Developing a Communication Policy

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Table of Contents

Introduction
Policy Purpose
Communications Messages
Target Audience
Media
Approvals
Tools and Tactics for Communication
Policy Review and Assistance
References

Introduction

This is a communication policy for a company that operates in the hospitality industry. The document describes the company’s communications messages, target audience, media, and approvals.

Policy Purpose

The purpose of this policy is to outline different types of communications messages within the organization. Such messages should be communicated effectively to improve organizational effectiveness and performance (Lekovic & Berber, 2014).

Communications Messages

The policy is aimed at improving the rate at which information is shared within the organization. The targeted communication messages include procedural changes, change implementation strategies, important information for various subgroups, confidential data and/or information, unwelcome information, code of ethics and conduct, and policy changes. Such messages are mapped below (see Fig 1). With an effective communication strategy in place, the company can ensure different stakeholders are aware of the targeted goals and objectives (Mohamad, Bakar, Halim, & Ismail, 2014). The process can streamline every decision-making process.

Key message 1	Key message 2	Key message 3
Procedural changes	Targeted changes	Benefits of each change
Change implementation strategies	Implementation strategies	Benefits
Important information for various subgroups	Information for each group	Relevance and importance
Confidential data and/or information	Targeted information	Purpose of the information
Unwelcome information	Undesired information	Using the information
Code of ethics and conduct	Rules and regulations	Applicability and possible punishments
Policy changes	Outlined changes	Implementation and benefits

Fig 1: Mapping the outlined communications messages.

Target Audience

The audience for this policy includes every stakeholder in the company. The major players include employees, team leaders, groups, customers, organizational leaders, departmental heads, and members of the public. Every communication message will be designed and transmitted in such a way that it is delivered to the right recipient (Mafra, 2016). These stakeholders will also be required to share such messages to support every organizational agenda.

Media

Several platforms or avenues will be considered for this policy. The first one is the company’s website. This online platform will ensure timely information is available to every member of staff. Different stakeholders will also be updated about the changes or developments undertaken by the company (Mafra, 2016). The organization’s Staff Bulletin will be used to disseminate useful information such as organizational and/or procedural changes.

Staff emails will be used to support this policy. Individuals will be required to read authorized mails. This approach will ensure every intended message is communicated efficiently and faster (Lekovic & Berber, 2014). Users will also be encouraged to present their opinions to streamline the company’s operations. Social media platforms have become appropriate for different business organizations. The communication policy seeks to capitalize on the use of various platforms such as Facebook.com and Twitter.com. These social media sites will ensure quality and timely updates or messages are delivered to the largest number of stakeholders. The ultimate goal is to improve the level of communication at the organization significantly.

Approvals

All communications within the company will have to get approval from the right officer or manager. The company’s Communications Officer will have to confirm that every message is authentic and by the existing procedures. Depending on the nature of the intended communication message, the officer will liaise with the right manager to streamline the process (Yildirim, 2014).

Relevant approvals must be obtained before engaging in forums or discussions. Any message intended for different members of the public must also be approved by the right department (Mafra, 2016). Individuals engaging in public forums should make sure their messages and ideas are counterchecked by the Communications Officer.

Communications messages will be valid if only they have been verified and stamped by the right authorities. For example, confidential information or messages should be approved by the company’s topmost leadership (Yildirim, 2014). The company’s code of conduct will have to be endorsed by the human resources (HR) department. Such approvals are relevant to make sure every communication message resonates with the organization’s policies and procedures.

Tools and Tactics for Communication

Several strategies will be used at the company to ensure communications messages are shared with different stakeholders. To begin with, short videos will be considered to offer detailed instructions and insights to the targeted employees. These tools will ensure the individuals are informed about various organizational or procedural changes and how they can be implemented. The company’s website will have a blog focusing on different messages (Psychogios et al., 2014). The use of blogs will ensure the intended details are expounded and described vividly. The approach will inform more employees and stakeholders about the company’s objectives.

Blackboard Connect is a modern tactic that works as a notification system (Mohamad et al., 2014). This approach will ensure various messages are communicated to different workers. Written notices, periodicals, and one-on-one meetings will be considered to streamline internal communication processes at the company. Notices will be placed strategically so that they can be read by the largest number of individuals. Meetings will be appropriate because organizational leaders can get immediate feedback. Such opinions can be used to inform every decision-making agenda. The company’s website and Facebook Page will be considered to support the internal communication process.

Policy Review and Assistance

The organization’s communications policy will be revised within three years. Enquires about the current policy can be directed to the company’s Communications Officer.

References

Lekovic, B., & Berber, N. (2014). The relationship between communication practice and organizational performances in organizations from Europe. Industrija, 42(3), 101-114. Web.

Mafra, R. L. (2016). Public dialogue, scientific institutions and democracy: Reflections on the establishment of a policy of organizational communication. Intercom – Revista Brasileira de Ciências da Comunicação, 39(2), 161-173. Web.

Mohamad, B., Bakar, H. A., Halim, H., & Ismail, A. R. (2014). Corporate Communication Management (CCM) and organizational performance: A review of the current literature, conceptual model and research propositions. Procedia – Social and Behavioral Sciences, 155, 115-122. Web.

Psychogios, A., Brewster, C., Missopoulos, F., Kohont, A., Vatchkova, E., & Slavic, A. (2014). Industrial relations in South-Eastern Europe: Disaggregating the contexts. The International Journal of Human Resource Management, 25(11), 1592-1612. Web.

Yildirim, O. (2014). The impact of organizational communication on organizational citizenship behavior: Research findings. Procedia – Social and Behavioral Sciences, 150, 1095-1100. Web.

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