In M3: Assignment 2, you developed a communications policy that mapped the type of communications messages for a specific audience at a company. In this assignment, you will go a step further and crea

Orion Technologies: Communication Policy

Carla Fonseca

Argosy University

Professor Noone

December 05, 2018

Orion Technologies: Communication Policy

Definitions

For the purpose of this policy document, the following terms will apply:

1. Communications – any officially discharged internal or external messaging, publication, news item, or statement for different audiences (Agarwal & Garg, 2012).

2. Authorized persons – they include 1). The senior management staff such as the managing director (MD), chief executive officer (CEO); 2). Departmental heads such as the head of the marketing and business development team, the head of strategy and corporate affairs unit; 3). Any other individual specifically allowed by the MD or CEO to do certain communications on behalf of Orion Tech Inc.

3. Confidential information –any information that Orion Tech has not been disclosed or availed to the public.

4. Basic company information – any information about Orion Tech, including its business, business relationships, markets and operations, products and services, finances and financial plans, personnel, goals and objectives.

5. Internal communication – dissemination of information to internal stakeholders.

6. Internal stakeholders – they include Orion Tech’s employees, and board of directors.

7. External communication – dissemination of information to external stakeholders.

8. External stakeholders – they are Orion Tech’s shareholders, investors, partners, service providers, the government, regulators, the general public, and so on.

9. Media – any means of communication that reaches different audiences rapidly and widely.

Introduction

This policy document outlines the Orion Technologies Inc.’s communications guidelines in a variety of areas. These include internal communications, external communications as well as communication with the media. Moreover, the policy stipulates the strategies taken with communications to a range of audiences, via a multiplicity of channels. Also, the document advices the company employees on the Orion Tech’s communications approach, protocols and requirements (Agarwal & Garg, 2012).

Purpose

Generally, the purpose of Orion Tech’s corporate Communications Policy is to define and provide procedures on the scope, quality, and output of communication with the organizations’ stakeholders and on the compliance with and quality of internal communications in accordance with Orion Tech’s approved principles.

Principles

Orion Technologies Inc. acknowledges that dynamic communication with diverse stakeholders and the public is an integral part of its business strategy (Raupp & Hoffjann, 2012). The following guiding principles ought to be observed in order for the company to achieve its general communications objectives:

1. Only authorized persons are permitted to have official communication or engagements with external stakeholders.

2. All information discharged to Orion Tech’s internal or external stakeholders shall be transparent, open and accurate

3. All confidential information is protected and shall not be communicated unless otherwise stated.

4. All information must be conveyed through the appropriate and approved communication channels in a timely manner.

5. All Orion Tech’s groups or departments must proactively create contacts with their target stakeholder groups or subgroups and guarantee punctual, open and consistent communication.

6. All corporate communication should be consistent in message and style to uphold stakeholder trust (Cornelissen, 2008).

Audiences

There are two types of audiences for Orion Tech’s communications. These are

• Internal audiences – staff, and management and board of directors.

• External audiences – customers, government, regulators, partners, investors, suppliers, and the general public.

Types and methods of communication

1. Internal communication

Orion Tech’s internal communication will be directed at all its internal stakeholders with the intention of meeting organizational goals. Also, internal communication will be aimed at reinforcing the company’s organizational culture of teamwork and active participation of all the staff members (Dolphin, 2005). Specifically, this type of communications shall be handled by the authorized persons or groups charged with such correspondence. It is expected that communication amongst employees must be professional always. In all written communications, members of staff are to be addressed by either their initials or first names. However, letters addressed the staff must bear the staff member’s full name. Monikers or aliases, titles or any unrecognized names are strictly proscribed in written internal communication. All internal communication should be easy to understand: clear and concise. Additionally, it should be done without obscene remarks, slang, sexist innuendos, ethnic slurs or any kind of offensive or discriminatory annotations.

1. External communication

Orion Tech recognizes the significant of all its external stakeholders in the corporation’s long-term success. In this regard, communication to the company’s external stakeholders must be based on their support and involvement and the need to make them feel part and parcel of the company’s success. Basically, external communication will be aimed at enhancing the external stakeholders’ general awareness and knowledge of Orion Tech’s products and or services and markets (Husain, 2013).

