Projects UniBE Life

Improving internal communication structures

Goal: As part of the “Fit for Future” program and the UniBE Life action area, the Rectorate of the University of Bern has launched a project aimed at improving internal communication within the university. The aim is to optimize the flow of information between the central administrative units and employees down to faculty and center level. The communication structures within the faculties and centers are not addressed in this project.

Approach: In order to understand the current situation and identify possible courses of action, the following four sub-projects were carried out:

  1. Design thinking workshop: Kick-off event with people from the Administrative Directorate to develop initial ideas and approaches.
  2. Quantitative survey: A university-wide survey to collect quantitative data on existing internal communication.
  3. Qualitative interviews: Interviews with university employees to gain deeper insights into communication needs and desires.
  4. Inventory of physical communication locations: Analysis of notice boards, screens and social meeting places such as coffee corners at the university.

Findings: The exchange between managers, especially executive board members with all university employees, is neither overarchingly organised nor known. There is also a lack of feedback channels and expertise in dealing with feedback; managers in particular should be obliged to collect feedback.

Initial measures derived: 

  • The participation in the ‘Comm meeting’ will be mandatory for all persons responsible for communication from all areas of the university.
  • In order to ensure that information is spread within the departments, responsibilities are clarified.

Next steps: A further survey will be conducted by the end of this year to assess the need for an employee intranet and the customisation of the UniBE web portal will be examined. Communication skills in the central administration are to be professionalised by expanding the range of training courses on offer. In the future, there will be an opt-out option for newsletters.