COMMUNICATION PLANS AND PROTOCOL

1. Internal Communication

a. Regular team meetings to discuss updates, challenges, and achievements.
b. Utilize collaboration tools (e.g., Microsoft Teams) for real-time communication and file sharing.
c. Quarterly unit meetings to share updates and gather feedback from team members.

2. External Communication

a. Establish a dedicated email address and contact point for external inquiries and feedback.
b. Maintain an active presence on social media platforms to showcase projects, achievements, and job opportunities.
c. Participate in industry events, conferences, and webinars to network and promote the unit’s capabilities.

3. International Collaboration

a. Foster collaborations with international counterparts to exchange knowledge, best practices, and foster cross-cultural understanding.

COMMUNICATION PROTOCOL

1. Email Communication

a. Use clear and concise language in email communication.
b. Include relevant subject lines and action items for quick reference.
c. Follow up on important emails to ensure timely responses.

2. Hard Copy Memoranda

a. Establish a standardized format for hard copy paper memos, including headings, date, recipients, sender’s name, and signature fields.

b. Distribution List

Maintain an up-to-date distribution list for paper memos to ensure that the right individuals receive the information in a timely manner.

c. Tracking and Recording

Implement a system for tracking and recording the distribution of paper memos, including acknowledgement of receipt and any follow-up actions required.

d. Confidentiality

Enforce strict confidentiality measures for sensitive information included in paper memos, such as handling procedures and secure storage.

e. Archiving and Retention

Establish guidelines for the archiving and retention of paper memos, including storage duration and disposal procedures in compliance with data protection regulations.

f. Version Control

Maintain version control for paper memos by including a version number or date to ensure that the most recent information is being referenced.

3. Meeting Etiquette

a. Start meetings on time and adhere to the agenda to maximize productivity.
b. Assign roles (e.g., facilitator, timekeeper) to ensure efficient meeting management.
c. Encourage active participation and respectful dialogue among team members.

4. Feedback Mechanisms

a. Implement regular feedback sessions to gather input on communication effectiveness and areas for improvement.
b. Provide avenues for anonymous feedback to encourage candid responses.
c. Act on feedback promptly to address concerns and enhance communication practices.