Communications Policy - Planning Services

Policy Statement

All members of the Service will be kept fully informed about the key issues that affect their work. Key issues could include changes in the external environment, developments at institutional level or initiatives within the Professional Services. Staff will be encouraged to develop their own communication channels with Exeter and the outside world, express their views, offer their ideas on any aspect of their work, and also offer thoughts on how the University as a whole can improve to top 20.

Responsibilities

The Director of Planning Services has overall responsibility for ensuring that communication channels operate effectively within the Service. Line Managers are responsible for briefing their staff and for acting as a channel for feedback. All colleagues should contribute with their thoughts, and are responsible for helping information move quickly and effectively.

Formal Processes

Regular feedback from PSMG and other sources: regular cascade of information from VCEG and PSMG meetings (usually weekly in term-time) and of other information/data that are about issues of common concern. Updates on one-off issues will be made as/when;
Regular team meetings: regular meetings of each team will be held for planning tasks, and for discussion of key issues for that team. Issues for cross-service discussion (for Office heads meetings) would generally be raised here;
1:2:1 meetings: communications will take place almost constantly, but at least every three months each member of staff will have a 1:2:1 meeting with their line manager to plan work going forwards, to review performance against agreed objectives, to review/plan training and as an opportunity for colleagues to raise any issues;
Office heads meetings: there will be meetings, generally each month, of the Office Heads and the Director, to plan and co-ordinate the work of the Service as a whole and to discuss cross-Service issues;
Service meetings: a meeting of all the Service’s staff will be held each term and, additionally, there may be other meetings arranged from time to time for specific purposes.

Within those formal processes the emphasis will be on “open-doors” – i.e. encouraging open communications so that staff talk to colleagues in the Service, in other Services and Schools, and with regular visits/meetings etc across the University’s various buildings and campuses.

Colleagues will also want to make use of other networks, such as the Development Programme (organised by PS/Student Services), regular Speed Up-dating sessions, VC’s update talks etc for both giving and receiving information, and be active participants in external networks also via conferences, email lists and other means.

An e-mail list for the Service will be maintained and used for general or urgent communications by all staff.

October 2006