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Tuesday, September 9, 2025

Process: HR Communications - COMPREHENSIVE POST ON COMMUNICATIONS

Providing outstanding amazing values through process clarity and improvement

Posted 9.9.2025

TO:     All

Thru   :  HR

cc:         GM Madel

What:   MORE EMPHASIS TRAINING ON COMMUNICATIONS

1.  OBJECTIVES:

       1. To speed up the pace;  remove hindrances and red tape

       2.  To  promote Principle #2, iet efficiency and effectiveness

       3.  To save time and money

Background:

1.  Communications is the channel by which strategy, thoughts and directions of top management are relayed to the troops;  it is also through which problems are made known upstairs.  Strategy and customer complaints melt down all policies and structures and as such improvisation and adjustments must be made quickly

2,   We are kept together by communications.  Communications is the glue that keep us together.  It is the means by which learning, vision is shared.  No communications;   no shared vision, strategy and learning

3.  In PLOCC, the acronym, the last C is communication.  Communication is an essential part of management.

4.  In our performance evaluation to emphasize its importance, 10 points is given to communication

5.  We subscribe to cp, to internet to promote communications.  We spend huge amount for cellphone and computers.  We blog, we do facebook groups to make sure that we are well understood.  We spend a lot of time doing these.   

6.  And what do we see:

      1.  Blog posts at communications are not read;    comments which are required of everyone are not made.;  some do not post the required posts in blog

      2.  Emails text messages are seldom if not answered.

      3.  Instructions are not well understood even at the highest level (as in the CMO one on one)

      4.  If they fail to understand, then there is non compliance which leads to insubordination, corruption as in the case of a southern SBU

      5.  We have angry customers;  we have employees who say they are demoralized.

      6.  Our sales and collection are falling\

WHAT TO DO NEXT?

1.  Communicate, communicate communicate:   call text email sbus daily the importance of communication

2.  Orient, train probies very well.

3.   Do am talk daily

4.  We have team building once a year;  or even quarterly

SUBJECT COMMUNICATIONS:   RRURAC TAKE UP IN AM TALK AGAIN
                reminder as we end the year and enter into a new one.

When do we say there is an effective communications?

Are we faithful to these?   Of thes how many are being observed?

We can be more compliant and more professional....

TO BE COPIED AND SUBMITTED BY ALL NEWBIES:

          1.  Jeffrey
          2.  Racquel
          3.  Irene
          4. Hans
          5. Mary Ann
          6. Marinella

Deadline:    December 29, 2019




FROM CODE OF ETHICS

F. Maintain Accurate Books and Records 

     The Company must maintain accurate and complete books and records which are critical to the Group's decision making process and compliance with external reporting, legal requirements and existing accounting standards. Every business transaction undertaken by HGMP  must be recorded correctly and in a timely manner in its corporate books and records, including gifts and hospitality extended to business partners.

     Reports must be submitted on time, and are to be accurate : must have been checked by the maker and a supervisor before passing.  All reports must be submitted as required.  The Company therefore expects you to be prompt, candid and accurate when providing information for these documents. You are specifically prohibited from making false or misleading entries in the corporate books and records. In particular, senior financial officers must endeavor to ensure that financial information included in the corporate books and records is correct and complete in all material respects; neither must errors put the company in bad light to the public and regulators

     Documents that are due to the customers are to handled accurately and promptly;  not doing so is a bad business practice that drives away customers and violates certain laws and may even be prosecuted criminally.

     Reporting to govt officers that need punctuality as that of SSS, Pag Ibig and BIR must be done promptly because delayed or non payment is not mere administrative over sight but criminal..


G. CLEAR  AND CONSTANT COMMUNICATION

           Communication is the key and foundation for company functioning and coordination. Without
      proper communication, the company operations can be dysfunctional and even paralyzed.

     The company has adopted communication policies in the hand book which must be complied with
      regarding cell phones and email.  All staff are enjoined to follow the lines of communications
      direct reports and to depend on formal lines of communications rather than hearsays...  If did not
      come from the superior or not in writing then it is not be believed.   Employees and staff are
      enjoined not to engage in social media diatribe and gossip grape vine...Employees who are
      distant in the sbu must report to the direct reports constantly and initiate such communication.

      All staff must READ REFLECT, UNDERSTAND REALIZE  ACT AND CHECK  all commu-
       nication posts and emails.     All staff must be reachable by their cellphone albeit personal and
       must respond when called even at home or off.

