2 & External 1-4 candidate s first day FW welcomes new CEO by news release to Media candidate s first day FW attends meetings with new CEO: staff, Family Council, Board & FDN Wed 29 th : E-mail from Board & new CEO to Internal 1-2 & External 1-4 thank-you to FW; farewell on her last day Produced and last updated by Anna V. Wong, Director of Communications, Yee Hong Centre for Geriatric Care, on April 29, 2011. Approver Date Version Florence Wong April 8, 2011 1.1 Jennifer Schipper, Moshe Greengarten, Helen Hayward April 12, 2011 1.2 Full Centre Board April 20, 211 1.3