Developing Workplace Communication Strategies and Protocols for a Community Service Organization

This report aims to develop workplace communication strategies and protocols for overseeing the communication of a community service organization. It covers internal and external communication needs, conflicting interests, communication strategies and plans, target audience, legal and ethical considerations, and ways of maintaining relationships.

CHCCOM003 develop
workplace communication

CONTENTS
INTRODUCTION......................................................................................................................1
TASK – 1...................................................................................................................................1
1.1 Internal and external communication needs of community service organization.......1
1.2 Defining competing and conflicting interest...............................................................2
1.3 Outlining communication strategy for meeting the determined needs........................2
1.4 Determining target market for communication plan...................................................3
TASK – 2...................................................................................................................................3
2.1 Political, economic, social and technological factors impacting the communication
plan 3
2.2 Legal and ethical consideration in the communication plan............................................4
2.2 Press release for a recent piece of news......................................................................4
TASK – 3...................................................................................................................................4
3.1 Policy document elucidating the communication strategy and protocol.....................4
3.2 Ways of mentoring someone effectively.....................................................................5
3.3 Ways of maintaining relationship................................................................................5
TASK – 4...................................................................................................................................6
4.1 Short email requesting feedback in regards with particular outcome of
communication.......................................................................................................................6
4.2 Lessons learnt from the event......................................................................................6
CONCLUSION..........................................................................................................................6
REFERENCES...........................................................................................................................8

INTRODUCTION
Clear as well as effective communication is quite necessary in the workplace and it is
a skill that is learnt and is successfully passes on, however more significantly comprehended
for achieving a mutual objective effectually. Workplace communication also enables the
managers and the workers to share their crucial information which is necessary for the
success of the company. Thus, it can be said that effective workplace communication helps in
preventing barriers bring formed between the workers which would unavoidably obstruct on
the overall growth of the business (Kröger, 2020). Based on this, the current research report
aims to develop workplace communication strategies and protocols for overseeing the
communication of a community service organization. The report will throw some light on
promoting the use of communication strategies and will review the communication practices
at the end of the session.
TASK – 1
1.1 Internal and external communication needs of community service organization
As a community service organization, there are different internal as well as external
communication needs. Internal information encompasses any form of information which the
employee and management of the company are required to offer useful services. On the other
hand, external information is defined as the data which is present to the stakeholders outside
the firm. Some of these needs are as follows:
Internal communication needs
 Giving instructions to the staff members
 Inviting the workers for meetings
 Promotion of any industry events
 Circulating minutes of meetings
External communication needs
 Networking with the key people in some other companies
 Promotion of the event of the firm (Odin, 2021)
 Services and programs that the organization delivers
 Annual reports and funding reports to the target population
1.2 Defining competing and conflicting interest
Competing interest are referred as those probable impacts that might undermine the
objectivity of the firm. On the other hand, conflicting interests are defined as the situation in
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which there is a conflict amid the own personal, family or friend values or professional,
organizational values or even policy of the public service.
Further, when someone encounters with the situation of conflicting interest within the
community service sector than it is crucial to note down that it takes place only when the
personal or own values as well as interest are pursued in work time and by utilizing
information only accessible to them as an employee for the benefit of themselves. In such a
situation, it is important to make ethical decisions by taking into account different steps.
Firstly, it is crucial to assess and evaluate the situation. afterwards, the situation should be
considered from the organizational point of view (Ali and et.al., 2021). Next, it is important
assess whether the actions or decision withstand public security or interest or not. Last but not
the least, it is significant to determine and consider different options and finally, selecting the
best course of action. This will help in better management of situations of conflicting
interests.
1.3 Outlining communication strategy for meeting the determined needs
For meeting the identified need in the above section, different communication strategy
will be used. It is important to understand that the community service organization seek to be
as inclusive as possible and thus, communication strategies will be selected and developed
considering the marginalized and minorities communities. In addition to this, content in the
media being used will be of the language being understood by most of the group. Further the
purpose of meeting the desired communication needs different communication techniques
will be used such as emails, regular meetings and phone hook ups. For older people and
people with visual impairment large prints and braille documents will be utilized.
