We all know that communicating information about rules and regulations pertaining to financial, legal, and human resource matters is challenging at the best of times, and rarely done well. As an organization supporting companies' adherence to governance, risk, and compliance programs, OCEG believes strongly in generating a clear understanding of these topics. We also know that is easier said than done. That is why we developed the GRC Illustrated Series, to bring clarity to the complex issues that arise in establishing an integrated approach to governance, risk management, compliance, and controls.
Leading companies today also use visual communication tools to better explain internal processes and policies and to drive acceptance of change as they coordinate and integrate key GRC processes such as training or policy management. Tools ranging from a print illustration to an online interactive experience to a Web portal to an interactive PDF can help explain information and drive adoption of change.
Providing visual information is not just about presenting pretty pictures to accompany text. It is a way to reach audiences through learning techniques that have been recognized and endorsed in the education community for decades. Visual information sparks “visual thinking”—a way of processing and analyzing information that uses different parts of the brain than simple reading does. Visual thinking, sometimes called right-brain learning, uses the part of the brain that controls emotions and creativity; it evokes a different and valuable response to information and allows us to absorb and use the information in ways that we might otherwise miss. There are many opportunities to use visual information and to encourage visual thinking in GRC processes today.
For example, many companies have a vision and mission statement, but they are not always clearly understood. A visual information campaign to improve understanding of the mission and vision of the organization could include:
A strategy workshop with the executive team;
Development of a “napkin sketch” of mission, values, and vision;
Posters and derivative PowerPoint presentations to display the mission and values;
Current state/future state drawings and PowerPoint presentations;
An internal Website with the above, plus additional support information.
Similarly, a visual information campaign to drive an internal change or project could include:
Discovery sessions involving drawing visions of the current state and desired future state;
Current- and future-state posters;
Roadmap drawings for use in posters and presentations of a change campaign, highlighting the future state;
Blended learning programs for campaign deployment;
Training card decks and wall posters.
Here are a few specific examples of how visual communication can enhance understanding and improve GRC process.
Engaging Employees to Drive Retention and Performance
One leading biotechnology business had a wealth of resources for internal tools and training; harnessing that information, however, was proving to be a challenge. The company realized that despite having the tools, it had no system for managers to promote them in a clear and understandable way.
A visually rich informational career site portal, only available to the company's employees, was created. Each of the new tools gave information about instilling confidence around the company's future, how to be a great manager, how to maximize career opportunities, and the rewards available to reap. The combination of an easy-to-navigate portal and a unique interactive experience made for a solid combination to drive employee participation and understanding around their own career paths.
Improving Job Clarity With Interactive Visuals
Another large corporation had experienced heavy growth, moving rapidly from 2,000 to 10,000 employees. This growth included a huge expansion in the number of cost centers at the company, and it soon became difficult to manage them all effectively. More than 1,500 local cost center managers had to take on a greater role, and the existing training practices did not support them in making this transition.
To address this challenge, the company wanted to depict and demonstrate visually the responsibilities of a cost center manager in a clear and engaging manner. An internal site with role-based Flash animations was developed. These animated online “buttons” provide a quick overview of that particular section of the site and visually demonstrate that the new roles and responsibilities are relatively simple when understood correctly. In addition to the website animations, the company also developed an overview training print map, visually communicating the cost center reports and key features.
The launch of the new site was highly successful. The company initiated a campaign to advertise the site internally and enjoyed high traffic results, with the vast majority of cost center managers visiting the new site and clicking on the graphic animations to learn more about the system and their expanded roles. Today the site receives more than 600 hits per day.
Internal Change Via Communication Tools
In another case, a changing competitive environment was threatening to make a media company's existing business model obsolete. The organization needed to reinvent itself to keep pace with emerging technology and marketplace demand. To meet these challenges the entire business needed to transform its offerings, structure, and processes.
The company decided to create four maps: a current-state map, a “case for change” map, a “vision” map, and a plain old roadmap. Combined, these visual tools addressed the communication challenges the business was facing and helped to drive alignment internally. Once the maps were complete, an internal Web portal was launched to drive the same messages in an online format.
Presentations to the corporation's senior leadership and board of directors were a resounding success. Today the company has clear vision and a mandate from its leaders to drive this change throughout all facets of the business. It is using the tools to preach the case for change and the new corporate direction.
Visual thinking can help to drive every step of the GRC system. Beginning with group sessions that use brainstorming and sketching to outline goals and pathways to desired outcomes; continuing with development of process maps and illustrations for key requirements; and following with the development of visual learning materials and communication pieces for employees and stakeholders—visual communication can be used to both push out and pull in information that the organization needs. Every organization can enhance understanding, drive collaboration and conversations, encourage creative thinking, and better educate employees and stakeholders with appropriate use of visual information techniques.
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