Communication Policy:Internal communication policy is applicable for all the employees of Auto Group. and specially the section which is specially mentioned for the workers will be mentioned in the policies and the procedures. Through this policy we will layout the ways through which the company is going to carry out its communication upward and downward between different level of management and hierarchy. We need a communication and dialogue policy to set out the standard according to which the company shares its thoughts and decisions to the entire workforce, the staff as well as workers and we also need to have a policy that say how we will also collect upward information from them up to the management. Because it is a large company with a lot of people so we need to have very clear guide line like this; otherwise it is very difficult to make sure that, same kind of process and processes would be followed across the period of time. That’s why we need this internal communication policy.
Internal Communication Policy:The company will form Worker Welfare Committee in all the factories and will use the members of these committees to collect information from the workers about they are willing to inform the management of.
That the company will be sing the same WWC for transmitting the management opinion about the issues raised by the workers through the WWC and would also be using this platform for explaining company rules and regulation and rational behind implementation of certain decision and policies down to the workers.
Company will make announcement of all major decisions and policies that get implemented by e-mail for all staff and office employees. Those staff and employees who do not have e-mail access would have to be provided the information as a hard copy by the head of the department or section.
Company will also make announcement at the factory level of different kind of internal communication policy decisions over microphone repeated time so that the workers and staff at the factories are able to understand.
Company will also make announcement of its policies and decisions on specific subject matters in notice boards and bulletin boards in offices and factories.
The company will also disseminate information among different level of management in hierarchical fashion through regular meeting and will also collect information from different level of employees through such meeting.
If anyone in the company would like to ask any thing about any decision or internal communication policy they can communicate with their department heads or with the HR staff present in the factory and depending on the seriousness of the matter can escalade the issue up to the HR Director. On matters which are directly linked with production, merchandising and other business issues they can escalate the subject to the level of the other directors and even the managing director.
Generally people in the office are expected to not address e-mail to the MD until or unless they have already discussed the issue and also have e-mail exchanged about it with respective department heads and the directors, responsible for those divisions.
People of anyone level will communicate with people beneath them with maintaining the hierarchy through the people that are positioned in between and thereby will follow chain of command under normal circumstances. This chain of command is to be broken only at times of serious emergency and should not become a habitual practice.
People who are at junior level can communicate with people one or two level senior to them, but it is only after they have communicated an issue to their immediate supervisor or the supervisor of that supervisor and not having received adequate attention or good enough solution to the problem.
People can let the directors and the managing director to know of crisis or a situation through e-mail or could also phone them if the director and the managing director have authorized such person to have direct access to them.
If there is disagreement with any company decision or with any company internal communication policy, then an employee will have to share the information with eh respective department head or with the HR at most. They cannot send out an ‘all mail’ or they cannot discuss the matter with the people who are not relevant in the discussion.
People who are in e-mail correspondence should be careful before they click on the ‘reply all’ button and should ideally remove people from the ‘CC’ list who are not relevant with the discussion.
No one can engage into e-mail warfare with any other colleague beyond 2 e-mails, if the matter does not get solved with in 2 e-mails then they are required to setup a time and meet in person and resolve the matter.
That no one should any kind of slang or colloquial or informal language in any kind of e-mail of official nature between colleagues of different level. No one will be allowed to forward ‘spam e-mail’ containing heavy attachments or chain e-mails requesting colleagues to forward it to many more people. No one will be allowed to send any kind of offensive, obscene material by e-mail to other colleagues.
Colleagues are expected to address one another by name if they belong to the same or similar hierarchical level. They can also use ‘VAI/ MR/ SHAHEB/ APA/ MADAM’. Seniors, especially more than one designation above are generally expected to be called ‘SIR’. Unless of course the relation is such between those persons where the most senior person have authorized the junior person specifically to be able to address him as ‘VAI’ or ‘APA’ in case of she is a lady.
The managing director and the directors should always be referred to with the prefix of ‘honorable‘, when being mentioned in any e-mail or other correspondences.
Company’s regular rules, regulations and practices are also to be announced over microphone in the factory not just special event or announcements of new policies or changes in policies but even the regular on going practices are supposed to be communicated through microphone in the factory. Any kinds of events, fire drills are also to be announced over microphone. Whenever there is an event that takes place, the company management will communicate the success or the output of that program through photographs attached with mass group e-mail and printouts of selected photographs will be but up on the notice board as well to see visually. Photographs on the notice boards will be changed after some time.
The company will also be able communicate about itself, its achievements and news of all events taking place in the group through circulation of newsletter.
Nobody will make any kind of communication with any competitor of the company or with any other person who might be harmful or contradictory to the company’s interest. Personal social interest is not to be done from office e-mail. Facebook and use of other internet services can be done but only at during lunch break or after core office hours.
Company’s website’s content wil be updated every 2 months by head of HR/ PR and will be implemented by IT.
Management will discuss with relevant department person before taking any major decisions before which will affect their department. All department heads are expected to discuss regarding any pros and cons of any possible decision woth their team members before communicating with the top management.
Regulations & Procedures:Procedures for communication through WWC: WWC will be made through a combination of selection and election and there will be monthly meeting held with the workers, where all the discussions will take place.
Procedures for microphone announcement: The head of administration in each of the factories will be responsible for making announcement over microphone whenever there is a need to make an announcement which is if there is any change in policy or there is an event or an incident that needs to get reported. Sometimes announcements can also be done for reminding people of the regular practices of factory. Announcement in the head office are to be made by the director of the HR, himself/ herself, when the person is not present in the office in such condition the announcement have to made by the next most senior person in HR Department.
Procedures for announcements through e-mail: Such e-mail will be issued by the HR Director or by any other Director in absence of the HR Director or a person authorized by the Director of HR. The content and the core message of the announcement will be verified primarily from the Managing Director and also other relevant directors.
Procedure for communication through bulletin board: Before anything posted on the notice boards they need be verified by the director responsible for that factory or that unit and in the case of head office the material needs to be verified by the Director of HR. The material will be prepared by HR with support of IT.
Procedures for e-mail: Those who have e-mail access will send out e-mails as and when needed following the restrictions and limitations as mentioned in the policy section meaning that they will not give e-mails directly to the Directors and to the Managing Director unless absolutely necessary. They will follow formal certain protocol.
Procedures for newsletter: The contents for the newsletter will be developed by a committee and will be approved by the senior management and will be circulated internally. If funds are approved then new letter will also be prepared in such a way so that they can also be given to the stake holder group outside of the company as well.
Procedures for website development: HR will make list of all incidents, events and photographs and provide to IT for uploading to the website.
Procedures for taking major decision: The Directors and the Managing Director will meet with the department heads on regular basis in weekly and biweekly meeting and discuss about the relevant issues.
Responsible Parties: All the relevant parties mentioned in the policies will be responsible for implementing these policies.
Communication & Implementation: The policies are to be communicated to all levels of management through regular and repeated discussions during meetings and implemented and followed up on accordingly.
The policy is to be published in the internal communication policy book, so it will be visible to the concerned parties.
Conclusion:It will provide feedback and control regarding any issues with e-mail and they will make sure that, spam mails are not severely spread throughout e-mails and they will also raise an alert on those people to HR who are found to be remaining online during the office time for excessive hours. HR will play role on filtering what is actually going on in the notice board and bulletin board. Whenever, there is any exception to any internal communication policy or any of the above that would be mentioned or explained by senior management.
Engr. Kh. Mashiur Rahman Email: email@example.com