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Team communication policy guidelines

Team Interaction Policy Guidelines

The Process of Conveying Meaning: Communication, whether formal or informal, is the efficient relay of understanding across an organization, up and down its hierarchical structure. Every individual is responsible for ensuring the efficacy of their own communication, with particular emphasis on the Administration and Program Coordination teams.

1. Principles of Open Communication:

  • We champion open communication, pledging to practice it unless circumstances necessitate confidentiality. Information should be communicated accurately, clearly, and promptly.
  • Unless specifically instructed otherwise, communication should occur within relevant groups. Personal messaging is STRICTLY prohibited.
  • Trustworthiness and credibility are contingent on consistent, honest, and open communication.
  • Any communication about significant events should be well-planned and prioritized. Being “overworked” does not excuse subpar or inefficient communication.

2. Value of Face-to-Face Interaction:

Effective communication often requires opportunities for discussion, and questioning and answering, ideally facilitated through face-to-face conversations, either through Zoom or in-person weekly gatherings.

3. Record Keeping of All Interactions:

  • Urgent or emergency phone calls must be succeeded by documentation in the appropriate
  • WhatsApp group. Personal messages are not recognized as official documentation. • Documenting meeting minutes is obligatory for significant information.

4. Encouragement of Feedback/Suggestions:

  • Active listening and seeking feedback are fundamental to efficient communication. • Effective communication can only be achieved when individuals at all organizational levels actively seek feedback and take necessary actions to ensure messages are correctly interpreted by the target audience.
  • All team members should have the freedom to express their thoughts without fear of reprisal. Management is dedicated to responding to feedback, through either explanatory communication or suitable action steps.

5. Emphasis on Planning to Mitigate Recurring Issues:

  • When communicating, pay attention to recurring problems, especially those affecting business operations, such as customer feedback or business performance.
  • Issues that arise at a local level, such as cross-functional problems or rumours, should be immediately addressed by the relevant parties. Delays in resolving these issues may lead to more serious problems later.

6. The Role of the Team Leader:

  • Crucial information should be promptly shared with team leaders, allowing them to effectively communicate with their teams.
  • Over-communication is preferred to under-communication. Team leaders should ensure their teams are aware of available information and share it accordingly.
  • Effective leaders frequently interact with their team members, both formally and informally, and actively seek feedback on their communication methods.
  • Leaders should foster an environment where team members feel comfortable discussing issues, problems, or suggestions related to work.

7. Providing Training:

  • Training in effective communication will be readily accessible to team leaders, supervisors, and managers.
  • Appropriate communication resources and support will be provided to managers, supervisors, and team leaders.

8. Respectful and Ethical Communication:

  • All communication should be truthful, ethical, and considerate of potential impacts and consequences.
  • This also includes the efficient communication of job expectations and standards, as well as regular performance feedback.
  • Malicious communication (i.e., spreading known false rumours, gossip, or demonstrating uncivil behaviour) constitutes serious misconduct and will not be tolerated.

9. Communicating Both Positive and Negative News:

We commit to promptly share both positive and negative news, in advance where possible, even when the full repercussions may not yet be clear. Workplace rumours should be promptly addressed with effective communication. A “need to know” approach, avoidance of controversial topics, or delaying communication until details are clear contradict our policy of open communication.

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