Embark! - 2020 New Teammates Digital 'Welcome Aboard' Passport for Internal Distribution - 2021 AAPA LIGHTHOUSE AWARDS - COMMUNICATIONS
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2021 AAPA LIGHTHOUSE AWARDS – COMMUNICATIONS
Classification #5: Directories/Handbooks
embark! – 2020 New Teammates
Digital ‘Welcome Aboard’ Passport for Internal Distribution
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 1
embark! – 2020 New Teammates
Digital ‘Welcome Aboard’ Passport for Internal Distribution Front cover of the new
employee flipbook
Summary
Although the Port of Long Beach has remained open and operating during the
COVID-19 pandemic, the Port’s new downtown Civic Center Administration
Building was closed to all but skeleton crews as pandemic safety guidelines sent
the vast majority of Harbor Department employees home to telecommute.
Constant interaction among Port teammates is the rule, not the exception, but
during these extraordinary times, opportunities for most employees to meet in
person are nonexistent.
During the pandemic, the Harbor Department has continued to hire new
teammates, and there was no way the 58 new employees hired in 2020 could
meet their new co-workers in person. Human Resources collaborated with the
Communications and Community Relations Division to meet the challenge, and
Embark!, a 20-page, digital, passport-themed booklet, designed using flipbook
software and produced in-house with a limited budget, was distributed to all
500 Port employees, offering a fun and informative “welcome aboard” to the new
members of the team.
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 2
1 Communication Challenges
and Opportunities
The Port of Long Beach is the Port of More than 40 percent of seaborne
Choice – the premier U.S. gateway for cargo that enters the United States
trans-Pacific trade and a trailblazer in passes through the neighboring San
innovative goods movement, safety, Pedro Bay ports of Los Angeles and
environmental stewardship and Long Beach, and the complex handles
sustainability. As the second-busiest more containers per ship call than
container seaport in the United States, any other port complex in the world.
the Port serves 175 shipping lines with The five-member Long Beach Board
connections to 217 seaports around of Harbor Commissioners, appointed
the world, handles trade valued at by the mayor and confirmed by the
$200 billion annually and supports 2.6 City Council, is responsible for setting
million trade-related jobs across the policy for the Port of Long Beach
nation, including more than 575,000 and managing the City’s Harbor
in Southern California. Goods moving Department. Mario Cordero, a former
through the Port of Long Beach reach Harbor Commissioner, then Chairman
every U.S. congressional district. of the Federal Maritime Commission
under President Barack Obama, has
The Port of Long Beach prides itself served as Executive Director of the
on its top-notch customer service, Port of Long Beach since 2017, leading
state-of-the-art infrastructure and 500 teammates who work together to
operational excellence, and in both make the Port “go”!
2019 and 2020 industry leaders named
it “The Best West Coast Seaport in Following several years at an interim
North America.” In 2020, the Port location during construction, in July
handled 8.1 million container units, 2019 the Port of Long Beach moved
the busiest year in its history. Founded back downtown adjacent to the Port The Port of Long Beach
in 1911 with a single municipal dock at and Harbor into its new Administration
the mouth of the Los Angeles River, Building at the sparkling new Long
today the Port encompasses 3,200 Beach Civic Center. Then, only eight
acres with 35 miles of waterfront, 10 months later in March 2020, the
piers, 80 berths and 70 gantry cranes. entire Civic Center was closed to
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 3
all but skeleton crews as COVID-19 However, during the COVID-19
sent the vast majority of City and pandemic, the Port has remained
Harbor Department workers home to open and operating, playing a more
telecommute. As of May 2021, the Port important role than ever, delivering
Administration Building is still off-limits and receiving vital goods and serving
to most employees. Harbor Department the community. This means that the
teammates working in the field, on Harbor Department has continued to
the docks, at the Port Maintenance hire new teammates. In a COVID-19
Facility or Security’s Joint Command landscape, there is no way these new
and Control Center are also following all employees can meet their new co-
COVID-19 safety guidelines. workers in person.
