Principles of • If most people in your department have the same question it is

Communication - 1 better that another department only has to answer the query
NOTES
once.
Policies and procedures
Communication is the flow of information within an organization. It
includes:
• Internal newsletters
• Notice boards
• Memos
• The intranet
• Internal customer service.
A policy is a statement that outlines how the organization will act on a
particular issue. Who can access information? What information can
be released internally and externally? When information can be released?
What the organization aims to achieve by communicating?
A procedure is a step-by-step guide on how to carry out an activity
in the workplace. Communication procedures provide guidelines on
how to share certain types of information. A procedure on writing
internal memos, for example, may include: A style guide, design
template or the Instructions for distribution.
Committee meetings
The meeting with the employees is found to be very useful in building
formal communication the higher-ups are to encourage the employees
to talk about their constructive suggestions, job problems and needs.
They are also to be encouraged to express their views on whether the
management practices help the job performance or interfere with it.
The meetings enable the management to ascertain the worth of their
directives imparted to the workers. The activities and discussions in
the meeting can be well directed if the purpose of meeting is specific
and the agenda is strictly followed. The meetings help to heighten the
team spirit and assure the necessary information flow by encouraging
two-way communication. The useful knowledge and experience of
the employees is mutually shared during the meetings.

10 Self-Instructional Material