Communication Tools
a. Email
Email is the preferred channel for formal business communication.
Employees use email to communicate and share important information.
b. Instant Messaging and Communication Applications
Instant messaging and communication applications are used to support fast and real-time communication.
Employees use these tools to collaborate on projects, coordinate tasks and communicate efficiently.
c. Video Conferencing
Video conferencing tools are used for interactive meetings, presentations and remote training sessions.
Employees participate in remote meetings through these tools, enabling real-time visual communication and collaboration in an interactive environment.
Communication Timing
a. Prompt Response Times
Employees are expected to respond to incoming messages promptly.
Timely communication is essential for effective collaboration and the smooth progress of projects.
b. Communication During Working Hours
Business communication generally takes place during standard working hours.
Employees are expected to remain accessible and responsive throughout their working hours.
Meetings
a. Regular Meetings
The Company organises regular meetings to support coordination, information sharing and decision-making.
These may include project meetings, departmental meetings and management meetings.
b. Meeting Scheduling and Calendars
Meetings are planned in advance and conducted in accordance with the agreed schedule.
Meeting invitations and calendar appointments are sent to the relevant participants.
c. Meeting Records and Summaries
Meetings may be recorded, and key discussions, decisions and action items are summarised.
Recordings and summaries are made available to the relevant participants to ensure that important information is retained and accessible.
Meeting notes are finalised and stored in the “Base” system.
d. Meeting Rules
All participants are expected to comply with the established meeting rules.
These rules may include waiting for one’s turn to speak, ensuring that all participants have an opportunity to contribute and using the allocated time effectively.
Information Sharing
a. Central Information Repository
The Company provides a central information repository or intranet.
Documents, policies, instructions and other important information are stored and made accessible through this platform.
b. Working Groups and Collaboration Platforms
Employees use working groups and collaboration platforms to cooperate on projects.
Files, documents and relevant information are shared through these platforms in a controlled and organised manner.
