Part A: Communications planning portfolio

Develop a draft communications strategy for meeting organisational needs that includes:
1. Communications objectives
- Effective internal communication through a proper policy framework.
- Top- down and bottom-up communication flow for enhanced communication
network.
- Inadequate bottom-up consultation
2. Audiences
- Senior management: Management prepares and executes business plans and
policies. They form organisation objectives to be fulfilled. Moreover, senior
management team may be resistant to changes to communication strategies, policies
and procedures because they think that new approach to communications may result
in a less cohesive organisation.
- Employees: Employees are the means through which the organisational needs are
achieved. They need to have a proper bottom-up conversation, which JKL Industries
is not good at, to resolve their queries.
3. Methods of communication or media
 Oral Communication
Oral communication includes the spoken word, either over the phone or face-to-face,
videoconferencing, voice chat or any other medium. Different types of informal
communications like the informal rumour mill or grapevine and formal
communications such as conferences and lectures are the forms of effective oral
communication. The use of oral communications is made in discussions as well as
conversations that are informal and causal. How effective the oral communication is
will depend on the speed, volume, pitch, voice modulation, clarity of speech and also
the non-verbal communications like visual cues and body language.
 Written Communication
Written communication cannot be avoided in the workplace. It is present everywhere
and consists of traditional paper and pen documents and letters, text chats, emails,
typed electronic documents, reports, SMS and anything else that might be conveyed
by the use of written symbols like language which includes any documents that are a
part of the day to day business life. Such methods of communication is indispensable
for any formal business communication and also for the issue of legal instructions.
 How effective the written communication is will depend on the style of writing,
vocabulary, grammar along with clarity.
Written communication is most suitable in cases that require detailed instructions,
when something has to be documented or in situations where the person is too far
away to speak in person or over the phone.
Some of the written methods of communication include –
- Social Media: Tools of the social media such as Facebook, Whatsapp, etc can
be used in an effective way in the organisations for the purpose of
communicating between locations, divisions, departments and employees.
- Email: The email communication in organisations has become very common
and is a highly essential tool for sharing of information with one, hundreds as
well as thousands of employees. It is usually a significant component of
the communication plan and even though it may not be a replacement for face-
to-face or other methods of communication, it is easily accessible and
inexpensive.
4. Bottom-up consultation
- Monthly employee feedback-  Provide opportunities to employees to give their
opinion about issues happening. Currently, the employees are not satisfied with their
co-worker, or work distribution, etc, they can write down on the feedback which will
give the manager have an idea to solve the problem.
- Constant supervision-A supervisor must be appointed who constantly supervise and
consult with the employees. This supervisor would convey the information to the
management and thus, this mechanism would lead to improved work processes. On
the other hand, the manager would also convey management feedback to the
employees 
5. Grievance procedure.
- Establish whether the grievance needs to be resolved formally or informally.
- Choose an appropriate manager to deal with the grievance.
- Carry out a full investigation and gather all relevant evidence, sending it to the
employee in advance of the meeting.
- Arrange the grievance meeting, inviting the employee and reminding them of their
statutory right to be accompanied.
- Make sure accurate notes are taken throughout by a person who is not involved in the
case.
- Give the employee the opportunity to explain the details of their grievance and what
they would like the outcome to be.
- Adjourn the meeting consider the evidence before making a decision.
- Inform the employee in writing of the decision, explaining how and why the decision
was reached.
- Notify the employee of their right to appeal against the outcome of the grievance
procedure.