Based on the analysis of the different communication strategies put into action by different organizations both small and large-scale; it is evident that external communication whose target is customers and stakeholders has been highly perfected through the skills of marketing, and communication specialists. The rationale behind the perfection of this communication area is that; the move is deemed as capable of creating more income, better public relations; better use of resources, better client information and keeping of available clients. The other rationale for perfecting external communication and plan execution is that; the move is helpful in the development of strategic plans to aid long-term decision making (Scholes, 1999).
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However few institutions address internal decision making with the same emphasis in deciding what is to be communicated to the staff, when it should be conveyed and how it should be done; which is often left to the time of need. As a result, internal communication strategies are developed in a reactive manner when there is a crisis, or a major issue requiring communication issues (Mccann, 2008).
The institution should be careful, as these methods to be used in communicating the different policies ranging from those relating to sexual harassment deterrence, misuse of the internet resource, attendance measures and employee performance development at a go; will be targeting different audience. As a result, the communication should be professional so as to portray a clear line of action, engage the staff, protect the institutional reputation; promote change, and nurture regulation and compliance (Mccann, 2008).
Some of the internal communication methods that can be used to communicate the varied policies, strategies and line of action to the varied staff include the folowing. The use of staff or team meetings can be useful as the issue of sexual harassment can be dealt with to address the issues of; what is to be done by the victims, what action will be taken on the offenders, and the measures employed to avoid the vice like the use of CCTV cameras to monitor the moves of staff. The abuse of internet can also be addressed through communication in the meeting; where the monitoring measures to be used in detecting the abusive behavior will be communicated, action to be taken against offenders conveyed; and restrictions like limits to the use of internet with reference to usage and timing discussed. Regarding the attendance policies the unfavorable attendance patterns should be communicated, the detection measures like taking of registers communicated and the action to be taken against offenders provided for. Regarding the people development policies; the performance levels of different areas can be communicated in the meeting, performance measures to be employed discussed and the rewards or penalties for increasing or decreasing performance communicated (Scholes, 1999).
The other method most applicable for communicating the discussed areas of information to the different staff at the same time includes the use of intranets, and staff to staff news letters. The rationale behind the choice of these methods is that information about issues like sexual harassment within the institution cannot be communicated through public means like road shows as it will give the institution a negative public opinion. The other rationale is that the use of means like emails cannot be relied upon; as the passage of information to the varied staff cannot be guaranteed (Scholes, 1999).
Due to the need to maintain the balance of respect between the employees and managers which forms a major determinant in organizational performance; the managers should be given a directive role in communicating the policies so as to maintain the balance of power and hierarchy of authority. Additionally the negative aspects of the managers’ performance should not be pointed out publicly; as it would affect the extent to which their executive powers will be respected (Scholes, 1999).
Some of the questions that may be raised from the audience include; what action should be taken against the managers incase they are the offenders, what executive authority will be used to monitor those who monitor the other staff and which managers or departments should punish the offenders. Other questions include how favoritism and nepotism be avoided; which managers of the initial and the incoming have more power and what system will be used to evaluate the performance of different staff. The answer will be that different departments will be monitoring the performance and compliance of the others; the managers incase of being offenders they will be executed like all other staff and that the different departments concerned with the different policies like personnel will enforce policies within their line. Other answers include that different managers will be shuffled to stop the favoritism and nepotism; and that merits, qualifications and outputs will be the media of measure for performance (Scholes, 1999).
The most negative reaction expected from the introduction of these policies is that; these are being employed to reflect the different selfish interests of the top staff, and not for the welfare of the entire institution. The other issue will be that they are very restrictive of the employees’ autonomy and access to resources like internet. These will be addressed by that any person who feels the policies are reflective of selfish interests and or restrictive; then they should send their opinion so that the issues can be researched on, and the response given (Mccann, 2008).
Mccann, Kim. (2008). Communication policy and public interest. Saarbrucken: Vdm Verlag Publishing.
Scholes, E. (1999). Guide to Internal communication methods. Farnham: Gower Publishing Company.