Part B Develop a company email policy

Based on your analysis of Tip Top Cleanings communication needs, you will have noted that emails are an important form of communication, both for internal as well as external communication.

You are to prepare a policy for the use of emails in the organisation, which covers the following areas:

Policy purpose and scope

Guidelines for appropriate and inappropriate use of company email

Guidelines for general content

Email etiquette and security

Your policy should be no longer than 400 words.

Submission requirements

At the end of this part, you must submit the following documents to your assessor:

Company email policy/ style guide

The policy is there for your reference :

Appendix A: Tip Top Cleaning Communications Policy Extract

1. Purpose

The purpose of this policy is to provide understanding and guidance for the appropriate use of communications tools by all Tip Top Cleaning employees and contractors while conducting company business.

2. Scope

The stakeholders affected by this policy include all Tip Top Cleaning employees, directors and contractors as well as customers and members of the general public.

This policy covers the following communication needs:

inform customers of services, initiatives, and other relevant company updates

ensure effective communication between work teams

provide essential information about work requirements, the organisation, and legislative changes to internal stakeholders and contractors

ensure accessibility for internal and external stakeholders

ensure transparency and accountability of decision-making processes

build organisational pride and morale through a positive image of the company

3. Policy

3.1 Communication channels

The following communication channels will be used for internal communications:

Email, phone and video conferencing tools for day to day to communication about work tasks

Enterprise communication tool Asana to track progress on projects

Face-to-face meetings or video conferencing for performance appraisals and updates from senior management

Emails and memos for organisation wide updates about the company, or regulatory requirements

The following communication channels will be used for external communications:

Website and social media channels (Facebook, Google Maps) to provide information about products and services to current and potential customers, and to conduct customer surveys

Email newsletters for service and product updates and news

Telephone, SMS and email for customer service related tasks such as managing bookings and customer feedback

3.2 Code of conduct in communication

Tip Top Cleaning will ensure that:

Communication is accessible for internal and external stakeholders, through:

use of easily accessible media (e.g. screen reader friendly website and newsletters)

use of clear and plain language in internal and external communication

use of language that is respectful to stakeholders who represent diverse cultures and personal identities