Communications Policy – Research Initiatives Company

Overview

Communication is a vital element of conducting business. It is the uninterrupted reflection of a company when organizations communicate with the media, the public, stakeholders and patrons. The demeanor in which persons interconnect with clients should be valued by organizations. Time, money and resources are invested in stable, and adequate communication systems and technology to effectively communicate which facilitates effectiveness in the workplace.

Audience

Business communication arrangements may include oral and written presentations that address stakeholders such as customers, investors, and employees (Locker, Hughes & Kaczmarek, 2007). To communicate effectively may require adapting a communication message so that it meets the requirements, objectives, and interests of the audience one is interacting with (Locker, Hughes & Kaczmarek, 2007). The five kinds of audiences in business communication are 1) the initial audience members which are the first people who will read the message such as your supervisor or the client and sometimes the initial audience is the people who advise an individual to write a communication (Locker, Hughes & Kaczmarek, 2007).  There is also 2) the primary audience such as your supervisor or peers and these individuals will have the decision regarding whether to accept any recommendations or to act on the communication that was transmitted (Locker, Hughes & Kaczmarek). There are also 3) the secondary audience which comments on a communication message or implements recommendations (Locker, Hughes & Kaczmarek, 2007). There is also 4) the gatekeeper who has the power to stop the message before it gets to the primary audience (Locker, Hughes & Kaczmarek, 2007). There is also 5) the watchdog who is known to have political, social, or economic power; who may base future actions on his or her evaluation of the present and current communication message (Locker, Hughes & Kaczmarek, 2007). The audience which communication may also be correlated too may be suppliers, customers, media, investors, board members, and stakeholders, as well as the public (Locker, Hughes & Kaczmarek, 2007).

Media

Several forms of media can be applied in business communication. Television is one entity which reaches a broad range of viewers. A printed version of media communication is another form, such as newsprint and magazine articles, which is frequently used by prospective investors who are in the process of determining which businesses are ideal and have the premier market value. Financiers need the types of information mentioned in the above sentence toward providing supportive documents when comparing establishments to each other regarding investment of any company. Facebook, Instagram, Twitter, and Tumblr are examples of social media platforms which can be used to relay information to employees, customers and future investors which can reach a wide array of viewers and is a current and up to date promotional entity (Gendron, 2017). Social media can also be used to educate customers, employees and potential investors via listservs, blogs, news feeds and message boards (Gendron, 2017). A company website is another tool which can be used where employees, customers, and potential investors gain information on a company.

The Aim of Communication Procedures

 Grasping the control of the communication items among a business and its stakeholders should be a top priority of a communication policy. Communication policies provide stability and connectedness across communication podiums. This is commonly the initial inscription customers get; the aspiration ought to be to provide the spectators a flawless and succinct message (Stegaroiu & Takak, 2014). Communication policies may aid in putting a halt and offering protection from company information being misused (Stegaroiu & Takak). An aim of a communication policy should be to have a higher form of employee engagement and to have a better reputation as a company by having an internal communications policy in place within an organization (Stegaroiu & Takak, 2014). A domestic communications policy aims to make sure that various forms of communication means are utilized so that messages are transmitted in ways that everyone involved will be able to understand and comprehend (Stegaroiu & Takak, 2014).

Purpose

Research Initiatives Company is committed to a safe and productive work environment that works effectively and efficiently. Research Initiatives believes communications between management, staff, volunteers, and coordinators should be respectful, timely, coordinated, clear, and accurate. This policy is put in place to provide excellent communications within the Research Initiatives work environment. The purpose of this policy is to keep management, staff, volunteers, and coordinators informed with an understanding of the operations of Research Initiatives. It should also provide support for others, help with carrying out daily tasks effectively and efficiently, and allow its audience to stay abreast of issues within Research Initiatives and the goals we are working towards. This policy applies to management, staff, volunteers, and coordinators. It does not apply to external communications with media or stakeholders. This policy should be read in conjunction with Performance Policy, Confidentiality and Privacy Policy, Anti- Discrimination Policy, Conflict, and Grievance Policy, and Bullying and Harassment Policy.

Policy

Procedures

Accountability

Management Communications Role

Emergency Communication

Email

Monitoring

Compliance

Effective Date

Revision History and Adoption

Include approvals, policy versions, and review dates.

Date of Adoption of Policy ________________

Signature ____________________      Signature ________________________

Print Name _________________        Print Name ________________________

Position ___________________         Position ___________________________

References

Arnesen, D. W., & Weis, W. L. (2007). Developing an Effective Company Policy for Employee Internet and Email Use. Journal of Organizational Culture, Communications and Conflict, 11(2), 53-65.

Australian Catholic University (2014) Internal Communications Policy. Retrieved from https://www.acu.edu.au/policies/governance/internal_communications_policy

Frost, Shelley (2016) Chron: Importance of a Communication Strategy. Retrieved from

        http://smallbusiness.chron.com/importance-communication-strategy-31318.html

Frugoli, J., Etgen, A. M., & Kuhar, M. (2010). Developing and Communicating Responsible Data Management Policies to Trainees and Colleagues. Science & Engineering Ethics, 16(4), 753–762.

Gendron, M. (2017). From Public Relations to Brand Activation: Integrating today’s Communications Tools to Move Business Forward. Global Business & Organizational Excellence, 36(3), 6–13.

Hinner, M. (2005). Introduction to business communication. Frankfurt am Main: Peter Lang.

Holmes, J. D. (2003). Formulating an Effective Computer Use Policy. Information Strategy: The Executive’s Journal, 20(1), 26–32. 

Hrebiniak, L. G., & Joyce, W. F. (1985). Organizational adaptation: strategic choice and environmental determinism. Administrative Science Quarterly, 30, 336–349.

Locker, K., Hughes, K., & Kaczmarek, S. (2007). Business communication (3rd Ed.). Toronto: McGraw-Hill Ryerson.

Society for Human Resource Management, (2018). Managing Organizational Communication Retrieved from https://www.shrm.org/resourcesandtools/tools-and-samples/toolkits/pages/managingorganizationalcommunication.aspx

(“Society for Human Resource Management”, 2018)

Stegaroiu, I., & Takak, M. (2014). The Importance of Developing Internal Communication Strategy. Valahian Journal of Economic Studies, 5(1), 63–70.

Thrush, E. A. (1993). Bridging the gaps: Technical communication in an international and multicultural society. Technical Communication Quarterly, 2(3), 271.

Workplace Communication Strategy, (2018). Workplace Communication Strategy, Retrieved from http://nht.org.au/wp-content/uploads/2015/01/Workplace-Communication-Policy.pdf