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COMMUNICATION PLAN:
Internal Communication:
- Regular team meetings to discuss project updates, challenges, and achievements.
- Utilize collaboration tools (e.g. Microsoft Teams and other Meeting/Chat platforms) for real-time communication and file sharing.
- Quarterly unit meetings to share updates and gather feedback from team members.
External Communication:
- Establish a dedicated email address and contact point for external inquiries and feedback.
- Maintain an active presence on social media platforms to showcase projects, achievements, and job opportunities.
- Participate in industry events, conferences, and webinars to network and promote the unit’s capabilities.
COMMUNICATION PROTOCOL:
1. Email Communication:
- Use clear and concise language in email communication.
- Include relevant subject lines and action items for quick reference.
- Follow up on important emails to ensure timely responses.
2. Hard copy memoranda:
- Establish a standardized format for hard copy paper memos, including headings, date, recipients, sender’s name, and signature fields, etc.
a. Distribution List:
Maintain an up-to-date distribution list for paper memos to ensure that the right individuals receive the information in a timely manner.
b. Tracking and Recording:
Implement a system for tracking and recording the distribution of paper memos, including acknowledgement of receipt and any follow-up actions required.
c. Enforce strict confidentiality measures for sensitive information included in paper memos, such as handling procedures and secure storage.
d. Archiving and Retention:
Establish guidelines for the archiving and retention of paper memos, including storage duration and disposal procedures in compliance with data protection regulations.
e. Version Control:
Maintain version control for paper memos by including a version number or date to ensure that the most recent information is being referenced.
3. Meeting Etiquette:
- Start meetings on time and adhere to the agenda to maximize productivity.
- Assign roles (e.g., facilitator, timekeeper) to ensure efficient meeting management.
- Encourage active participation and respectful dialogue among team members.
4. Feedback Mechanisms:
- Implement regular feedback sessions to gather input on communication effectiveness and areas for improvement.
- Provide avenues for anonymous feedback to encourage candid responses.
- Act on feedback promptly to address concerns and enhance communication practices.
