1.13 Internal Communications Policy

Introduction 

This policy aims to implement and maintain active channels of communication within Glin National College that will actively encourage and support the achievement of the college Mission. 

The objective of this Communications Policy is to ensure that: 

• Everyone in Glin National College knows precisely the extent of their responsibilities and standards expected from them. They also accept that they are accountable for discharging these responsibilities. Each member of staff will have an up-to-date Job Description.

• Everyone in Glin National College is aware of their responsibilities and their team's responsibilities and understands their duties and their team's responsibilities must align with the college's overall strategy, direction and obligations. 

• Everyone in Glin National College receives and understands the relevant information necessary to carry out their duties effectively. 

•  Information is being communicated, controlled, and in the detail and frequency required by the user. The user's requirements should be agreed upon by their Manager.

• Managers and employees are aware of their own team's progress, together with the overall improvement of the organisation, and can relate their contribution to the overall performance of the Company. 

• Effective lateral communication exists throughout the Company.

• Effective two-way communication systems exist to allow Managers and staff to contribute to the college's development. 

Mediums for Communication 

Within Glin National College, there are many methods of communication:

Written       

• reports, bulletins, newsletters, notice boards, email, website, shared public drive (P drive) on computer

Face to Face     

• one-to-one meetings, team briefings, 3-month staff meetings, breakfast/lunch meetings

Oral        

• telephone and online meetings

Virtual

• online meetings

Before communicating in the college, the most appropriate medium must be chosen.

If the message is complicated or requires an immediate response, face-to-face is probably the most suitable. Remember, an oral statement may need to be supported by written communication. 

Telephones should be used sensibly and sensitively – bear in mind the frustration that can be caused to another party if they constantly get an engaged tone. 

Notice boards will be managed, and only up-to-date and relevant information will be present. The notice boards in the kitchen(s) are designed for different purposes, e.g. social events, relevant health and safety notices, general notices, staff photos, etc.  

The HR Manager has overall responsibility for the strategic direction of internal communications. The Manager is responsible for the strategic direction of external communications and public relations. However, the overall responsibility for internal communication lies with every individual in the organisation, not any specific department or Manager. Everyone in the Company needs to communicate regularly and clearly with their team and other divisions because our actions and decisions frequently impact other staff members.