Communications policy
Introduction
Made2aid t/a Disability Expo recognises that consistent, effective and appropriate communications – both external and internal – are essential for Made2aid t/a Disability Expo achieve its aims, objectives and policies, and to its credibility. This document outlines the principles for managing communications, including a summary of key strands of communications, and the responsibilities of staff in relation to communications.
Scope
All staff should be aware of the policy. The aim of the Communications Policy is to reduce the risk to Made2aid of damaging or ineffective communication, and to ensure that all staff are aware of how communications are best conducted externally and internally, and who has responsibility for which aspects.
Definitions
External communications include all the messages and information that Made2aid t/a Disability Expo presents to different audiences, whether directly (through telephone calls, letters, e-mails, newsletters, marketing materials, social media channels, online and press releases) or indirectly through the media and word of mouth. They also include the messages and information given to visitors at Made2aid t/a Disability Expo, as well as to other stakeholders
Internal communications include all the messages and information (whether verbal or written) shared within Made2aid t/a Disability Expo, principally between staff members, but between Trustees and staff, and to and from management and staff. Internal communications include the information given to the staff of companies involved with Made2aid t/a Disability Expo projects, as well as to volunteers.
Statement of principles
The objective of the Communications Policy is to help Made2aid t/a Disability Expo achieve a better understanding of what it offers to the public to ensure that Made2aid t/a Disability Expo can undertake its arrangements for work as efficiently and effectively as possible, and to:
- Improve the clarity with which the values and identity of Made2aid t/a Disability Expo are understood.
- Promote transparent and open communication.
- Provide clear and well judged information at the most appropriate level of detail in relation to the needs of the reader or user.
The improvements and benefits which good communications should provide are:
- A greater likelihood of achieving Made2aid t/a Disability Expo’s aims, objectives and priorities.
- A more effective and purposeful ‘face’ to the world.
- A trusting working environment in which staff and associated workers and volunteers can locate the information they require.
- Providing everyone with the skills to be confident communicators.
General principles
- All communications are important and need to be considered carefully.
- External and internal communications form part of strategic and business planning, as well as project and team appraisals (including work with other organisations).
- Effective communications play a positive role in the day-to-day operations of Made2aid t/a Disability Expo, through the consideration of the content, and the audience for any particular message or information to be disseminated.
- Managers and staff at all levels have a responsibility to foster good communications internally and externally.
- Made2aid t/a Disability Expo fosters a culture which encourages transparency of communication, clarity of style and the sharing of best practice and expertise across Made2aid t/a Disability Expo.
Principles for managing external communications
Corporate and marketing communications should be considered as part of the wider perspective in which Made2aid t/a Disability Expo wishes to:
- Distribute high-quality information about its plans, projects and programmes of activity, ensuring that those who are influential for the future support of Made2aid t/a Disability Expo (whether from the press, government or in the academic world, or as private or corporate supporters, or as key opinion formers or volunteers) are well informed.
- Ensure that the visual identity of Made2aid t/a Disability Expo, as shown through all its print and digital communications, is clear, coherent and expresses Made2aid t/a Disability Expo’s key values.
- Have a beneficial dialogue with its audiences using research, feedback and social media channels to gain insights, answer queries and deliver key messages about Made2aid t/a Disability Expo’s work.
Principles for managing internal communications
Internal communications are based on active management across Made2aid t/a Disability Expo to ensure that:
- Staff and Trustees are informed of the most important information relating to the good management of Made2aid t/a Disability Expo (for example, beneficiary numbers, volunteer numbers, level of donations, press coverage and results on key performance indicators) on a regular basis.
- Regular exchanges through Microsoft Office applications, meetings and telephone calls are thoughtful, respectful, efficient and well disciplined.
- An informal exchange of information is encouraged through the Teams channels.
Responsibilities
Director
- The directors are responsible for helping to promote Made2aid t/a Disability Expo’s reputation through consistent external communication.
- The directors of Made2aid t/a Disability Expo are expected to be familiar with the programmes and activities of Made2aid t/a Disability Expo
- The directors seek opportunities to promote the interests of Made2aid t/a Disability Expo.
- The directors work to create an internal culture of open, honest, efficient and transparent communications.
Management team
- The Management team is responsible for ensuring that staff share information and knowledge through the best external and internal communications.
- Individual members of the management team ensure that their staff are thoughtful and consistent in their communications, and are aware of the principles and guidelines available for different aspects of their work.
Staff
All staff are responsible for maintaining good internal and external communications, for suggesting improvements wherever possible and for reporting breaches of the Policy.
Procedures
- Staff are guided in communications matters through their induction.
- Staff are guided in matters of internal and external communications by this policy, the staff handbook, the brand guidelines, the editorial style guide and by the social media policy.
- Made2aid t/a Disability Expo’s brand guidelines offer guidance on the principles and standards for external communication. Any materials using Made2aid t/a Disability Expo’s brand should be approved by the director of fundraising and communications.
Breach of the policy
Any actions taken by Made2aid t/a Disability staff which contravene the Communications Policy will be dealt with by a line manager or head of department. If it is a matter which threatens the reputation of Made2aid t/a Disability Expo, or creates severe disruption, then Made2aid t/a Disability Expo’s disciplinary code will be followed.