      All employees are enjoined to read the Community site as their bulletin board for announcements,
      read emails daily and respond ASAP.  Employees email accounts are that of the company, the
      pass word are to be kept in custody by the supervisors and HR.   All employees must keep
      accurate file of all communications memo and remember all of them to avoid work accidents
      and problems

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FROM OFFICE ETIQUETTE

B. ON OFFICE BEHAVIOR

   Do

  1.   Come to office early and regularly;  if you are a trainee, don't ever late or be          
         absent during the 5 months period for whatever reason. Your regularization depends on it

  2.  Wear clothes befitting office or corporate environment:  business suits for men and women;
        do not wear party dresses or dresses that are distractive (clothes that show too
        much flesh for women)  Better still adopt a uniform.

  3.  Wear ids;  trainees must be issued ID  promptly.  Even contractors must have ids. People dept
       must issue ID promptly:   to daily workers and contractors

  4.  Use office equipment:  cp, computer for business purposes only.  You can be
       fired if you are caught if you do otherwise.

  5. Use a planner.  Plan what you do and do what you plan.

6.  Promptly answer phone calls promptly within the first 3 rings;  answer text messages especially            from customers and bosses.

7.  Make it a habit to open emails DAILY and answer promptly;  open blogs and make                      comments PROMPTLY
8.  Use office supplies judiciously;  avoid wastage.

9.  CS:  promptly greet customers and attend to them;  we are all busy for the customer.

l0.  Wear clean clothes, take a bath daily wear light cologne and perfume;   avoid having bo.  Brush            your teeth;  avoid having bad breath.

11.  Take care of company properties especially  on inclement weather.  Avoid dropping or spilling food and drinks on cellphone and            laptops.

12.  Clean as you go. Clean your utensils if you eat in the office;  deodorize the office from smell of            the "ulam"

13.  Be concerned with the appearance of the office and the Holy Gardens site. Clean as you go.
        (CLAYGO) Magpulot ng kalat as you enter the premises:  park and office

14.  Improve yourself and the business daily.

l5.  Comply with 3ffb requests for daily reports;  do not go home without submitting the reports.

l6.  Comply with memo and letters text to you promptly

17.  Be serious;  avoid horseplays during working hours;  being boisterous betray lack of seriousness,
       and  lack of professionalism.

18.  DIN  (do it now);  finish your assigned work fast without fuss. 

 19  For those who  are in marketing and sales, go home IF YOU HAVE CLOSED SALES

 20. For those who have deliverables,  go home unless you have finished your work and filed your report

DONT

1.  Be late or absent;  if you are absent, do not text your excuse slip.  If you are absent without LOA
     you are AWOL.  If you are sick show us your medical certificate.  

2.  Have Body Odor (BO) or Bad Breath (BB)

3.  Gossip or use company time to watch yahoo news or you tube or fb your friends

4.  Submit haphazard or incomplete work with wrong spelling wrong totals or difference, product,
     computation
5.  Be indifferent  -   answer telephone  calls or text messages promptly.   Erase or delete excess sms
     so that all messages are received.    Be sure the ring tones are on.

6.  Text with SUN to non sun network   learn to use their unli or their adds to postpaid;  or use the company cell for personal use.

7.  Use facebook for personal use.  we are monitoring your browser and facebook.  Some trainees are very active at fb;  sales are nil;

8.  Fail to submit book reports or internet research.  Many materials are posted at the HolyGardens
     Communications

9.  Fail to open your email or blogs at least once a day.   Fail to answer them...and

10 .  Develop bad habits;  or copy such from the old timers.  (Dinatnan ko na yan)

11.  Listen to what to whining of old or past employees;  you will not get better.

12,  Fail to meet deadlines.

13.  Offer alibis when talked to;   be good in alibis

14.  Be unclear in discussion;  be SMART.  (specific, measureable, achievable, realistic and time bound)



C. ON being assigned a company cell phone

Every employee is required to have a Sun or Globe cell for ease of communication;   every office has twin
sim cards.  The CP is issued to a particular employee through a Memorandum Receipt.    He/she
is in charge of the CP

     DO

l.  Be sure it is charged always;

2. Be sure the sun sim is in the cp.

3.  Answer the cp when it rings;

4. Answer the text.  ID yourself if you answer the text

5.  The cp reverts to the one in charge if others use it.  Somebody is always in charge of the CP

6. If you are in marketing make your self available for text and calls 24/7.  If you cant do it, you are     not meant for marketing.

7. When answering the text:  copy the old text and reply to this. No just copy or acknowledge. Tell
    what you are going to do with the text instruction:   WTDN


8.  No jojemon or cursing on the text.  No badmouthing others on the text.  No gossip on the text

9  .  Take care of the company cp. Avoid abusing dropping or scratching the cp.  The CP is entrusted to an individual.  However, it is to be left at the office when someone, the holder goes out.  That is why we require individual cp.