Constant interaction among Port The challenge for the Communications
teammates is the rule, not the exception, and Community Relations team, in
but opportunities for most employees conjunction with the Human Resources
to meet in person are nonexistent, and Division, was to find a way to make
the nature of telecommuting is such these important introductions. The
that the circle of teammates interacting result was Embark! A digital boarding
with one another, even virtually, pass-style flip book publication
is somewhat restricted. Activities designed to make those introductions
such as all-hands meetings. training in a fun and engaging way for new
and holiday celebrations are being teammates hired during 2020.
conducted virtually.
Booklet on flipbook website
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 42 Complementing the Overall Mission 3 Planning and Programming Components
The Port of Long Beach strives to Goal for the Embark! • Engage new teammates by
maintain a friendly and collegial publication asking them to contribute to the
atmosphere among its teammates, publication;
because much of the Port’s work is Produce in-house a digital-only • Boost employee morale by bringing
complex and involves many stages. publication providing virtual Port divisions together to share
Different Port divisions must work introductions for the 58 Harbor a few moments of camaraderie
together closely to achieve business Department teammates hired during as they interacted to discuss and
goals. For instance, a construction 2020 who couldn’t meet in person due develop the publication;
project might involve the Port’s
Real Estate, Master Planning,
Program Management, Construction
ONWARD! to COVID-19 restrictions.
• Produce the Embark! Publication
entirely in-house, on time and
Management, Project Controls, Objectives within a limited out-of-pocket
YOU ARE OUR
CHOICE budget of $500;
Maintenance and Communications
divisions. And, of course, all Port TO JOIN THE PORT OF CHOICE • Introduce new Harbor Department • Track viewership and response.
projects eventually include the teammates in a fun, engaging,
Finance Division. electronic publication that included
Target Audience
photographs and some personal
Developing personal connections information;
• All 500 Harbor Department
within and outside one’s own division • Help create a welcoming
teammates – staff and executives,
is critical to keeping workflows atmosphere for the new
current and newly hired in 2020
moving smoothly. Since personal teammates;
introductions due to COVID-19 are • Board of Harbor Commissioners
• Emphasize the importance of all
currently limited to online meetings, • Family and friends of teammates
Port employees, brand new or long-
the Embark! publication aimed to
term, especially during the difficult
offset compartmentalization due to
circumstances caused by COVID-19;
telecommuting while welcoming new
teammates.
Back cover of the booklet
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 54 Actions Taken and Communication Outputs Used
Overview to COVID-19 restrictions, the Human Distribution
The 20-page flipbook (including Resources staff responsible for
The Port of Long Beach Human covers) was organized with facilitating new employee orientation Embark! Was distributed to all 500
Resources Division identified departmental headings, with the 58 and onboarding asked each new hire Port teammates via email on Feb. 8,
the need for an alternative way new employees pictured on horizontal to submit their own photo – taken at 2021, and then posted the same day to
to introduce new employees to “First Class Teammate Ticket & a location of their choice, usually not a the Port’s intranet and Dock Talk, the
their teammates due to COVID-19 Baggage Checks” stacked up to four on Port setting – and share their hobbies Port’s virtual employee newsletter,
restrictions and collaborated with the a page, depending the number of new to add a personal dimension to the where it remains available. Since the
Communications and Community teammates per headings. Headings publication. Limited copy was written majority of the Port’s teammates
Relations Division’s graphics team and number of new teammates listed for the covers and introductory page: are telecommuting, it was decided
to develop a concept for a digital under each (totaling 58) included: • Front cover copy: to produce an exclusively electronic
publication to be distributed virtually • Board of Harbor Commissioners (1) embark! publication, and, rather than email
to the Port’s 500 teammates within a 2020 New Teammates a simple PDF, the flipbook software
• Executive Office (1)
limited budget. (logo) Port of Long Beach, The Port provided an interactive experience for
• Commercial Operations (15) viewers as they paged through the
of Choice
A boarding pass design theme was • Human Resources (3) electronic book and could even turn
• Inside front cover copy:
selected, reflecting the nautical theme • Finance & Administration (6) on and enjoy the optional background
ONWARD!
of the Port of Long Beach and seen as music. Anyone who wished could
• Engineering Bureau (28) You are OUR CHOICE to join THE
a way of welcoming new teammates download and print a copy at their
PORT OF CHOICE
aboard. • Planning & Environmental Affairs (4) remote location.
