Internal Communications Management

This SOP outlines the process for managing internal communications within the organization, ensuring clear and effective communication across all teams.

Introduction

Purpose

To establish a systematic approach for managing internal communications, ensuring that all information is disseminated appropriately and effectively to all relevant parties.

Scope

This SOP applies to all departments and personnel involved in internal communications within the organization.

Definitions

• Mandatory Meetings: Meetings that all or specific teams are required to attend.

• Change Management: Communications regarding any major hardware/software/network changes or server updates.

• Team Updates: Regular updates or announcements specific to a team.

Responsibilities

• All Staff: Responsible for reading and responding to all relevant internal communications.

• Team Leads: Responsible for disseminating team-specific communications and updates.

• IT Team: Responsible for communicating any major hardware/software/network changes or server updates.

Procedure

Preparation

1. Identify Communication Type: Determine whether the communication is a mandatory meeting, change management, or a team update.

Execution

1. Determine Recipients: Use the communication decision tree to determine the appropriate recipients for the communication.

2. Send Communication: Send the communication via the appropriate channel (Discord). Email should only be used for external communications.

3. Discord Channels: Use the appropriate Discord channel when sending team-specific communications.

Completion

1. Response to Internal Communications: If an announcement is sent to the Discord channel, respond with a green checkmark to indicate that you have viewed the announcement.

Notes/Precautions

• Ensure all communications are clear, concise, and contain all necessary information.

• Respect the communication preferences of different teams and individuals.

• Regularly update Discord channels to ensure they include all relevant team members.

References

• Discord: For sending announcements and receiving responses.

Communication Decision Tree

1. Does it concern everyone?

   • YES: Announce the event/meeting/update in the #team-announcements channel in Discord.

   • NO: Send the communication to the appropriate team using the relevant Discord channel.