If the cp is in disrepair for any reason whatsoever, have it promptly repaired.  Replace the battery if discharges rapidly.  So that it will last long, charge it only if it is fully discharged.

What shall we do to make sure you read this?

D. Communication 

Verbal:

l.  Speak clearly and slowly.

2.  Pay attention to the one speaking. Avoid interrupting.

3.  Clarify/ask questions if you did not understand;

4.  Speak in moderate volume;  avoid speaking in whisper.

5.  Look to the other party, if possible in the eye when he speaks.

6.  Focus, pay attention, respect the one speaking

7.  Avoid cursing the other party;   be calm and composed even if indeed he/she is irritating all ready.

8.   Steps:

      l.  Tell what is to be done

     2.  Explain the process, or give example regarding the topic.

     3.  Tell what you told them

     4.  Repeat the process if necessary

9.  Take down notes;  summarize what was discussed;   if asked for minutes submit promptly.  Give written hard copies to others who were in the meeting.

10.  Avoid obtuse and unclear statements.  Be clear and specific.  Go direct to the p;oint.

ll.  Be honest:   state that you will check the facts if you are not sure;   avoid lying.

12,  Be always prepared that you will be asked for reports/data on your work.  Remember your latest facts/data.

E. In  a meeting:

1.  Start and end the meeting promptly;

2.  Make sure only those concerned with the agenda are in the meeting

3.  Go direct to the point.  Talk about the agenda.  Be sure you have an agenda for the meeting;.

4.  Be on the agenda;  focus on the agenda

5   Focus on the meeting;  avoid doing other things on the meeting;  avoid taking calls or being
interrupted on the meeting.  Promise to go back to the caller in case your cp rang.

6.  Take notes;   review notes as you implement the contents of the meeting.

7.  Give feedback on your progress.

8.  No cps inside the conference/meeting room


F.   Written communication

      This involves writing memo/sms.

l.  Use grammatically correct English;  no jojemon or avoid  street abbreviation.  Do the same if you are making posts on the FB pages;

2.  Use the normal format in a letter or memo when making an email or responding to one.

3.  KISS:   keep memos clear short and specific:  KEEP IT SHORT AND SPECIFIC

4.  Use the GROW format: A good memo must contain:

           Goal -      Objectives
           Reality  -  Background
           Options -  Alternative Courses of Action
           What -   to do next. Action plans specifying 5W and IH.

4.   Check your spelling.  This blog  for example has spell write;  it underlines words that are not               spelled Right

5.  If you use all caps in email, it is a shout.  It means you are angry.

6.  Be polite in text or email (assume the one you are texting or emailing is an honorable person)               Show respect by using sir or mam.

7.  Answer text or email promptly.  Acknowledge all emails. or text.  This shows you are a civilized person, a professional  and know what he/she is doing. Apologize if you replied late.


8.  Identify yourself in an email or SMS  This is very common omission.

9.  Follow up your email:  text or call that you sent an email or you posted on the blog.  Ask for comments.

10.  If you read the blog, acknowledge and write a comment.  You will increase your learning and your writing ability when you comment. 

Please read and comply.


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From the EMPLOYEES HANDBOOK

COMMUNICATION
                    It means commonality (COMMU)                        

a. The perception of words as related to  experience must be common.        
                
b. It binds together a group of people as one. – speaking one language with  
              same connotation.
       c. It connotes shared knowledge and vision                         
       d. It means UNITY too.
                    
  Definition:
          1.  It is stimulus - response

       a. It involves a sender and responder – note:  responder is somebody  who ACTS / REACTS


       b. It involves feedback. (We fail here often.)

       c.  Results/outputs of communication -  learning and action

             Verify

            1.  Thus in military, the sender says verify. It is the duty of the receiver to                             repeat what order or communications he has listened to.
            2. It is the duty of the receiver to inform the sender the progress /result of 
                    stimulus

Engagement Process in Communication
1. Focus – Concentrate on the topic, no hindrances, announces house rules.
2. Attention – Presence on mind, mentally alert, pay attention.
3. Reverence – Show respect to our subordinates, patience and humility.


