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SayPro Human Capital Communication Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP095

SayPro Human Capital Communication, Spokesperson and Communications Management Policies, Procedures, Processes, Templates, Documents and Forms

Document Code: SayProP095
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Marketing Officer (SayProCMR)

SayProP095-1 Purpose Statement by Neftaly Malatjie

To the Chairperson of SayPro, all SayPro Royal Committee Members, all SayPro Chiefs, all SayPro Human Capital

To the Communications Official also known as Neftaly Malatjie Spokesperson

Kgotso a ebe le lena

Congratulations on your appointment as my Spokesperson

As the Chief Executive of SayPro I am overwhelmed with the pressure to tick all the boxes and to complete all the to do lists. This thus created the need to introduce you and bring you onboard to assist me with fulfilling this obligation.

The purpose of this policy is to establish a consistent, professional, and centralized communication protocol across SayPro.

It outlines the responsibilities for official communication, designates spokespersons, and ensures all internal and external communication aligns with the SayPro brand, mission, and standards.

As my Spokesperson and Communications Division you have a mandate to strengthen how I communicate and promote the internal and external communication.

My message shall end here.

Neftaly Malatjie | CEO | SayPro

SayProP095-2 Scope

SayProP095- This policy applies to all SayPro Human Capital, Royal Directors, Officers, Committees, Royal, and any person or representative acting on behalf of SayPro in communicating with the public, stakeholders, or media.

SayProP095-3. Definitions

  • SayProP095-3-1 Spokesperson: An official individual (you) authorized to speak on behalf of SayPro to the media and external audiences.
  • SayProP095-3-2 Official Communication: Any written, verbal, or digital message that represents SayPro in an official capacity.
  • SayProP095-3-3 Internal Communication: Information exchanged within SayPro Human Capital, Teams, and Committees.
  • SayProP095-3-4 External Communication: Information disseminated to media, public, stakeholders, or other institutions outside SayPro.

SayProP095-4. Roles and Responsibilities

RoleResponsibility
SayProP095-4-1 Chief Executive OfficerFinal approval of all high-level public statements and media engagements.
SayProP095-4-2 SayPro Royal ChiefsSupervise communication within their portfolios and escalate official statements.
SayProP095-4-3 SayPro Spokesperson: Moses MnisiDeliver consistent, approved messaging to media, partners, and the public.
SayProP095-4-4 SayPro Human CapitalEnsure alignment with the communication policy and respond professionally.
SayProP095-4-5 SayPro Marketing RoyalDesign and disseminate branded content, press releases, and announcements.

SayProP095-5. SayPro Communication Categories

  • SayProP095-5-1 SayPro Internal Communication: Emails, notices, staff updates, policy memos, meetings.
  • SayProP095-5-1 External Communication: Press releases, public announcements, media interviews, social media posts, newsletters, classified posts, official website updates.

SayProP095-6. SayPro Spokesperson Designation

  • SayProP095-6-1 SayPro Chief Marketing Officer is the Primary SayPro Spokesperson.
  • SayProP095-6-2 SayPro Spokesperson Duties and Responsibilities as per SayProCMR-14
  • SayProP095-6-3 SayPro Marketing Manager is the Secondary SayPro Spokesperson
  • SayProP095-6-4 SayProCMR-14 is the Third SayPro Spokesperson
  • SayProP095-6-5 SayPro Deputy Chiefs and Royal Directors may speak on specific areas with prior approval.
  • SayProP095-6-6 SayPro Officers and other staff may not represent SayPro publicly without formal authorization.

SayProP095-7. SayPro Procedures for Communication

SayProP095-7-1 SayPro Internal Communication

  • SayProP095-7-1-1 Must be professional and respectful.
  • SayProP095-7-1-2 Shared via SayPro email, HR platforms, internal memos, or SayPro LMS.
  • SayProP095-7-1-3 SayPro Confidential information must remain secure.

SayProP095-7-2 SayPro External Communication

  • SayProP095-7-2-1 SayPro Spokesperson requires pre-approval from the SayPro CEO .
  • SayProP095-7-2-2 Follows SayPro media guidelines and uses official templates.
  • SayProP095-7-2-3 Press statements and interviews must be reviewed and documented.

SayProP095-8. SayPro Branding and Consistency

  • SayProP095-8-1 All communication must feature the SayPro Logo, colors, and brand tone.
  • SayProP095-8-2 Only SayPro-approved templates are allowed for letters, press releases, and announcements.
  • SayProP095-8-3 Website, LMS, Social Media, and documents must reflect uniform branding.

SayProP095-9. SayPro Crisis Communication

  • SayProP095-9-1 In events of emergencies, reputational issues, or sensitive matters, only the CEO or delegated spokesperson may respond.
  • SayProP095-9-2 All SayPro Human Capital must direct media or public queries to the Communications Unit.

SayProP095-10. SayPro Compliance

  • SayProP095-10-1 Violations of this policy may lead to disciplinary action.
  • SayProP095-10-2 SayPro complies with POPIA, GDPR, and all applicable data and communication legislation.
  • SayProP095-10-3 Unauthorised disclosure or misrepresentation may result in revocation of communication privileges.

SayProP095-11. SayPro Templates and Documents

  • SayProP095-11-1 SayPro Press Release Template
  • SayProP095-11-2 SayPro Official Statement Template
  • SayProP095-11-3 SayPro Email Signature Template
  • SayProP095-11-4 SayPro Social Media Post Approval Form
  • SayProP095-11-5 SayPro Communication Tracking Sheet

SayProP095-12 Frequently Asked Questions (FAQs)

SayProP095-12-1 Who is allowed to speak on behalf of SayPro?
SayProP095-12-2 Only designated spokespersons or individuals with formal approval from the CEO.

SayProP095-12-3 Can an Officer issue a press release?
SayProP095-12-4 Only with approval from the Communications Unit and Royal Director.

SayProP095-12-5 What platform is used for internal communications?
SayProP095-12-6 SayPro uses internal email, LMS, and other designated digital platforms.

SayProP095-12-7 How do I get approval to post on social media?
SayProP095-12-8 Complete a Social Media Post Approval Form and submit it to the Communications Unit.

SayProP095-12-9 What happens if someone breaches this policy?
SayProP095-12-10 Disciplinary action may be taken, including revoking communication rights.

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