COMMUNICATIONS Policy and Procedure

UPDATED JANUARY 2021

1.       Policy Statement

1.1   As devout followers of Islam, we at the Messengers of Peace Academy understand the importance of dealing with each other in the best of manners. Respecting and honouring our brothers in sisters in Islam. We take the issue of good communications very seriously and understand its importance in providing a good, wholesome and productive working environment.

1.2  It is mandatory that each employee in this organization show maximum respect to every other person within the organization and other contacts in a business context. The purpose of communication should be to help others and to make the Messengers of Peace Academy  run as effectively as possible, thereby gaining the respect of our colleagues and customers.

2.       Principles

All communications within the Messengers of Peace Academy should:

2.1      Keep each member of staff informed.

2.2     Use jargon free, plain English that is easily understood by all.

2.3     Be actioned within a reasonable time.

2.4     Use the methods of communication most effective and appropriate to the context, message and audience.

2.5     Ensure that staff and volunteers are fully informed of all relevant activities to enable them to be as effective as possible in their role.

2.6     Take account all relevant organisation policies.

2.7     Be compatible with our core values as an Islamic organisation.

2.8     Courtesy, friendliness, and a spirit of helpfulness are important and guide the organisation’s dealings with employees and students.

2.9     Differences of opinion should be handled privately and discreetly. Gossip and backbiting are to be avoided. Communicate directly with the person or persons involved to resolve differences.

Hudhaifah (may Allah be pleased with him) narrated that the Messenger of Allah (May God bless him and grant him peace) said:

“A backbiter will not enter Paradise.” Agreed upon.

2.10   Constructive criticism — that which will improve the organisation by clarifying or instructing — should be welcomed when delivered with respect and tact. Destructive criticism — that which is designed to harm organisation or another person — is not to be practiced.

3.       Procedure

3.1    Responsibility:

Senior leadership

3.1.1    To ensure information is made available to staff in a timely manner and via appropriate channels.

3.1.2    To ensure that staff have the relevant information available to communicate with colleagues effectively.

3.1.3    To maintain open channels of two-way communication and to listen to feedback and comments from all staff.

3.1.4    To keep managers informed of developments and concerns.

All staff

3.1.5 To communicate regularly with each other to ensure information is available and understood within the context of the working environment.

3.1.6 To ensure they are informed and have access to information in order to be as effective as possible in their role and to support their work within the organisation.

3.2    Timelines

3.2.1    All emails should be responded to within 24 hours of receiving it. If you are not able to give a response within that time, an email must be sent informing the sender that you are unable to respond and the reason why.

Example:

Assalamu alaykum

Thank you for your email. Unfortunately I do not have the requested information as Bilal is out of the office and he has been dealing with that issue. I have sent him an email regarding this for him to respond to when he is back in the office on Monday. I will update you on Monday by 5pm in sha Allah.

Kind Regards

3.2.2    At least 3 working days must be given for task requests. It makes things difficult for your colleague if you request a task within a short period of time, especially if they have a large workload already. If you require urgent assistance then it is down to that person’s discretion / ability to do that. Taking into account the nature of the task and the time involved etc.

3.2.3    If you will be late completing a task then an email should be sent before the task deadline, informing your colleagues why you will be late. Common courtesy says that your colleague should not be expected to email you asking you why the task has not been completed, if you are the one who is late.

3.3    Failure to Comply

Due to the important nature of this policy, failure to comply could result in a formal warning or for persistent failure to comply, dismissal.