Communications Policy for Bounce Fitness

Bounce Fitness's Communications Policy standardises communication channels within the company to ensure important information is disseminated easily and accurately. The policy covers various scenarios such as handling complaints, lack of factual communication, regular performance and training reviews, and more.

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COMMUNICATIONS POLICY
Bounce Fitness specialises in offering group exercise programs, personal fitness services, and dance
classes. The purpose of this Communications Policy is to standardise the communication channels
within the company.
This policy is implemented to ensure that important information is disseminated amongst the Bounce
Fitness staff in a way that is easily accessed, accurate, and appropriate in content. This process is done
is in accordance with legislative requirements and standards of best practice.
Employees are highly encouraged to utilise all communication channels for work-related purposes.
They must comply with this policy and other applicable policies and legislation. Failure to do so may
result in disciplinary action. News and updates within Bounce Fitness that related to ongoing company
activities and events can be shared using the following communication channels.
Channel Intended Use
Bulletin board To disseminate significant announcements relevant to employees’
interests in an easily accessible location. This includes upcoming
training sessions and current employment vacancies.
Emails To inform all staff about important information as well as to promote
upcoming events and activities. Each staff member will have their own
personal email assigned to them using the Bounce Fitness internal email
system. All employees must read emails regularly to be updated on
company news and announcements.
Social Media To be used by committee members to collaborate and communicate
about ongoing projects online. This enables each member to
conveniently share and comment on ideas about company activities
and events.
Surveys To collect information and feedback directly from Bounce Fitness staff.
It enables every member of the staff to contribute feedback and ideas
for improving the work environment and employee engagement.

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Bounce Fitness’s communications policy is a framework for all communications within all operations.
This applies to everyone working with information and communications within the organization. This
includes the following scenarios:
Scenario Process
Handling Complaints
Raised by Clients
1. Listen to the client’s complaint
2. Empathise and apologise for the grievance
3. Offer options for possible solutions
4. Execute the solution chosen by the client
5. Follow-up with the client if the complaint is resolved
Handling Issues Raised
by Employees
1. Listen to the employee’s complaint
2. Empathise and apologise for the grievance
3. Offer options for possible solutions in accordance with
organisational policies
4. Execute the solution chosen by the employee
5. Follow-up with the employee if the complaint is resolved
Lack of Factual
Communication
1. Confirm the reliability of the source of information
2. Checking the facts before disseminating information
3. Use tools and software to verify published information
4. Check if the information has been altered from its original version
Failure to Disperse
Information
1. Standardise the approach or method for dispersing a specific type
of communication
2. Determine which communication channels work best with the
approach
3. Ensure that each information is clear, concise, and complete to
avoid misinterpretation
4. Ensure that your message is received, processed, and retained by
asking for feedback

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Regular Performance
and Training Reviews
1. Schedule the review ahead of time to ensure that there will be
ample time
2. Give credit to the individual being reviewed by acknowledging
strengths and contributions to the organisation
3. Reflect on the individual’s objects, goals, and targets
4. Ensure that there is an incentive to reward the excellent
performance
5. Set specific objectives for development, rewards, or other measure
6. Document the performance review in electronic files or paperwork
Encouragement of
Employee Feedback on
Business and
Administrative
Decisions
1. Communicate the needs and priorities of the organisation through
meetings, newsletters, emails, etc.
2. Seek views and opinions of employees by encouraging a two-way
flow of information
3. Review and improve strategies for communication flow of ideas and
information
4. Consider ideas for rectifications and asses against organisational
goals and objectives
5. Disseminate the decision and reasons why back to employees and
representatives
6. Once the change has been implemented, invite feedback on the
process to improve the next consultation process
Regular Staff Meetings
and Communication
with Employees
1. Determine the frequency of staff meetings based on the number of
employees, location of employees, and workload
2. Determine the participants by analysing if it will be a productive use
of their time
3. Select action items that would be of interest to the widest cross-
section of employees
4. Prepare agenda ahead of time that includes the purpose of the
meeting, its expected duration, how much time will be allocated
to each action item, the decisions that must be made by the end
of the meeting.
5. Schedule the meeting based on the participants’ availability
6. Seek feedback on how to improve meetings to make them more
engaging

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Establishment of
Employer/Employee
(and Employee
Representative)
Committees
1. Establish the functions of the committee
2. Define the committee membership
3. Elect the representatives on the committee
4. Specify details and makeup of designated work groups
5. Renegotiate designated work groups if there are changes to
employee numbers, nature of work conducted, environment,
location, hazards in the workplace, hours worked, or languages
spoken by employees