Always, communication to different categories of external stakeholders shall be executed by different categories of authorized persons. For instance, all communications with the company’s regulators and government officials as well as confidential information shall be approved by the Orion Tech’s CEO or MD. Meanwhile, all external communications must be sanctioned by the head of corporate affairs group in consultation with the group. Specifically, the corporate affairs group must review all materials and or presentations meant for external communication purposes before revealing them to the stakeholders during conferences, seminars, and meetings as well as materials to be uploaded on the company’s website. This will be intended to ensure the information therein is accurate and in compliance with the Orion brand.

The following methods of communications will be utilized when communicating to both internal and external stakeholders:

Media

Orion Tech recognizes the importance of the media to its overall business success. In this respect, the media as the chief means through which the company reaches and influences its stakeholders will be accorded high priority at Orion Tech. As a rule, all communications with the media shall be handled with utmost professionalism and sensitivity through the head of the corporate affairs group as the only authorized person for handling communication between Orion Tech and the press fraternity. Furthermore, only accredited persons will be allowed to grant interviews of any kind for either the print, electronic or online media and be quoted on behalf of the Orion Tech’s management.

Social media

All employees shall be required to exercise care when utilizing social media in communicating. If and when a staff member is acting on their own behalf while using the social media, they must state categorically that their opinions are personal rather than the company’s. Employees intending to set up their online profiles on behalf of the company must seek approval from the office of the corporate affairs group.

Email

All Orion Tech’s staff members must exhibit the necessary email etiquette and best practice when writing or communicating through emails. This is imperative in preventing privacy breaches or reputational concerns for the company. For instance, it is good communication practice for the staff to re-read and recheck an email content before sending. Also, if a staff member has sent an email to the internal or external or audiences, they must dial the targeted recipient to confirm that the email has been delivered. Always, staff members are encouraged to use the email template that contains the appropriate disclaimer notice from the Orion Tech. amending this notice is strictly prohibited.

Internet and intranet

All Orion staff members are expected to use the internet in a sensible manner. Thus, they are advised to log information identifying their PCs whenever they visit websites. This is because any activity engaged through the internet is likely to impact the operations at the Orion Tech. employees are also discouraged from sharing their Orion Tech’s email address when using public websites for non-organizational purposes like online shopping or interactions.

Meetings

Orion Tech will use meetings including courtesy calls and other forms of meetings with staff members and company management to communicate with stakeholders. The company acknowledges the importance of meetings as a means of sharing and passing information to both its internal and external stakeholders. In this case, Orion Tech shall regulate meetings to make sure they adhere to the suitable communication practices.

Information important to organizational subgroups

As an information technology (IT) company, Orion Tech Inc. has sub units and departments at the head office while others are in other branches located in different parts of the US and Europe. Communication between different sub-units at Orion Tech whether within the headquarters or in the satellite branches shall be done through cell phones, email, video conferencing, and text messaging or any other means approved by the corporate affairs department head, MD, or CEO. Communication between leaders and units or departments is critical and must be done effectively.

Disclosure of confidential information

Essentially, Orion Tech is committed to ensuring accurate, reliable, and timely disclosure of its fundamental company information in a proper style. Nevertheless, revelation of any classified information is firmly prohibited as stipulated in Orion Tech’s Non-Disclosure and Confidentiality Agreement and signed by each employee upon assuming duty at the Orion Tech.

Personal opinion on public statements

Orion Tech members of staff must abstain from presenting personal opinion concerning Orion Tech’s issues as facts. Moreover, they should desist from making public statements of personal views about the company, its technology, markets, operations, and finances, and so on. Public statements may include but not limited to published articles, contribution to personal blogs, quotes given to media among others. Always, any public statements shall be required to get approval from the managing director or the chief executive officer.

References

Agarwal, S., & Garg, A. (2012). The importance of communication within organizations: A research on two hotels in Uttarakhand. IOSR Journal of Business and Management (IOSRJBM), 3(2), 40-49.

Cornelissen, J. (2008). Corporate communications: A guide to theory and practice. London: Sage.

Dolphin, R. R. (2005). Internal communications: Today’s strategic imperative. Journal of marketing communications, 11(3), 172-180.

Husain, Z. (2013). Effective communication brings successful organization change. The Business & Management Review, 3(2), 43-50.

Raupp, J., & Hoffjann, O. (2012). Understanding strategy in communication management. Journal of Communication Management, 16(2), 146-161.