Assignment 2 Required: Developing Communications

Assignment 2 Required Assignment 1—Developing Communications Policy

In this assignment, you will prepare a communications policy for a company that you are familiar with or a fictitious company you create. The communications policy will map the type of communications messages (e.g., organizational or strategic changes, procedural changes, information important to organizational subgroups, confidential information, unwelcome information, etc.). Using the module readings and the Argosy University online library resources, research requirements of and methods of creating communications policy documents. Create a communications policy document that covers the following: Identify the audience Describe the media (including social media) to be used List and explain the appropriate approvals required Explain the tools and tactics to be used.

In developing your plan, you should utilize at least five peer-reviewed articles in addition to the readings from the textbook and online resources.

Write a 6–7-page paper in Word format. Apply APA standards to citation of sources. Use the following file naming convention: LastnameFirstInitial_M3_A2.doc.

Paper For Above instruction

The development of a comprehensive communications policy is essential for ensuring effective and coordinated information dissemination within an organization. This paper outlines a detailed communications policy tailored for a fictitious company, focusing on different types of messages, the suitable media channels—including social media—the necessary approvals, tools, and tactics to ensure clarity, consistency, and compliance.

Introduction

Effective communication is pivotal in shaping organizational culture, supporting strategic goals, and managing change processes (Virk & Malik, 2020). A well-crafted communications policy provides a structured approach to delivering messages across various internal and external channels. It ensures that messaging aligns with organizational objectives, complies with legal and ethical standards, and reaches designated audiences appropriately (Fitzgerald & Schutte, 2016). This paper develops such a policy, emphasizing different message types, media usage, approval procedures, and communication tools, supported by scholarly sources.

Types of Communications Messages and Audience Identification

The policy categorizes communication messages into five primary types: organizational or strategic changes, procedural updates, information relevant to specific organizational subgroups, confidential information, and unwelcome or sensitive communications. Each category demands a tailored approach to ensure clarity and appropriateness (Wilson & Walsham, 2021).

For instance, communication about strategic shifts targets senior management and aligns with corporate vision. Procedural updates are directed toward operational staff, ensuring clarity on new policies or processes. Confidential information requires restricted dissemination to authorized personnel, safeguarding organizational privacy and legal compliance (Luo et al., 2019). Recognizing the target audience for each message type ensures that communication is relevant and accessible, enhancing engagement and effectiveness.

Media and Communication Channels

The communication policy specifies diverse media channels, including traditional channels such as email, company intranet, and face-to-face meetings, as well as digital and social media platforms like corporate blogs, LinkedIn, Twitter, and collaboration tools like Slack. The choice of media depends on the nature of the message and the intended audience (Kapoor & Li, 2022).

For example, strategic announcements are often best delivered through formal emails or town hall presentations, while quick updates or collaborative tasks may leverage instant messaging tools. Social media channels are crucial for external communication and brand management, particularly when engaging with customers or the wider community (Kim & Kim, 2019). The policy emphasizes selecting the appropriate media based on message sensitivity, audience preferences, and organizational goals.

Approval Processes

Ensuring that communications are accurate, appropriate, and compliant involves a clear approval hierarchy. The policy mandates that messages of high importance—such as strategic or confidential information—must be reviewed by senior management, legal, and communications departments before dissemination (Peterson et al., 2020). Procedural updates and routine messages may require only departmental approval. The approval process minimizes risks such as misinformation, legal infractions, or reputational damage (Harvard Business Review, 2021).

Procedurally, a communication request form and review checklist are implemented to streamline approval workflows. The policy underscores accountability and traceability, ensuring that all messages undergo proper vetting before release.

Tools and Tactics for Effective Communication

Leveraging the right tools and tactics enhances message clarity, engagement, and retention. The policy encourages using multimedia content—videos, infographics, and interactive elements—to cater to diverse learning styles and message complexities (Nothhaft et al., 2018). Tactics include establishing regular communication schedules, using storytelling techniques, and incorporating feedback mechanisms such as surveys or Q&A sessions.

Technology supports these tactics through platforms like Microsoft Teams or Zoom for virtual meetings, internal newsletters for updates, and social media management tools for external engagement. The policy also advocates training employees in communication best practices, including cultural sensitivity, message framing, and crisis communication preparedness.

Legal and Ethical Considerations

The policy aligns with legal requirements and ethical standards, such as confidentiality agreements, data privacy regulations, and truthful reporting (Zhang & Luo, 2020). Ethical communication practices emphasize transparency, respect, and consistency to foster organizational trust and credibility (Miller et al., 2019).

Conclusion

A comprehensive communications policy serves as a blueprint for consistent, effective, and ethical messaging within an organization. By clearly defining message types, audience segmentation, media channels, approval processes, and communication tactics, organizations can enhance internal cohesion and external brand reputation. Implementing the framework supported by scholarly research ensures that the policy adapts to evolving communication landscapes and organizational needs.

References

• Fitzgerald, M., & Schutte, C. (2016). The role of communication policies in organizational effectiveness. Journal of Business Communication, 53(4), 445-462.
• Harvard Business Review. (2021). Building Effective Communication Strategies. Harvard Business School Publishing.
• Kapur, S., & Li, Y. (2022). Social media and organizational communication: Strategies and best practices. Journal of Digital Marketing, 7(1), 23-35.
• Kim, M., & Kim, O. (2019). Social media for corporate reputation management. Public Relations Review, 45(2), 101722.
• Luo, Y., Wang, W., & Guo, H. (2019). Confidentiality and legal considerations in organizational communication. Journal of Business Ethics, 154(3), 701–719.
• Miller, A., Taylor, J., & Singh, P. (2019). Ethical principles in corporate communication. Journal of Communication Management, 23(4), 362-378.
• Nothhaft, H., Zink, S., & Geus, D. (2018). Visual communication and multimedia tools in corporate messaging. Journal of Business & Industrial Marketing, 33(6), 786-793.
• Peterson, R., Sweeney, T., & Walsh, J. (2020). Approvals and compliance in organizational communication. International Journal of Business Communication, 57(2), 179-196.
• Virk, S., & Malik, N. (2020). Strategic communication in organizational change management. Journal of Organizational Change Management, 33(7), 1071-1090.
• Wilson, D., & Walsham, G. (2021). Managing internal communication within organizations. Journal of Internal Communication, 64(3), 221-236.