EROL A’NIL

Apply IP, Ethics and Privacy in ICT Environment

Table of Contents
Session 4 1
Communication Skills 1
1..................................................................................................................................................................1
2..................................................................................................................................................................1
3..................................................................................................................................................................1
4..................................................................................................................................................................1
ORGANISATIONAL COMMUNICATIONS MANAGEMENT 2
1..................................................................................................................................................................2
2..................................................................................................................................................................3
3..................................................................................................................................................................3
4..................................................................................................................................................................4
INDUSTRY CONTRIBUTIONS TO INDUSTRY STANDARDS 5
1..................................................................................................................................................................5

Session 5 6
Oral Communication 6
1 – Make a Video........................................................................................................................................6

EROL A’NIL 1
EROL A’NIL

Session 4

Communication Skills

Activity 1

a) What the Australian Government's Style Manual is used for and what topics it provides
Guidance on for Writing and designing content. List the five topics.

Answer
The Australian Government Style Manual (Style Manual) is the authoritative
source of rules and guidance for government writing and editing. The aim of Style Manual is
to help make government communication clear and consistent. It helps you to put people's
needs at the centre of all the content you create.
It provides guidance on the following topics:
 Digital Services and Products
 Briefs
 Policy Documents
 Reports
 Technical and Specialist Content

b) Explain in a few sentences, what plain language is, according to Style Manual.
Answer
Plain language is communication, your audience can understand the first time
they read or hear it. Plain Language is clear, straightforward expression, using only as many
words as are necessary. It is language that avoids obscurity, inflated vocabulary and
convoluted sentence construction. It is not baby talk, nor is it a simplified version of the
English language.

EROL A’NIL 2
EROL A’NIL

c) Finish by explaining how templates and style guides help set standards for an
organisation’s documentation (one sentence).

Answer
It helps you to put people’s needs at the centre of all the content you create and
it’s the toolkit for making information easy to read, accessible and inclusive.

Activity 2

Activity 3

a) The 7 tips for communicating company policies effectively.

Answer
First of all, determine who is going to be affected by the new work policies. It
might not only be your employees, but also stakeholders such as clients, partners and the wider
community. This will help you determine how and when to communicate your company policy
and procedures changes.
Following are the 7 points summary to the tips for communicating company policies effectively:
 It should be clear, concise and easy to understand. Be straightforward about why the
change is necessary, exactly what is changing, what is staying the same, and what steps
need to be taken by all employees to make sure they comply with the new requirements.

 Face-to-face communications on important issues often feel more authentic and help to
build trust with employees.

 Offering opportunities for employees to provide meaningful feedback can help to keep
them engaged throughout the process.

EROL A’NIL 3
EROL A’NIL

 Sometimes changes can be complex, so it will be very hard for some new employees to
get used to it. Provide adequate training if there is a need.

 Involving employees in the process provides them with the opportunity to ask questions
and to give honest feedback about how easy your employee policy handbook is to
understand and follow from their perspective.

 A good way to communicate a new policy to employees is by tapping into the leadership
resources within your team and appointing passionate employees with a solid
understanding.

 The easier you make it for employees to find your changed work policies, the easier it is
for them to implement and adhere to them.

b) The 8 ways these changes can be communicated, as listed under the heading “The means
of communication to use to effectively” establish a new policy.

Answer
There are some limitations with these communication methods. They rely on
employees paying attention to the methods we use, for example emails.
Following is the summary for the 8 ways of means of communication to use to effectively:

 Sending emails to employees, putting information on your company intranet site,

sharing the policies on your internal social media platforms, Write directly to
employees can only be effective if the employees pay attention to it.

EROL A’NIL 4
EROL A’NIL

 We have to use of a combination of delivery channels to ensure the message gets

across. We can send reminders or hints and tips about the policy update as part of an
internal communications campaign to really make sure that the message gets
through.

 We can ask the employees some questions regarding the new policy, so that they can
pay attention and can understand better.

 We have to seek for constructive criticism from the employees, so that we can make
the workplace better for them and implement the policy changes as well without any
major issue facing the employees.

Activity 4

a) Explain what the three key elements of a policy framework are.

Answer

Following are the key elements of a policy framework:

 Policy Hierarchy

 The effective policy for a user is a set of derived policy settings that are
dynamically calculated at the time the policy is executed. If multiple policies
are assigned to a single user, either dynamically due to multiple group
memberships or assigned directly on the policy document, every effective
policy at the group level is determined first.

 In short, it sets out the documentation that defines and governs the
organisation’s activities, listed in order of precedence.

EROL A’NIL 5
EROL A’NIL

 Policy and procedure development process

 It is used to outline the procedures for new and existing policy and procedure
(where applicable) planning, development, review, approval, implementation
and revisions.

 It involves several below steps:

 Planning
 Development
 Review, Recommendations and Approval
 Implementation
 Review

 To be precise, it sets out the requirements for creating policies, procedures,

etc., including process maps and document templates.

 Roles and responsibilities

 To cut it out short, it involves the information about who is involved in the
process of developing policies and what they do as well as who has the
authority to approve policies and procedures for publication and distribution.

EROL A’NIL 6
EROL A’NIL

b) The 10 stages of policy and procedure development (you may copy/paste) listed under
Policy and procedure development process.

Answer

 Policy and procedure development process

Following are the stages of policy and procedure development process:

 Needs analysis: Identification of need for the development of a new policy or

procedure or review of an existing policy or procedure

 Appointment of a policy author and policy approver

 Research and data gathering
 Draft document
 Circulation of draft document
 Consultation with stakeholders
 Circulation of redrafted document
 Policy approval
 Communication and implementation
 Maintenance and review

The development and revision of policy documents will generally comprise a process
similar to the one set out in the table below. This process should be fully explained in
the procedure section of the policy or a separate procedure document depending on
your organisation’s preference.

EROL A’NIL 7
EROL A’NIL

c) In your own words, explain the rationale for a policy framework policy (i.e. the reason
why having a policy about writing policies benefits the organisation).

Answer

The world of corporate compliance uses many terms of art, and one of the most
common is “policies and procedures”. Yet, somehow, it also ends up being one of
the vaguest phrases we use, too. This is why even the most seasoned compliance
professionals need a refresher on why policies and procedures important in the
workplace.
Those are some of the big, conceptual reasons why policies and procedures are
important in companies. That said, they’re also important for several practical
reasons.

 Less Reliability: New employees can work without being reliable on

someone whenever some issue arrives.

 Same Goal: Goal will be same and clear for everyone (Every Employee).
Everyone can work collectively and move towards the same goal effectively.

 Synchronization: Consistency and predictability throughout the

organisation. Everything will be synchronized and crystal clear.

 Requirements: Compliance with legal and other requirement.

 Quality assurance and improvement.

Therefore, the rationale for a policy framework policy is to ensure that organisational
policies are established, applied, monitored and reviewed consistently and
appropriately across the organisation. It helps ensure that the organisation complies
with relevant legislation, promote operational efficiency and reduce risks.

EROL A’NIL 8