I need a response to the below statement:
My organization has good communication methods. We have the latest data software innovation and for the most part, stay on top of communicating with the public as a civil servant. However, there are times when communication is bypassed and sometimes teams or departments fail to notify others, that concern or situation is either taken care of or being addressed. Communication gets crossed, misunderstood, or bypassed. I believe this is staff’s fault and sometimes when a unique situation arises, they fail or forget to check the data software where the most recent information can be found, or they jump to conclusions and act on moment’s notice instead of checking references. I have to admit, I have been guilty of this myself. Code enforcement, business license, animal control, parking enforcement, and community development share similar software and all of these departments can dive in to find out if fess, fines, and check if licenses have been registered. However, this is not always the case, sometimes the software information has not been uploaded or someone forgets to update the information. Higher management is currently looking at how to improve these issues. One suggestion is to have the interns of each department create a log and manually check to verify that the daily transaction has been entered and updated on the system. The other suggestion is to hold staff accountable and ensure that they are updating information as fast as it is coming in. At least, make the best of it and attempt to update all incoming information. In addition, management has stated that “daily closeouts” have to be made and all documents received/payments received must be entered on the same date and no, later than the next following morning. Management is working on changing staff’s behavior to reflect the needs of stakeholders and the community. Change is based on human behavior and those social connections, Yanahan on Successfully Communicating Change. (2020). Lastly, we have the technology and innovation, we just have to remind staff to use it to the city’s advantage and everyone can benefit from it using it accordingly.