Framing a Policy

Framing up the communication policy:In consideration of the sources and forms of communications, it becomes very essential that a common communication policy be adopted that would not only ensure that image of the company is maintained but also ensures that it is commonly applied everywhere. This would enable that right information is received by the right person at the right time.

The points that need to considered, while framing the policy are:
1. Image of the company:It should be built upon the image of the company and in line with its policy. For E.g. An aspiring company launching for big time should maintain a high profile communication policy that would ensure that the company’s visuals to its letters are spelt out correctly in definite terms and its esteem apart from handling external sources with such dignity.

2. Levels of controls:In continuation to the image based communication process, efforts to streamlining by way of controls should also be considered. The control measures should not only include information handling procedures and maintaining, storing and retrieving proper records, but also ensure that the levels are regarded as well and address the cost issue of such measures.

3. Accountability and responsibility:These should also be addressed while framing an effective policy with an evaluation and reviewing norms so that action can be taken in case of accountable person failing to adhere to the norms laid down therein.

4. Evaluation:Evaluation in terms of speed of response should also be included as a part of the policy and be held to accountability clause as speed of response results in winning or losing opportunities.

5. Mode of Communication:This is the mother of all norms, as it costs the company on how you respond and also touches the bottom-line as well. The modes may be chosen from E-Mail, Fax, Telephone call, SMS calls, or cell-phone calls. In case, it is to be mailed, whether to courier or send it through federal postal services.

6. Authorizations:Proper and clear cut definition in terms of authorization should be made so that there is no ambiguity while dealing with routine course of operations. As sometimes an express courier charging double the rates than normal routine ones may be required, or if it is utterly essential to use fax instead of e-mail. For all these proper valid authorization should be provided.

7. Appointing a communication interface:In order to streamline information that is floating around the organization, it is of utmost essential that a single source is available in the company to address to the communication processes both internally as well as externally. The profile should be so adopted that a smooth uniform consistent flow of information is possible throughout the communication chain.

8. Creation of Database:Even a communication interface operating would need information essential to make smooth exchange of information both internally and externally. This can be possible by making the information available online through well connected servers that would reduce response time and help create that professional image of the company, avoids duplicity of data, or overlapping of differential information.

9. Others:Other things like maintaining decorum, language, diction and use of proper media for communications should help in creating a policy that will help smoothen your operations, lower attrition rates among employees and define the authorities that enable delegation of work effectively.

Conclusion:
Communication processes streamlined, make for a pleasant customer experience, besides touching the bottom-line effectively, they also lessen the attrition levels within the organizations. A comparative study of the communication effectiveness in terms of cost to the company and bottom lines would help further refine the processes.