Communication Plan & Protocol

FUTURE EXPANSION PLAN

1. Increase Staff  Capacity: Recruit additional staff to support growing administrative needs
2. Implement a Document Management System: Introduce a robust document management system to streamline document storage

COMMUNICATION PLAN

The proposed strategies for a comprehensive communication plan to manage communication within the various units under the Deputy Director, Administration and Operations, as well as with other departments are:

1. Establish Communication Channels and Protocols 
2. Define communication channels (e.g., email, instant messaging, video conferencing) for different types of communication (formal, informal, urgent, non-urgent).
3. Develop communication protocols and guidelines for each channel, including response times, message formatting, and appropriate use.
4. Ensure all staff members are aware of and trained on the communication channels and protocols.

      2.  Implement a Centralized Communication Platform 

1. Adopt a centralized communication platform (e.g., collaboration tools) to facilitate communication and information sharing within and across units.
2. Provide training and support to staff on the effective use of the platform.
3. Encourage the use of the platform for project coordination, document sharing, and knowledge management.

      3. Regular Meetings and Updates 

1. Schedule regular team meetings within each unit to discuss progress, challenges, and upcoming tasks.
2. Organize cross-functional meetings or workshops for units working on interdependent projects or initiatives.
3. Conduct weekly or bi-weekly updates with unit heads/coordinators to ensure alignment and communication flow.

4. Establish a Crisis Communication Plan 

1. Develop a crisis communication plan to manage communication during unexpected events, emergencies, or incidents.
2. Define communication protocols, roles, and responsibilities in crisis situations.
3. Identify key stakeholders and communication channels for crisis communication.

5. Implement a Feedback Mechanism 

1. Establish channels (e.g., surveys, suggestion boxes, town hall meetings) for staff and stakeholders to provide feedback and suggestions.
2. Regularly review and analyze feedback to identify areas for improvement in communication and operations.
3. Communicate actions taken based on feedback to foster transparency and trust

6. Communication Skills Development 

1. Provide training and development opportunities for staff to enhance their communication skills (e.g., written, verbal, presentation, active listening).
2. Encourage participation in internal and external communication-related workshops or seminars.
3. Foster a culture of open and effective communication through leadership support and recognition.

COMMUNICATION PROTOCOL
1.  Formal Communication

1. Email
2. Memoranda 
3. Letters

2. Informal Communication

1. Instant Messaging
2. Phone calls

3. Communication Channels

Newsletter: newsletter will be published regularly to share updates and information with the university community.

 INTERFACING AREAS WITH OTHER COMSIT UNITS:

 Collaborate with related units to ensure cohesive development and implementation strategies.

CONCLUSION

The Deputy Director, Administration and Operations, stands as the conductor, harmonizing the diverse talents and resources within the ICT Directorate. As the institution embarks on its digital transformation journey, the Deputy Director’s leadership and vision will be instrumental in orchestrating a harmonious convergence of technology, talent, and innovation. By embracing the strategies outlined in this blueprint, the Deputy Director will unlock new realms of efficiency, resilience, and digital eminence, positioning the institution as a trailblazer in the ever-evolving digital landscape.