Something new is going to start happening!
Or, something that has been happening is happening in a new way!
OR, something that has been happening is going to STOP happening!
Great, now you just need to make sure that this new or updated information is communicated to everyone who needs to know it in a way that makes it easy for them to understand and use the information in such a way that guarantees their success in this endeavor. No big deal.
We’ve got a tool for that, it’s called: The Practice, Policy, and Guideline Communications Policy.
Practice, Policy, and Guideline (PPG)
Overview & Intention
This outline has been created for our ever-evolving quest for more clarity and ease within Nossa Familia. This outline exists to help aid the transmission of new information to all people who are affected by it.
You know how awesome it is to be in-the-know about what is going on, and how unpleasant it is to be surprised by changes that affect your job. So, let’s do better together and use this outline to achieve COMPLETE COMMUNICATION CLARITY (!!).
It’s a big goal, but I think we can do it.
New & Updated Company-Wide Practices, Policies, & Guidelines (PPG’s) will be communicated using the following guidelines for operational ease across the organization:
All new & updated PPG’s are sent to staff email accounts before the date that the new PPG takes effect.
Each PPG will have an Owner that is available to answer questions or concerns about the policy once it has been communicated. Owners will be listed in the email communication as well as on any new documents outlining the PPG.
Managers will receive new and updated PPGs from company executives, administrative staff, as well as other managers, and are accountable for:
Understanding the new or updated PPG.
If there is uncertainty, questions should be sent to the owner ASAP.
Communicating the new or updated information to their Direct Reports.
Make sure direct reports are informed in a timely manner and that they understand how this impacts them, what they need to do, and they WHY behind the PPG.
If the WHY is uknown, find out what it is before you communicate.
Implementing and upholding the new PPG within their area of responsibility.
All communications will follow this format:
Sent via Email to:
Executive & Administrative staff
All relevant Managers
Potentially all impacted employees (at senders discretion)
Employees are informed by their manager through team communication channels (meetings, slack channels, one on ones, and emails) regardless of their inclusion in this initial email to managers.
Copy and paste this template when generating emails about new and updated PPG’s.
Please feel free to add in your own personality, humor, and care when sending.
Do not leave out any practical details.
[TEAM OR MANAGER NAME],
You are receiving this email because there [is a new / has been an update to an existing] Policy, Practice, or Guideline that affects your role or responsibilities within the company.
[Name of New/Updated PPG - Linked to drive Document or other document that gives more information if needed.}
[BASIC OUTLINE OF PPG -- ]
The WHY: What goodness and well-being does this policy support?
Policy Effective : xx/xx/xx
Policy Owned by [OWNER NAME]
If you have questions please contact [OWNERNAME]@nossacoffee.com
LOCATION (POSSIBLE LINK IF THERE IS ADDITIONAL INFORMATION OR A DOCUMENT TO LINK TO. THE POLICY MIGHT ALSO LIVE IN THE BREAKROOM, OR ANOTHER PHYSICAL LOCATION, NOTE THAT LOCATION HERE.)
What you are accountable for:
Understanding this PPG.
If there is uncertainty, questions should be sent to the PPG owner ASAP.
Communicating the new or updated information to your Direct Reports.
Make sure they are informed promptly and that they understand how this impacts them, what they need to do, and they “Why” behind the PPG.
Implementing and upholding the new PPG within your area of responsibility.