Workplace Communications System

This document discusses the workplace communication system in JKL Industries. It covers various communication mediums such as emails, reports, and meetings. It also explores personal communication styles and grievance policies.

Workplace Communications System
JKL Industries
6/12/2019

JKL Industries
Table of Contents
Employee Relationship Development & Engagement...........................................................................2
Communication Mediums.................................................................................................................2
Emails............................................................................................................................................2
Reports..........................................................................................................................................2
Meetings........................................................................................................................................2
Personal Communication Styles........................................................................................................3
Grievance Policies & Procedures.......................................................................................................3
Strategies for Identifying Root Cause & Conflict Resolution............................................................3
Action Plan........................................................................................................................................4
References.............................................................................................................................................5
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JKL Industries
Employee Relationship Development & Engagement
Communication Mediums
Emails
Emails shall be used by all the members of the organization for the internal as well as the
external communications. The use of mails will allow sharing of the real-time updates. Also,
there may be keywords used to inform the recipients about the nature of the mail. For
instance, urgent or important mails shall be marked. There are automated mails also set-up
that will be sent to the members as per the time set up by the resource.
Reports
There are various daily and weekly reports sent by the team members and the use of
SharePoint location must be done for document management. The use of SharePoint will
allow the maintenance of the information security and privacy and it will also provide the
capability to manage the different versions of the same file. The changes in a file or
uploading of a new file will be supported with an email notification to the associated
resources (Edwards & Fredriksson, 2017)
Meetings
The meetings shall be done as per the meeting schedule set or there may be ad-hoc meetings
also arranged. There are online and offline meetings done and the use of tele-communication
tools shall be done for the online meetings. There are meeting rooms set up in the
organization for the offline meetings and the utilization of the same shall be done as per the
need.
The members in the operational teams shall be aware of the duties that are assigned to them.
Also, they must have the respective project and organizational information and the use of
communication strategy will be important from this aspect.
 Meeting schedule shall be designed by the team leaders of all of these teams and the
communication on the meeting date, time, and location shall be shared with the
members.
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JKL Industries
 The changes and developments in the communication strategy shall be documented in
the form of a policy document and uploaded on the organization website (English,
Manton & Walker, 2011).
 The members shall be allowed to provide their feedback on the changes and shall also
be able to provide their recommendations.
 The automated tools shall be handled by the members after the completion of the
training on the usage of the tools.
Personal Communication Styles
The management and leaders shall take the ownership to resolve the issue and come up with
the mechanisms to give unbiased decisions. The use of cross-cultural style of leadership shall
be done along with the discussion on the repercussions of the violation of the ethical and
legal codes and standards in the organization.
The combination of formal and informal styles will be used and the use of verbal as well as
written communication will be done (Kastberg, 2017).
Grievance Policies & Procedures
There are certain steps that shall be followed to manage and handle the grievances associated
with the organization.
 A dedicated department under the HRM shall be set up.
 The members of the organization shall be provided with the ability to directly
communicate with the grievances department through the web portal or the use of
emails may also be done for this purpose.
 As soon as an employee puts a compliant/query on the grievances portal, an associate
from the department shall be assigned and the employee shall be acknowledged on the
same.
 A suitable response shall be provided to the employee in a maximum of 32 hours and
the use of emails shall be done for this communication. The identity of the employee
shall be protected in all of these cases at all times.
 The senior grievance managers shall be incorporated in the sever matters.
 The senior managers shall treat the matters that are reported and the
acknowledgement shall be shared with the employee (Trujillo, 2012).
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JKL Industries
Strategies for Identifying Root Cause & Conflict Resolution
The root cause can be determined using the qualitative and quantitative analysis process. The
utilization of SWOT analysis or cause-and-effect diagram may be done to determine the root
cause of the problem (Macnamara, 2016).
The conflict can be resolved by using collaboration technique and the manager shall take the
ownership of the same. The use of a defined set of steps shall be done for this purpose. The
root cause identified shall be analysed by the manager and the senior leaders. It shall then be
mapped with the possible steps of action. The meeting shall be arranged with all the
concerned parties and they shall be informed about the actions proposed. The consent shall be
received and the decision of the manager must be treated as the final decision and all the
employee must accept the same.
Action Plan
Action/Activity Timeframe Person(s)
Responsible
Description of
Strategy/Rationale
for Action
Resources, if
required
Offline meeting
with the
manager
1 day HR Business
Partner
To maintain team
cohesion levels
and engage the
employees
HR Manager,
HR Analysts
Employee
training
15 days HR Manager The training shall
be organized to
communicate the
organization
updates and
enhance the
employee skills.
Trainers
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JKL Industries
References
Edwards, L., & Fredriksson, M. (2017). Forum: Inconsistency and Communication in
Organizations. Management Communication Quarterly, 31(3), 467-472. doi:
10.1177/0893318917699886
English, D., Manton, E., & Walker, J. (2011). Business Communication Students Appraisal
Of Selected Communication Competencies. College Teaching Methods & Styles
Journal (CTMS), 4(3), 7. doi: 10.19030/ctms.v4i3.5530
Kastberg, P. (2017). Methods for Investigating Organizational Knowledge Communication.
Journal Of Organizational Knowledge Communication, 3(1), 3. doi:
10.7146/jookc.v3i1.25218
Macnamara, J. (2016). The Work and ‘Architecture of Listening’: Addressing Gaps in
Organization-Public Communication. International Journal Of Strategic
Communication, 10(2), 133-148. doi: 10.1080/1553118x.2016.1147043
Trujillo, N. (2012). Reflections on Communication and Sport. Communication & Sport, 1(1-
2), 68-75. doi: 10.1177/2167479512467772
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