SMART target for the strategy
At the time of determining the communication strategy, one of the most essential
things is to develop and determine the goals which will be driven by the requirements of the
organization. some of the SMART targets for the communication strategy are as follows:
 Informing all the employees about the new policies and procedures of the company in
one month (Meyer, Sun and Martin, 2020)
 Conducting more meetings of the workers at the end of the six months
 Promoting the event of the firms to 50% of the target population at the end of the
month
 Making sure that 90% of the employees are aware about the minutes of meeting
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1.4 Determining target market for communication plan
Target audience for the communication plan
For the purpose of developing a communication plan, it is very essential to consider
the audience for whom the communication is being targeted. There are different stakeholders
on which most of the communication requirements of the community service organization is
being directed and these are employees, customers, community, owners, creditor and
suppliers.
Ways in which plan can utilize the existing communication hierarchy
While communicating the information to the internal stakeholders of the company, it
is important to take into account the existing communication hierarchy. There are two types
of communication flow in an organization that is downward and upward. Downward flow
takes place through meetings, memos, briefings, instructions, emails and appraisals. On the
other hand, upward flow takes place though sales documents, reports, verbal communication
and meetings with the managers.
TASK – 2
2.1 Political, economic, social and technological factors impacting the communication plan
Political  Change in the government will need the community service
organization to develop new contacts
 Taking into account existing and pending legislations which
might comprise the firm to make stronger policies across the
problem (Gray and Molinaro, 2020)
Economic  The budget of the organization can impact the resources needed
for the communication which they need to purchase
 Influence of the finding changes
Social  Different cultural and language factors
 Demographics of the target audience such as old age, visual
impaired people, children, migrants and many more
Technological  Social media
 Digital media
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2.2 Legal and ethical consideration in the communication plan
There are different legal and ethical considerations which are likely to be applied in
the communication plan. They are being applied to the current communication plan as they
act as a foundation and also reflects the value of the firm. Some of them are as follows:
 Duty of care – It is an ethical consideration in regards with the participants being
involved in the communication plan to make sure that they all are not placed in any
type of risk or harm.
 Privacy, confidentiality and disclosure – The Privacy Act 1988 will be considered as
it assures that privacy needs are being taken into account (Raible, 2019).
 Discrimination – It is the legal consideration to involves each and every stakeholder
in the communication plan and treating them equally which falls under the Anti-
Discrimination Act 1977 and mandatory reporting processes.
2.2 Press release for a recent piece of news
For immediate release: Contact : Charles
Belbin
Date: 28-07-2022 Phone: [phone]
Kelly Thomas resigns as CEO of community service organization
In the statement, Kelly Thomas has elucidated that her resignation was mainly
because of the health reasons and she will be going to have numerous fond memories of the
organization. Kelly has been the chief executive officer of the organization from past several
years and supported the firm in achieving greater heights. In the present time, the board of
directors of the community service organization is taking interviews of the applicants to fill
the vacant position of the CEO. During the interim time, John Killer will be going to serve as
a chief executive officer of the company until a replacement is found.
TASK – 3
3.1 Policy document elucidating the communication strategy and protocol
The policy document is quite crucial as it helps in explaining the communication
strategy and the protocol or standards being used by the community service organization in
terms of social media and public relation. The information will be communicated through
emails, staff meetings, power point presentations and training sessions. In addition to this, if
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the employees of the firm are being engaged in the public relation than it is crucial that they
should make use of preferred templates for the press release and must contact the local media
and monitor the whole procedure effectively prior the materials are being out. On the other
hand, when the information is related with the social media than it is very significant that the
employees must have acquaintance of what they are writing in regards with the company on
social media for confidentiality and public perception reasons (Mead, 2015).