(logo) Port of Long Beach, The Port
of Choice
A subscription to flipbook software, Each “Ticket” includes the new Budget
which can be utilized for future teammate’s photograph, name, title, • Back cover copy:
projects, was purchased and the division and hobbies. Under normal WELCOME ABOARD, 2020
Embark! was produced entirely by in-
“book” was designed in “passport” blue circumstances, the Communications TEAMMATES!
house staff, with input from the new
with white and turquoise accents. and Community Relations Division (logo) Port of Long Beach, The Port
employees, and the only out-of-pocket
An optional musical accompaniment is responsible for photographing of Choice
expense was $299 for the flipbook
added to the viewing experience. new teammates at work, but, due software subscription, which can be
utilized again for future projects.
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 65 Communications Outcomes
and Evaluation Methods
Inside pages of the
flipbook
All objectives for Embark! were • “WOW! That was great. I really
achieved and the electronic flipbook enjoyed looking at the pictures
publication was well received. and reading snippets about our
The “passport” theme was fun and Teammates. Great and creative
inviting, and each new teammate idea. Thank you.”
was spotlighted. Human Resources Kezia Daniels, Executive Assistant,
and Communications teamed up to Port of Long Beach
complete the project on time and • “I really enjoyed the Boarding
under budget, and most of the 58 Passes featuring our new
new teammates being introduced teammates. Great job!”
participated by providing photos and Mari Takahashi, Assistant Director
hobbies; all but six provided photos of Real Estate, Port of Long Beach
and all but five listed their hobbies.
• “What a cool way to introduce our
newest teammates. Thank you to
Response
everyone involved in the flip book!”
Daniel Depew, Security Systems
To date Embark! has received nearly
Operator, Port of Long Beach
200 views, and remains available for
viewing on the Port intranet. • “It came out really nice. Great job!”
JaNay McCray, Payroll Personnel
Assistant, Port of Long Beach
Comments
• “This is SO great! Great way to help Links
us connect with the new members
of the team. Nice work!” Embark! flipbook – https://online.
Heather Tomley, Managing fliphtml5.com/gcpyv/fsec/#p=1
Director of Environmental
Planning, Port of Long Beach
• “Loved the communication –
great job!”
Kymberly Clay, Leave Management
Administrator, Port of Long Beach
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 7Additional Comments
Besides getting a look at all our new employees, the thing I
One of the things I like best about working at the Port of
enjoyed most was reading about all their hobbies. Physical
Long Beach is interacting with all the talented people who
fitness enthusiasts, snowboarders, bakers and bagel-
work here. I’ve missed that during the pandemic. This was a
makers, collectors, crafters, hikers, brewers, gardeners,
great idea. Good job!
dancers – and who knew there were so many musicians!
What fun.
-Mario Cordero,
Executive Director, Port of Long Beach
-Kerry Gerot,
Director, Communications and Community Relations,
Port of Long Beach
You guys did a great job here! I really love this!!!! I would
love for this to turn into a port yearbook. I’ve always
felt that having a place to see folks’ faces is a good way
to get to know your teammates and can be productive
for the organization. I still don’t know everyone and it
will be 7 years in April since I arrived to the Port. Also,
great approach to engagement, inclusion and more than
anything, it gives folks a sense of belonging! Good job! Follow the Port of Long Beach:
-Carleen N. Gonzalez,
Security Administration Coordinator, Port of Long Beach
2021 AAPA Lighthouse Awards ‒ Communications Port of Long Beach - Classification #5: Directories/Handbooks 8You can also read
