Workplace Communications System

This presentation discusses the importance of a workplace communications system in achieving organizational goals such as increased profits, improved customer engagement, and enhanced employee satisfaction. It explores various communication strategies, methods, and tools that can be implemented to improve communication and productivity in the workplace. The presentation also highlights the need for ethical compliance, WHS compliance, and information security in communication practices. The target audience includes operational teams and senior leaders.

Workplace
Communications
System
JKL Industries

 Increase in the profits
 Improved customer engagement levels
 Improved employee satisfaction levels
◦ Enhanced productivity
◦ Reduced employee turnover
◦ Lower absenteeism rate
Organizational Needs

 To achieve ethical compliance ratio
 Better communication and greater involvement
 WHS compliance and regulation
 Maintenance of professional code of conduct
 Compliance towards legal codes and policies
 Information security and privacy
Organizational Needs

 To provide the employees, internal, and
external stakeholders with the details on
the goals to be achieved
 To remain available to interact with the
customers for providing assistance and
query resolution
 To introduce automated communication
mechanisms in the organization
Communication Strategy - Goals

 Meeting schedule shall be designed by the
team leaders
 Communication on the meeting date, time,
and location
 Policy document available on organization
website
 Feedback and recommendations
 The automated tools shall be handled by
the members after the completion of the
training on the usage of the tools.
Communication Audience –
Operational Teams

 There must be a weekly report provided to these
resources
 The reports shall include the consolidated
information on the activities done by the
operational teams during the week.
◦ Achievements
◦ Action Plan
◦ Issues
 The remote monitoring and interaction capabilities
must be provided
Communication Audience –
Senior Leaders

 The use of tele-communication mechanisms
shall be made possible.
 The resources in different offices and
geographical locations shall be able to
communicate with each other using the
tools.
 The resources shall have the SharePoint
access
 The resources must use emails to send
information to their team members.
Communication Audience –
Senior Leaders

 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.
◦ 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.
Methods of Communication

 Reports
◦ There are various daily and weekly reports sent by the team
members
◦ The use of SharePoint location must be done for document
management.
 Meetings
◦ The meetings shall be done as per the meeting schedule set
◦ 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
Methods of Communication

 Health & Safety of the Employees
◦ Feedback and comments
◦ Group Discussions
◦ Trainings
◦ One-on-one discussion
 Job roles and performance expectations
◦ One-on-one discussion
◦ Improvement processes
Provisions to Facilitate Bottom-
up Consultation

 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.
Grievance Procedure