3.2 Ways of mentoring someone effectively
It is crucial that each and every community service employee should make efforts to
act as a role model to the other workers within their workplace. This significantly
encompasses effective oral as well as written communication. Different verbal and non-
verbal and written communication for example, posture, gestures, body language, spelling,
grammar and sensitivity of language must be considered. Other than this, for effectively
mentoring someone, there are different ways which should be followed and these are:
 Through establishment of goals for the workers
 Maintenance of regular and constant contact with the individual
 Advising the workers to adopt the right course of action
 Development of safe and secure environment for the mentee and becoming supportive
 Making use of culturally suitable communication and respecting as well as accepting
the differences that exists in the culture
 Showing willingness and motivation for learning new things to the mentee
3.3 Ways of maintaining relationship
Maintaining relation with colleague
 Through showing respect and interest in the people is being regarded as the important
ways of developing relationship with the co-workers
 Learning to listen to the talk and conversation of other is also important as it helps in
understanding the speaker effectively (Farmer, 2015)
 It is not good to dominate the conversation with the needs
Maintaining relationship with the member of the local media
 For maintaining networking with the member of the local media, it is important to
contact them regularly as well as supplying of clear and relevant information in
regards with the stories that can be offered
 Informing the media in advance
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TASK – 4
4.1 Short email requesting feedback in regards with particular outcome of communication
Data: 28-07-2022
Hello all,
This for your kind information that it is quite important to review the communication
practices on a regular basis for making sure that the requirements of the company are being
met or not. As you all know that different communication strategies and plan have been
implemented for sharing crucial information about the events, policies and procedures and
many other important aspects. It is essential that feedback should be offered regarding the
communication outcome. Your feedback will help in making improvement in the
communication strategy of the company.
Waiting for your feedback.
Thanking you!
Regards
4.2 Lessons learnt from the event
There are different lessons which can be learnt from the particular event given in the
case. Firstly, it is very much essential to do planning 1month prior to the date on which the
event is being planned. In the current case, the media was contact one day before the event
which was not correct. They should be contacted early so that more people would have got
the knowledge about the event. Secondly, selecting a suitable location for communicating is
very essential. company has not posted on social media and website due to budget constraints
however social media does not involve too much costs. Rather through this, the company
would have reached large mass of population and more people would have turned up for the
event. In addition to this, the return on investment should be considered by the company as
investing in social media would have reaped out better financial outcomes to the company.
CONCLUSION
Thus, from the above evaluation it can be said that the current research work has been
successful enough in developing a communication strategy wherein different internal as well
as external information requirements, conflicting interests, communication strategies and plan
have been developed effectively. Further, the report has also established communication
protocols in line with the communication strategies and have also promoted the use of
communication strategies. The final part of the report has focussed on obtaining feedback
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from other for assessing communication outcomes and have recorded the lessons learnt and
determined opportunities for continuous improvement.
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REFERENCES
Books and journals
Ali, B. J., Anwar, G., Gardi, B., Othman, B.J., Aziz, H.M., Ahmed, S.A., Hamza, P.A.,
Ismael, N.B., Sorguli, S. and Sabir, B.Y., 2021. Business Communication Strategies:
Analysis of Internal Communication Processes. Journal of Humanities and Education
Development. 3(3). pp.16–38.
Farmer, RT., 2015. Corporate culture defines a company and its future. American Journal of
Business, 20(2), pp.7-3.
Gray, A.K. and Molinaro, N., 2020. Synchronising internal and external information: a
commentary on Meyer, Sun & Martin (2020). Language, Cognition and Neuroscience.
35(9). pp.1129-1132.
Kröger, J., 2020. Communication Barriers and Cultural Participation: A Visit to a Wildlife
Park as a Multicodal Accessible Text. Easy Language Research: Text and User
Perspectives. Berlin: Frank & Timme. pp.179-193.
Mead, R., 2015. International Management: Cross Cultural Dimensions. 3rded. Cambridge
MA. Blackwell Publishers.
Meyer, L., Sun, Y. and Martin, A.E., 2020. “Entraining” to speech, generating language?
Language, Cognition and Neuroscience. 35(9). pp.1138-1148.
Odin, R., 2021. Spaces of Communication. Amsterdam University Press.
Raible, W., 2019. Variation in Language: How to characterise types of texts and
communication strategies between orality and scripturality. Answers given by Koch
Oesterreicher and by Biber. International Journal of Language and Linguistics. 6(2).
pp.157-174.
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