SOME COMMUNICATION MUSTS / PRACTICES:  (Often neglected disobeyed)


A.  Cellphones

a.  Keep it charged always – especially company cellphones;
b.  Visit a signal full place once a day to communicate with HO / SBU;
c.  Delete unnecessary messages to allow new message to come in / be registered.
d.  Limit text/call to official business.
e.  Have someone in-charge of the cellphone.
  f.  Respond to all OB (official business) text messages PROMPTLY!
     1.  If you have travel itinerary, inform HO / SBU wherever you are –text your location.  It is a  must in the travel permit, and it is good for security reason.
     2.  If you reach the destination, inform HO / SBU. If you are in your way back inform HO / SBU. Inform your boss the following:
         a.  Results                    
         b.  What transpired
   c.  File the necessary report / minutes as soon as you arrive at the HO / your office.
3.  Texting

   a.  Use correct English and correct spelling
   b.  Be clear on what you what you want to communicate to be done
   c.  Clarify to whom the message is intended to.

   d.  Texting can be a powerful tool for marketing ie text blast;
  e.  Use this well for birthday greetings and anniversaries  f.  Quotes are good way of showing that you care and connected with 
       customers
   g.  UNDERSTAND before replying. Try to answer all the concern in the text
                           h.  Identify yourself either as sender or receiver.
                           i .  Index the text message you are replying to to avoid misunderstanding
                           i.  Be specific to what to do with message 5W1H when action is requested. A                                       simple received by is a no no for instructions/problems.  
B.  INTERNET /  E-mail
          a.  Open e-mail once a day.
          b.  Acknowledge e-mail once a day.
          c.  Devote time  once a day to answer all e-mail.
          d.  Assign someone to be in-charge of e-mail who will attend to this chore daily
          e.  Disseminate e-mail to everyone.  Print and have them sign the hard copy
           f.  MOTIVATE everyone to follow contacts of e-mail.

               C.    Meeting 

If you have a meeting with a customer, inform him/her ahead of   time if you will be late.

1.  As soon as a meeting is over, write / type minutes, gives copies to attendees ASAP within twenty four (24) hours.
2.  Always end a meeting / conversation with:
                      a.  Summary / repetition in brief what was talked about
                      b.  5W 1H of what needs to be DONE / ACTION.
                      c.  Ask the listener / review to VERIFY
                      d.  Repeat if necessary if the listener didn't listen / get it!

         D. Speak, write, text CORRECT ENGLISH
1.  Read a book on word power, if you are weak here.
2.  Buy a book on spelling, grammar / correct English
3.  Read aloud news articles
4.  Watch and listen to English TV and radio programs.


             OTHER PRACTICES:
General principle: Always let the party – your boss, your customer, know whatever you are doing. Keep him INFORMED. To be forewarned is to be forearmed:

A.  BE PROACTIVE:
     Don't be followed up! It is degrading to be followed up in communication field.
       B.  Communication Process
1.    Input                               3.          Focus group discussion
2.    Reflection                      4.          Output

    Cs in Communication
     
      1.  Compliance -  conformance to the order/stimulus
2.  Conviction – Persuade (accept and belief)
3.  Commitment – Faith (put in your heart)
4. Conversion – Application (put in action)

ORGANIZATIONAL CHALLENGE
There are four organizational challenges that confront us and that needs to be tackled fast.
1. CLEAR COMMUNICATIONS
a. Head office and other initiatives must reach the last man in the field fast and deep- undistorted and unedited.
b. Communications must be acted upon ASAP.
c. There must be automatic feedback ASAP.
d. Follow through if needed ASAP.
2. LEADERSHIP CHALLENGE
a. People who are charged with leadership must lead by words and example. They must grow and own responsibilities. "GETTING LEADERS TO LEAD".
b. Passion – malasakit, love for the organization.
c. Alignment of the leaders, internalization.
d. Development of other leaders - "getting leaders to see:.
3. PEOPLE CONCERN
a. Hiring the best people;
b. Training others to be the best;
c. Retaining and motivating the trained and the best;
d. Filling our positions on time.
4. PRODUCTIVITY
a. Getting the people in sync with career path – i.e.  multi – skilled;
b. Getting people to subscribe to QUALITY principles and to work smarter;
c. Getting people to reality improve selves and work always;
d. Getting people to adapt world – class habits attitude.

What does our CCD says about non compliance with Communications Rule and Protocol

2.27  Refusing to follow verbal texted, written, or emailed orders assignments
      and tasks coming from superiors, or written assigned tasks 
       enumerated in administrative plans or job descriptions.  
       Or implement marketing, operational or marketing plans.                                           Class D

2.28   Misconduct with regards to communication

          1.  Failure to answer phone calls from internal and external                             
               customers promptly     Class B

          2.  Failure to answer or acknowledge text messages  and                       
               promptly                      Class B

         3.  Passing  wrong information and interpreting wrongly                                                                                     Class C

         4.  Engaging in fake news or gossip rather than work                                      
              communication delivered verbally or in writing to sbus    Class C

              Beware for those who dont pay attention to gmails about non communications

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