COMMUNICATION POLICY
Fostering a two-way, inclusive dialogue with stakeholders is key to the success of corporate sustainability programs. But developing a communications strategy that delivers the transparency stakeholders demand, in an engaging, enriching way, is challenging.
Ongoing and open communication between managers and employees can help keep professional objectives clear, projects focused and potential workplace confiicts from getting out of hand. When expectations and issues are regularly discussed by managers and employees in both formal and informal settings, all team members have a better understanding of the status of the work relationship.
Hold Regular Staff Meetings
Regular staff meetings provide an opportunity for employees and managers to collectively discuss issues related to ongoing business operations.
Conduct One-on-One Meetings
Some communication is more appropriately discussed in a one-on-one setting between a manager and an employee. This includes issues related to discipline, complaints, conflict resolution, and compensation and benefits. Additionally, one-on-one meetings between managers and employees give each party the opportunity to privately discuss personal goals, objectives and topics not suited to group debate.
Have an Open-Door Policy
An "open-door policy" describes a manager-employee relationship in which the employee has an open, standing invitation to approach the manager with questions, concerns, complaints and comments at any time. This management approach lets employees know their concerns are valued and that the manager is always available and willing to communicate. This management style can have a positive impact on morale and employee performance.
Put it in Writing
Any time an important interaction takes place between a manager and employee, the results of the communication should be documented in writing by the individual who initiated the meeting. For example, if a manager holds a one-on one meeting with an employee to discuss a salary adjustment, the manager should follow up the meeting with a written statement to the employee outlining the terms of the salary change. Following this approach ensures that everyone is operating with the same information and expectations.
Informal Methods
It is important to not only rely on formal channels but to utilize informal communication as well. The spontaneous channels are often more information-rich and critical for relationship building.
Hallway Conversations, Bathroom conversations
These meetings are great for one on one communication, but also be clear and do not establish false expectations with casual comments dropped.
Voice mail
This is often underutilized since email is so common but still shown to be more often listened to than an email will be read. By using voice intonation for excitement, urgency, etc it can be more compelling. This can be a solo voice mail, a voice mail broadcast to large team or you could pursue use of automated calling to get the word out depending on the size of audience.
