SayPro Internal Communication Flow Template

Strategic Continuity Communication and Escalation Structure

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Section 1: General Details

• Department Name: ____________________________________
• Prepared By: ________________________________________
• Date of Last Update: _________________________________
• Version: ____________________________________________

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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

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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

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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

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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

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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

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Section 7: Review and Updates

Reviewed By	Position	Date Reviewed	Notes/Changes

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Sign-Off

Name	Role/Department	Signature	Date

SayPro

Internal Communication Flow Template

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1. Purpose

Define the objective of the internal communication flow, such as ensuring timely and effective information sharing across departments.

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2. Communication Channels

Channel Type	Description	Usage Frequency	Responsible Party
Email	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

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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.)

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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

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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

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6. Feedback Mechanisms

• Surveys and polls
• Team meetings and briefings
• Anonymous suggestion boxes
• Direct emails to Communications Team

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7. Review and Improvement

State how often the communication flow will be reviewed and improved based on feedback and organizational changes.

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Prepared By: ________________________
Date: ________________________
Approved By: ________________________
Date: ________________________