A very few organizations follow the Best HR practices of " Open Communication" within the organization. It is an extremely strapping tool for management and HR to get the genuine information without any stumbling block .This means, everybody will know that if any wrong doing will be occurred with anyone then one can blow the whistle. It creates a strong check & balance on information's authenticity as well i.e. in conventional corporate culture , some person is liable from the different departments to provide the real inside story to the management or HR , usually they manipulate the information for their own interest or to promote somebody else's interest, this thing would have been eliminate by opting Open Communication policies. Following are the ways through which one organization can built a strong open communication channels;
1 ) Suggestion Boxes :
Plant a transparent Suggestion boxes specially at reception area/ front desk for customers , near washrooms & lock Rooms, make a mechanism to check the suggestion box once in a week and make sure to employees that anything , anything you have in your mind , just share. It is not necessary that suggestor should identify him/herself , one can keep his/her identity confidential.
2 ) Grievance Policy :
Complaint in written form became a grievance , established a grievance framework within your organization , Encourage employees that they should resolve their differences and complaints at their departmental level , involve their supervisor to get resolve the things but if it doesn’t work then they have a right to raise a Grievance against any wrong doing.
3 ) Open Door Policy :
Every manager's door is open to every employee even CEOs room is open. If your suggestion didn’t notice , if your grievance didn’t get the justice, then you can raised your grievance in Open door policy with CEO . It diminished the bureaucratic environment for the organization and increase the flow of real information on the ground .
4 ) Tell The CEO Program:
Start the Tell The CEO Program on monthly basis for unique ideas to flourish business , the ideas which didn’t get wed by your supervisor due to any reason , You can share those ideas with CEO, get reward high to all unique and short listed ideas on monthly basis in a shape of ceremony headed by CEO him/her self.
5 ) Exit Interviews :
Ensure that every separated employee must be gone through in exit interview, It is the information which you can get only separated employee not from your current employee.
6 ) Set up an Open Communication Committee:
To avoid biasness from the environment set up a Open Communication Committee comprises on junior & senior employee from different departments , elected for a Quarter by Sr. Management throughout organization.
7 ) 24/7 Dedicated Phone Service for resolve your Complaints And record your suggestions:
If any area of your work is causing you concern, you have the responsibility to address your concern with a manager. Whether you have a problem, a complaint, a suggestion, or an observation, phone service is there to hear from you. By listening to you, the company is able to improve, to address complaints, and to foster employee understanding of the rationale for practices, processes, and decisions
The purpose of our open Communication Ways is to encourage open communication, feedback, and discussion about any matter of importance to an employee, means that employees are free to talk with any manager at any time. Following are the Outcomes which can be derived from open communication.
· Increase the motivation and trust .
· reduce the Grievances
· Strong check & balance on everybody.
· Reduce the Favoritism form the organization.
· Everybody knows his right to confront on wrong doing.
By : Syed Shahzad Ali
HR Expert in Pakistan
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