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Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0

Revision Date 22nd August, 2002

SOP 30 Corporate Communications
Page No. Page 1 of 10

Section Procedures Document Process Owner

30.1.0 SCOPE

These written procedures set out the policies and

procedures for managing Corporate Communications (CC)
work for the Edaran Group.

30.2.0 OBJECTIVE

The objectives of these instructions are:

30.2.1 To define the main responsibility of the Corporate

Communications department.

30.2.2 To define the guidelines for all processes and procedures

which project the Company’s image.

30.2.3 To ensure that all the above are carried out professionally
and can further enhance the Group branding, leading to a
strong presence and reputation in the industry.

30.2.4 To define the role of the Corporate Communications

department and relevant parties, i.e. Business Units, in
engaging the department’s involvement in managing
events.

30.2.5 To ensure all communication within the Group and to the

outside party are of high standards and are disseminated
appropriately.

30.2.6 To outline the workflow for all the above.

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Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0

Revision Date 22nd August, 2002

SOP 30 Corporate Communications
Page No. Page 2 of 10

Section Procedures Document Process Owner

30.3.0 ABBREVIATIONS

30.3.1 The abbreviations for or related to documents referred to in

these instructions herein are as follows:

Abbreviation Document Name

NTE Note to Editor

30.3.2 The abbreviations for or related to Job Titles referred to in

these instructions herein are as follows.

Abbreviation Title in full

CC Corporate Communications Department
BU Business Units
HR Human Resources Department
PCU Procurement and Commercial
Contract Department.
LOA Limit of Authority

30.4.0 POLICIES

The Corporate Communications department is essentially

in charge of all areas related to:
• corporate image and branding;
• event management
• relations/liaisons with stakeholders – shareholders
and investors, fund managers and analysts,
Government, business partners, media, public
• company literature and promotional materials
• archives and library on company events,
newspaper articles etc
• corporate gifts and mementoes
• being spokesperson of the company, besides
Senior Management

These can be broadly divided into the categories below.

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Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0

Revision Date 22nd August, 2002

SOP 30 Corporate Communications
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Section Procedures Document Process Owner

30.4.1 Corporate Image and Identity

(These refer to the image of the Group as portrayed by the

employees and projected by material assets of the Group.)

30.4.1.1 Every employee of the Group is a representative of the

Company and must therefore carry themselves in a
professional manner.

30.4.1.2 All tangible assets and/or items bearing the corporate logo
and name must reflect Edaran’s corporate image
accurately. These include building façade, signages,
reception area, company stationery, corporate gifts and
other related material that carry the corporate logo.

30.4.1.3 Any BU requiring such items must involve CC in the

discussions and preparations of the said item to ensure
accuracy.

30.4.2 Functions and Events

(This refers to all business and social events, formal or

informal, held by companies of the Group.)

30.4.2.1 All business and social functions and events must be

managed professionally so as to enhance the Group’s
corporate image.

30.4.2.2 These should also, as far as possible, be an avenue for the

Group to build and strengthen relationships with key
stakeholders namely investors, Government, clients,
business partners, bankers, media and the general public.

30.4.2.3 All BUs planning to organise an event must inform CC not

later than 14 days before the date to give ample time for
making adequate preparations.
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Policies and Procedures Manual Version 1.0

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SOP 30 Corporate Communications
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Section Procedures Document Process Owner

30.4.3 Written and electronic communications

(These refer to corporate publications and literature on the

Group’s background, products and services meant for
external consumption such as brochures, advertisements,
annual report, website, corporate video, exhibition
materials including posters, buntings and others.)

30.4.3.1 All written and electronic communications must be vetted

by CC to maintain the high standards befitting a Public
Listed Company.

30.4.3.2 Any BU requiring a communication tool as such must

include CC in discussions and preparations of the item
from the beginning.

30.4.4 Corporate Citizenship

(This refers to all pledges and requests for donations,

sponsorships, contributions of any kind as well as
placement of advertisements in souvenir booklets made by
the Group to deserving parties.)

