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SayPro Internal Communication Flow Template
SayPro Internal Communication Flow Template
Strategic Continuity Communication and Escalation Structure
Section 1: General Details
- Department Name: ____________________________________
- Prepared By: ________________________________________
- Date of Last Update: _________________________________
- Version: ____________________________________________
Section 2: Communication Objectives
- ☐ Ensure timely and accurate information sharing across SayPro teams
- ☐ Facilitate real-time updates during disruptions or crises
- ☐ Confirm staff roles, responsibilities, and information sources
- ☐ Prevent misinformation and communication breakdowns
Section 3: Communication Hierarchy
| Role/Position | Receives From | Sends To | Method of Communication | Timing (Frequency or Trigger) |
|---|---|---|---|---|
| CEO | Operations Royalty | Strategic Planning Office | Email, Call | Daily during crisis |
| Operations Royalty | Strategic Planning Office | Department Heads | Email, MS Teams, WhatsApp | Immediate upon update |
| Department Heads | Operations Royalty | Team Leads / All Department Staff | Email, Verbal Briefing, Noticeboard | Within 1 hour of receiving notice |
| Team Leads | Department Heads | Assigned Teams/Staff Members | WhatsApp, Team Meetings | As needed / daily |
| IT & Security Officers | Strategic Planning Office | All users, Tech Vendors | System Notices, Email Alerts | Triggered by IT events |
| HR | Strategic Planning / CEO | All Staff | Email, HR Portal | Weekly / triggered by staffing updates |
Section 4: Communication Channels & Tools
| Platform/Tool | Purpose | Owner | Access Level |
|---|---|---|---|
| SayPro Intranet | Centralized internal updates | Strategic Planning | All Staff |
| WhatsApp Groups | Emergency alerts, quick notices | Department Heads | Designated Staff |
| Microsoft Teams | Meetings, briefings | IT | Staff with email access |
| SayPro Email System | Formal communication | All Departments | All Staff |
| Physical Noticeboard | Back-up in case of tech failures | Facilities | On-site Staff |
Section 5: Escalation Procedures
| Trigger Event | Escalation Level | To Whom | Action Timeline |
|---|---|---|---|
| Data breach or system failure | High | IT Security, COO | Within 30 minutes |
| Physical safety issue (fire, flood) | Critical | Operations Royalty | Immediate |
| Program disruption (partner/vendor) | Medium | Strategic Planning | Within 1 hour |
| Staff unavailability affecting services | Medium | HR | Within 4 hours |
| Misinformation circulating internally | High | Communications Officer | Immediate |
Section 6: Documentation & Acknowledgment
- ☐ All departmental staff have received a copy of this flow
- ☐ Communication flow has been discussed in a briefing
- ☐ Feedback mechanisms are in place to report breakdowns
Section 7: Review and Updates
| Reviewed By | Position | Date Reviewed | Notes/Changes |
|---|---|---|---|
Sign-Off
| Name | Role/Department | Signature | Date |
|---|
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