Essay on Creating Meaningful Communication: Establishing Effective Communication Policies

Introduction

Communication policies are integral in setting expectations and managing the flow of information internally and externally. Any firm that seeks to establish new communication policies should consider achieving the objective of passing meaningful communication that plays importance in enhancing the employees' performance as well as maintaining a good relationship with the customers. Besides, companies with good communication policies have reduced rates of conflicts with high transition cases. Establishing new communication policies for an organization requires a formulation based on the rules that ensure the effectiveness of the new guidelines. These rules act as the guiding principles to all the members of the company who need to observe them in ensuring that they remain relevant throughout their communication with other business stakeholders. Therefore, the five most important rules to include in the new communication policy are the overall objectives, transparency, factualness and comprehensibility, relevance and timeliness, and confidentiality.

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There are various reasons for considering the rules during the implementation of new communication policies. First, every communication in the organization should be timely based on the set priorities. The firm needs to utilize the available resources most efficiently while engaging in any form of communication. Putting the information into factual context makes it comprehensive and credible. Hence, the organization has the duty of ensuring that the conversation-taking place is related to its mandate as well as adapted to the concerned parties based on their different needs. Public access and transparency are also of importance when setting the rules for new communication policy. A well-functioning democracy requires the organization to have transparent communication that accommodates discourse and dialogue (Communication Policy for the Government Offices, 2020). Lastly, setting an objective for transmission by the firm is a prerequisite for supporting its mandate and implementing all the policies related to the formulation of the new systems. Thus, every organization needs to consider these five rules in ensuring the creation of an effective communication policy.

The New Communication Policy

This policy provides the basic rules that guide the conduct of the employees while using social media to communicate within and outside the business. It covers areas such as electronic newsletters, message boards, and other social sites used to describe online. Hence, the principles below apply to all the employees in the organization while using social media to communicate with any target group.

The policy, therefore, only permits the members of the organization to communicate with other stakeholders according to the prescribed way that aligns with the company's policies.

On behalf of the company and at the individual employee's level, every person within the firm must apply the professional procedure set by the organization that holds a significant role in the protection of the company's image and reputation.

When using social media about the company, every employee needs to observe and adhere to the existing codes of conduct that guide their actions while sharing any information with the public.

The employees need to have an awareness of the possible consequences of their actions that may damage the company's name.

Every information that the employees share on social media is subject to online surveillance by the firm's digital technician team. Therefore, for every content shared on social media, the employees should use their best judgment since they will be held accountable.

The company shall take strict action on any member of the organization who use their knowledge to share inappropriate information to the customers.

The employees are prohibited from posting commentary or harmful responses that can create hostility in the business work environment.

Every social account that operates on behalf of the company must have an office administrator with specific responsibilities attached to them.

The firm does not allow the employees to publish any confidential information to the members of the public without official permission from the company. Any employee in doubt of what the company considers as confidential information should check with the Human Resource Department.

There are some social media contents and blogs that may generate legal questions from the members of the public, and the company advises the employees to refrain from commenting on such unless authorized by the official spokesperson of the company.

The employees encountering any social media situation that may threaten their relationship with the organization; they should find a polite means of disengaging with the audience and seek appropriate advice from their respective supervisors.

Before answering any concern from the customers, the employees should ensure that they have appropriate permission that permits them to give any information related to the products or services that the firm offers to the customers.

Every communication made by the employees about the company's brands should follow an appropriate conversation that aligns with the guidelines that the official spokesperson provides.

The employees have to monitor all their actions online because the company will hold them responsible for every operation conducted while using social media.

References

Communication Policy for the Government Offices (2020). Retrieved 24 January 2020, from https://www.government.se/49baf5/contentassets/733006124df143acbc8ae762aa61a42f/communication-policy-for-the-government-offices.pdf