30.4.4.1 All requests for the above must be channelled to CC, which
will then proceed to get the necessary approvals as
stipulated in the Limit of Authority (LOA), if a particular
request is deemed worthy.

30.4.4.2 The Edaran Group may, from time to time, make pledges to
different organisations depending on the causes they
champion. These must be approved by the relevant level of
authority as set out in the LOA.
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Policies and Procedures Manual Version 1.0

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30.4.5 PROCEDURES

30.4.5.1 Corporate Image and Identity

For the employees

30.4.5.1.1 BU identifies the strengths and weaknesses of their staff

and consults with HR.

30.4.5.1.2 HR will identify suitable training courses to address

weaknesses and fortify the strengths, with CC making
recommendations where the pertinent factors are
deemed to affect or influence the Group’s corporate
image.

Courses in effectively managing the media and crisis

management for Senior Management staff;

Presentation skills and business etiquette for the company’s

frontliners and engineers; or

Business Grooming and Power Dressing for all employees.

30.4.5.1.3 For the tangibles

BU identifies the need to procure items that fall under this BU/CC
category and consults with CC for accuracy and suitability
based on the reason and occasion for which they will be
used.

30.4.5.1.4 BU outlines specifications including target group, key Specifications from BU/CC/PCU
messages, estimated budget and CC, together with PCU, BU
will source for suppliers, quotations and samples.

30.4.5.1.5 BU, CC and PCU evaluate samples and quotations, bearing Quotations BU/CC/PCU
in mind the specifications outlined by BU.

30.4.5.1.6 CC will advise on suitability and accuracy of the corporate CC

brand as portrayed by the selected items.
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Section Procedures Document Process Owner

30.4.5.1.7 Once decision is made and approval obtained, PCU will PCU
proceed to make the orders.

30.4.5.1.8 CC will monitor production of items from start to finish so CC

as to ensure the corporate image is safeguarded.

30.4.5.2 Functions and Events

30.4.5.2.1 BU informs CC of upcoming event not less than 14 days BU

before the event.
(Note: The more time given, the better for proper event
management.)

30.4.5.2.2 CC, together with BU, fills in Function Checklist to Function checklist CC/BU
ascertain the necessary preparations to be made and a draft
programme is drawn up as an initial guide.
(Note: Golf events will require a separate Golf Checklist)

30.4.5.2.3 CC and BU agree on division of tasks and a timeframe CC/BU

within which the allocated tasks are to be completed.

30.4.5.2.4 CC (and PCU) will source for quotations on the pertinent CC/PCU
items, usually venue, food & beverage, entertainment, gifts
etc.

30.4.5.2.5 CC makes recommendations and obtains the necessary Approval CC/LOA

approvals.

30.4.5.2.6 CC and BU shall meet regularly to discuss progress of the CC/BU

preparations being made.

30.4.5.2.7 CC and BU shall meet and agree on final details a day CC/BU
before the event, and a rehearsal/dry run shall be held if
necessary.
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30.4.5.2.8 On task allocation:
CC will work together with BU on significant business
events such as signing ceremonies involving the Board of
Directors and Senior Management;
CC will assist BUs in preparing for events such as visits by
clients, exhibitions and the like which do not involve the
Board of Directors or Senior Management;
CC will lead any event related to the Group’s Corporate
Citizenship and media relations programme, whether
involving the Board of Directors/Senior Management or
not.

30.4.5.3 On Media Coverage, where required:

30.4.5.3.1 An allocation of 20-30 additional pax (for seating and/or
Food & Beverage headcount) should be made for media
representatives, the number depending on the significance
of the event.

30.4.5.3.2 CC will issue a Note to Editor (NTE) to all print and NTE CC
electronic media three days before the event to invite
Editors to send their journalists and camera
crew/photographer to cover the event.

