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SayPro Internal Communication Flow Template
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Internal Communication Flow Template
1. Purpose
Define the objective of the internal communication flow, such as ensuring timely and effective information sharing across departments.
2. Communication Channels
| Channel Type | Description | Usage Frequency | Responsible Party |
|---|---|---|---|
| Official memos and updates | Daily/As needed | Communications Team | |
| Instant Messaging (e.g., Teams, Slack) | Quick, informal messages | Daily | All Staff |
| Intranet | Central repository for documents | Continuous | IT Department |
| Meetings | Scheduled discussions | Weekly/Monthly | Department Heads |
| Notice Boards | Physical announcements | Weekly/As needed | Admin Office |
3. Communication Flow Diagram
(Insert or attach a diagram here illustrating how information moves from top management to departments, teams, and individuals, and how feedback is routed back.)
4. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| Senior Management | Approve and initiate major communications |
| Department Heads | Cascade information to teams |
| Communications Team | Draft, review, and disseminate messages |
| IT Department | Maintain communication platforms |
| Employees | Read and respond as required |
5. Communication Process Steps
| Step | Description | Responsible Party | Timeline |
|---|---|---|---|
| 1 | Identify communication need | Originating Department | As needed |
| 2 | Draft communication message | Communications Team | Within 2 business days |
| 3 | Review and approval | Senior Management | Within 1 business day |
| 4 | Disseminate message | Communications Team | Immediately after approval |
| 5 | Receive and collect feedback | Department Heads/Managers | Ongoing |
| 6 | Report communication effectiveness | Communications Team | Monthly |
6. Feedback Mechanisms
- Surveys and polls
- Team meetings and briefings
- Anonymous suggestion boxes
- Direct emails to Communications Team
7. Review and Improvement
State how often the communication flow will be reviewed and improved based on feedback and organizational changes.
Prepared By: ________________________
Date: ________________________
Approved By: ________________________
Date: ________________________
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