Communicating to Field Office Employees
Communicating policies to employees are important. Not every policy demands a specific delivery, as different messages are needed for different stakeholders (Limited, 2005, p. xx). Effective communication enables the changes that are to be implemented on employees and ensures everyone is of the same accord. Reality Media Services, an acquired digital media & video production firm are the main target for this policy. Key points to communicating this new policy effectively are defining the key message, choosing an influence style, and making the stakeholders feel responsible for the protection of risk.
RMS is currently a separate entity. It is important to make sure the 5 employees under RMS understand that they still are under Red clay renovations central management as they are an IT related resource. It is suggested that the employees know that a new policy for social media is in the works. This gives the employees foresight and relieves the tension of the delivery of a new policy (Hesse, 2016). Employees tend to take news they were warned about better. When communicating the policy to the staff it is imperative to use common English and avoid IT jargon (Limited, 2005, p. xx). Explaining the objectives of the policy and the benefits of upholding the policy are great ways to assist with understanding the reason for the policy.Some influencing styles are asserting, persuading, bridging, and attracting (Limited, 2005, p. xx). In the communication of this policy, bridging is the best approach. Bridging includes breaking down technical barriers and encouraging shared responsibility for IT outcomes. This also means the CISO should listen for feedback from the RMS section. This involves the employee in the policy and encourages employee buy-in (Hesse, 2016). The influencing strategy should assist in making the staff members feel responsible for safeguarding the potential risk they face.
Face-to-face briefing with a Q&A portion may be more suitable for this type of policy introduction. Face-to-face communication gives the presenter a better sense of how the staff is accepting and understanding the new policy (Free-Management, 2016). This also allows for a question and answer session, which will clarify any questions the staff may have. The implementation should also be accompanied with an electronic format that allows signing (email distribution), or distribution of printed copies that allow the employees to sign. By signing and acknowledging the policy they are allowing nonrepudiation.
Security policies are one of many tools used to ensure the well being of an organization’s people, assets, locations, brand, and reputation. One of the biggest challenges in implementing security is communication or miscommunication. Defining obligations and objectives (key message) clearly is a key to communicating policy to staff. Avoiding unfamiliar jargon and using common English are very helpful as well (Limited, 2005, p. xx). The delivery method of the policy depends upon the type of audience. In this case, a face-to-face introduction with a question and answer segment is conducive to getting a clear understanding and building a bridge. Accompanying the face-to-face delivery with some form of nonrepudiation make the staff realize they are responsible for the policy as well.
Free-Management. (2016, November 24). Advantages of Face to Face Communication. Retrieved from http://www.free-management-ebooks.com/news/the-advantages-of-face-to-face-communication/
Hesse, A. (2016, November 11). How to Communicate Policies and Procedures to Staff. Retrieved from https://clearhrconsulting.com/blog/hr-smalltalk/how-to-communicate-policies-and-procedures/
Limited, N. C. (2005). IT Governance: Developing a Successful Governance Strategy: A Best Practice Guide for Decision Makers in IT. Hoboken, NJ: Wiley-Blackwell.