30.4.5.3.3 CC will resend the NTE as reminders a day before the NTE CC
event and call to check attendance.
(Note: Most editors do not assign journalists until late
afternoon but call anyway to build rapport with media
personnel.)

30.4.5.3.4 On the day of the event, CC will record media attendance CC

for purposes of monitoring coverage subsequent to the
event.

30.4.5.3.5 Any print coverage appearing within a week of the event Newspaper cuttings CC
will be monitored and forwarded to the MD and relevant (archives)
BU for information and future reference respectively.
Newspaper cuttings will be filed in CC archives.
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SOP 30 Corporate Communications
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Section Procedures Document Process Owner

30.4.5.4 On Archiving:

30.4.5.4.1 All events; business or social, formal or informal, must be Photographs CC/BU
recorded. CC will engage either an independent or internal (Archives)
photographer to record events which involve the Board of
Directors and/or Senior Management. For events held on a
smaller scale, the respective BU will be responsible for
taking the photographs or engaging the photographer.

30.4.5.4.2 All photographs will be forwarded to the organising BUs CC

for information/reference but these must be returned to CC
for safekeeping.

30.4.5.4.3 Photographs in the archives may be used in company’s

communications tools, where deemed suitable.

30.4.5.6 Written and Electronic Communications

For company/product brochures, flyers, exhibition

materials

30.4.5.6.1 BU informs CC of the need to produce a written/electronic Rationale and BU/CC

communication tool, specifiying rationale, key messages, specifications
target audience, desired quantity and estimated budget.

30.4.5.6.2 CC, together with PCU, will source for suppliers, CC/PCU
quotations and samples.

30.4.5.6.3 BU, CC and PCU evaluate samples and quotations, bearing Quotations BU/CC/PCU
in mind the specifications outlined by BU.

30.4.5.6.4 CC will advise on suitability and accuracy of the corporate CC

brand as portrayed by the selected items.

30.4.5.6.5 Once decision is made, PCU will proceed to make the PCU
orders.
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Section Procedures Document Process Owner

30.4.5.6.6 CC will monitor production of items from start to finish so CC
as to ensure the corporate image is safeguarded.

30.4.5.6.7 For items that are regularly used, it will be the respective BU/CC
BUs’ responsibility to update CC on any changes to
information on their unit including staff, products and
services.

30.4.5.7 For Press Releases/Announcements/Advertisements

30.4.5.7.1 CC must be informed of latest business developments that Announcement BU/CC

are newsworthy, such as new contracts to be announced to
the KLSE, in order for CC to issue an official press release.

30.4.5.7.2 Respective BUs must inform CC of the above in order for BU/CC
CC to make the necessary preparations in informing the
public via press releases.

30.4.5.7.3 Press Releases must be issued simultaneously with the Press release CC
announcements to KLSE.

30.4.5.7.4 CC will draft Press Releases and obtain MD’s approval Approval CC/MD
before issuing to the press.

30.4.5.7.5 If at all press releases are deemed unnecessary, CC must

still be informed as all business highlights will be
incorporated in the Company’s Corporate Calendar; to be
used in annual report, website and/or other communication
tools.

30.4.5.8 Corporate Citizenship

30.4.5.8.1 Requests for contribution can be in the form of:

Cash.
In kind - hampers, electrical goods, jerseys etc
advertisements for a souvenir booklet
sponsorship – of a whole event, of tables at a
special function, etc
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Section Procedures Document Process Owner

30.4.5.8.2 Any BU receiving requests should forward them to CC, Contribution BU/CC
stating their recommendation and reasons for doing so. request

30.4.5.8.3 CC will then proceed to obtain the necessary approvals Approval CC

before proceeding with the required preparations such as
prepare cheques, purchase prizes, prepare advertisements
and so on.

30.4.5.8.4 For requests which BU does not recommend, CC will Letter CC/CEO
proceed to draft a ‘regrets’ letter to be signed by the
relevant CEO or the addressee of the request letter.