JKL Industries: Workplace Communication System Strategy Report

This report outlines a comprehensive communication strategy for JKL Industries, focusing on internal communication within the organization. It details objectives such as providing information to employees and stakeholders, facilitating customer interaction, and implementing automated communication mechanisms. The report identifies key audiences, including operational teams and senior leaders, and specifies communication methods like emails, reports, and meetings. It also addresses important provisions such as bottom-up consultation, employee health and safety regulations, job roles and performance expectations, and grievance procedures. The strategy emphasizes the use of various tools like SharePoint, automated email systems, and telecommunication for remote monitoring and interaction. The report also includes references to relevant research on organizational communication and management.

Workplace Communications System
JKL Industries
6/12/2019

JKL Industries
Table of Contents
Communication Strategy.......................................................................................................................2
Objectives..........................................................................................................................................2
Audiences..........................................................................................................................................2
Operational Teams.........................................................................................................................2
Senior Leaders...............................................................................................................................2
Methods/Mediums of Communication..............................................................................................3
Emails............................................................................................................................................3
Reports..........................................................................................................................................3
Meetings........................................................................................................................................3
Provisions - Bottom-up Consultation.................................................................................................3
Employee Health & Safety............................................................................................................3
Job Roles & Performance Expectations.........................................................................................4
Grievance Procedure.............................................................................................................................4
References.............................................................................................................................................5

JKL Industries
Communication Strategy
Objectives
 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.
Audiences
Operational Teams
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 (Kastberg, 2017).
 The changes and developments in the communication strategy shall be documented in
the form of a policy document and uploaded on the organization website.
 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.
Senior Leaders
The senior leaders shall be aware of the organization objectives and aims. There shall be
communication mechanisms conducted with the senior leaders so that they may be informed
about the updates and may communicate the same to the rest of the members in the team.
 There must be a weekly report provided to these resources and the reports shall
include the consolidated information on the activities done by the operational teams
during the week along with the respective achievements, loopholes, and action plans
for each week (English, Manton & Walker, 2011).

JKL Industries
 The remote monitoring and interaction capabilities must be provided to the senior
leaders and managers and 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 and must use emails to send
information to their team members.
Methods/Mediums of Communication
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.
Provisions - Bottom-up Consultation
Employee Health & Safety
There shall be WHS regulations set up as per the regulatory and legal policies. The
communication of the same shall be done to the employees at all levels. There may be some
concerns that the employees may face in terms of their health or safety in the organization.

JKL Industries
Such matters shall be reported to the respective measures. There shall also be HR associate
responsible for handling such matters. Direct reporting to the associate shall also be provided
as an option to the resources. The developments and updates shall be done as per the
feedback provided by the employees.
Job Roles & Performance Expectations
The employees shall be provided the ability to discuss their job roles and responsibilities with
the team lead and the Project Manager. There shall also be a feedback exercise carried out
with the employee to provide information on the performance and the specific areas that may
be improved upon.
Grievance Procedure
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 (Macnamara, 2016).
 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).

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