COMMUNICATIONS POLICY 8 Communications policy Student’s Name ✓ Solved

A communications policy can be defined as an initiative in a company or organization designed with the aim of availing information to the stakeholders. As such, a communications strategy (an alternative for communications policy) is essential for small and already established business ventures. This report takes into account a fictitious company. The report covers an example of communications policy of a sole proprietorship in the field of Catering. Some of the areas covered in the communications plan include: organizational or strategic changes, procedural changes, information important to organizational subgroups, and confidential information.

The communication plan further elaborates on: the kind of media used, the required approvals, relevant for the plan, as well as the tools and tactics employed on the communications policy. It is often essential to avail a reliable communications portal with the business goals in mind. The identity of the Company under discussion is Mavis Catering Services. The goal of the venture is to provide its customers with the best food services at affordable and reasonable prices. This is a business venture that is about to start, and therefore the audience is not that large.

Communications policy Objectives

The first step in the communications policy is to determine the relevant audience for the business venture under discussion, that is, Mavis Catering Company. There are some tools that are crucial in the realization of the business goals. Social media and the internet at large are emphasized as they are essential for accomplishing the business objectives. They also help in getting in touch with the customers. The start-up venture will require staff members in order to distribute workloads and for its general operations.

Audience

The business audience in this case includes: the internal and external stakeholders. Internal stakeholders are people who have pledged their commitment to serving the organization towards realizing its long-term goals. Examples of internal stakeholders are; the board members, the staff members, and perhaps those who have voluntarily offered their service to help the company.

The external stakeholders refer to the market segment served by the business venture or organization. This is the part of the business environment that feels the effect of the work carried out by a business organization. An instance is when a business organization adopts the use of modern technology in its production. The customer base will enjoy the high-quality products offered by the company. In the case of Mavis catering company, the external stakeholders are the travelers, tourists, and other parties interested in their products since the company’s premises is based at an International Airport.

Media used in the Communications policy

The means of storing and passing out information to the public, that is, the customer base, is very important. Since Mavis Company is a catering-based venture, promoting the brand will be the most important business move possible. The company will have its own website which offers every detail of the company’s products online. The website will be shared in almost all social media platforms, acting as the leading source of the company’s message. Other platforms considered for sharing the company’s message are newspapers, television advertisements, and others to be determined.

Social media as a communication tool is also considered essential in sharing the company’s message. The social media policy covers the official dealings of the company and the employees in the organization. The aim of the social media platforms is to promote the company’s brand, hence creating a sense of value among the customers through sharing the Company’s external information via platforms such as Instagram, Facebook, and Twitter. It also involves using video representations and digital forms to improve communication.

Approvals required

The business will require various permissions to be deemed valid. The stakeholder committee is the main party to approach for approval of the communications policy. The board members, the staff members, and the government’s approval are important in business ventures of this nature.

Tools and tactics used in the communication

The tools and tactics in this case are essential towards building a good brand for the company. Social media is the leading tool in ensuring the company’s message reaches the target audience in time. It involves building a large friend list on Facebook and Twitter. Another effective way to promote the company is by using infomercials on Facebook and YouTube. Advertisements in newspapers will also reach a large number of people over time. Other means include email and search engines.

Company’s message; organizational or strategic changes

Organizational change refers to the dynamics in an organizational structure, objectives, processes, technological factors, and strategies. A good communications policy should cover the organizational changes. Strategic change is similar to organizational change but involves reshaping the marketing approaches and methods to achieve particular business goals. The communications policy must address both organizational and strategic changes efficiently.

Procedural changes

Procedural changes refer to attempts to enhance a business’ tasks and goals. Different ways should be opted for in communicating these changes to the target audience since a slight modification can result in significant impacts on productivity and effectiveness. Communication here involves passing the message to staff members to ensure they are aligned with the current business objectives and initiatives.

Information crucial to organizational subgroups

At this point, communication is important for organizational dealings. Management should define the initiatives in the communication policy well. Information critical to the organizational subgroups should be safeguarded and availed to the concerned parties effectively. This ensures trust and confidence within the workplace. Stakeholder meetings should be programmed regularly to promote openness and accountability.

Confidential and unwelcome information

Confidentiality of information is vital in any business organization. Communications policy should cover confidentiality in an optimum manner. A company should adopt various privacy-related acts to boost its security. It should articulate confidentiality and disclosure policies about internal stakeholders. There are three information types in a business: employee details, management details, and overall business details.

Furthermore, unwelcome information refers to undesirable details that do not align with business goals. Employees should maintain business etiquette, reflecting the company’s brand positively. A well-structured communications policy will help communicate negative news in a manner that minimizes harm to the company’s reputation.

Conclusion

A communications policy provides a clear vision of an organization's processes, initiatives, and tasks, aligning these elements with the company’s objectives. It addresses issues concerning internal and external stakeholders, promoting collaboration towards a common goal.

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