Communications Policy

 
BRRT Communications Policy 

Introduction

 

The Business Risk Round Table (BRRT) is a group of industry experts committed to guiding Financial Market Chief Executives and Executive Teams in improving Front, Middle and Back Office standards and exploiting best practices in achieving business advantage through superior leadership, sharing best practice and proposing solutions to challenges.

This document describes policies, procedures and monitoring arrangements are in place to support good internal and external communications.

PURPOSE AND AIMS


Maintaining good internal and external communications is very important this stage of the development of the BRRT Effective communication will help stakeholders to understand the BRRT mission, values, objectives, developments and issues.

Planned communication aims to:

  • provide stakeholders with timely information regarding matters of interest or concern to them;
  • ensure that Knights and Members are engaged on a regular basis in order to provide information, receive feedback and act on this as appropriate;
  • enhance the commitment of all Knights to contribute to Round Table Industry initiatives
  • build members awareness of the financial, economic, and environmental factors affecting the industry contributions of the BRRT;
    • raise awareness of the BRRT and its achievements;
    • promote and enhance the reputation of the BRRT; and
    • champion and facilitate the ethos of stakeholder involvement within the BRRT.
The BRRT has a culture of openness, and
  • There are regular private meetings to pass on information about current issues, initiatives, commercial opportunities, and to respond to queries and receive feedback.
  • The web site is updated regularly and is the principal channel of communications with the market place 

POLICY STATEMENT

 

BRRT is committed to the following clear communication principles for all stakeholders.

All communications activity will:
  • Be open and honest;
  • Be relevant, accurate, sensitive and timely;
  • Enable meaningful engagement with members and external stakeholders;
  • Reflect a commitment to use plain English;
  • Recognise the importance and value of engaging with industry participants across all disciplines and at all levels;
  • Reflect the principles of confidentiality, Data Protection and other relevant legislation.

 

 Policy Objectives

 Internal

  • To ensure that robust systems of communications are in place
  • To ensure that all members are kept aware of all BRRT activities
  • To ensure that all Knights & BRRT members are aware of
    • this Communications Policy.
    • different levels of internal communication security
    • the processes involved in external communication

External

  • To develop effective two way communications channels between the BRRT and all industry participants
  • To ensure timely communication of changes or BRRT developments
  • To build and maintain confidence in the quality of services provided by the BRRT
  • To develop and sustain positive relationships with key external interested parties.

 

 

ENSURING GOOD COMMUNICATION

 

 

The BRRT recognises that effective communication is critical to the achievement of its objectives.

Systems for communicating include the following:

  • External
    • Web Site
    • Social Media such as Linked‐In, and Twitter,
    • Presentations in seminars
    • Press Releases and Publications
    • Lobbying
  • Internal
    • e‐mail and Instant messaging,
    • Secure internal communications
    • Conference calls

 

INTERNAL COMMUNICATION

 
BRRT is committed to providing timely and appropriate information to members in order to:
 
  • Ensure members are aware of the BRRT:‐
    • Vision and corporate values
    • Objectives
    • Structure
    • Policies and procedures
    • Significant important alerts, risks or changes
  • Maintain and monitor formalised methods of communication such as:‐
    • Monthly Round Table Member Meetings
    • Adhoc member meetings,
    • Group E‐mails
    • Private internal document sharing – supporting team initiatives
 
The BRRT encourages members to raise issues of concern about member activity (whistle‐blowing).
 
Sometimes members may have concerns about things that might be happening such as unlawful conduct, or financial malpractice. The Whistle‐blowing Policy exists to help members or Knights to raise these concerns with any Knight as soon as possible.
 
 
 

EXTERNAL COMMUNICATION

 
The Round Table existence depends upon engaging with industry participants to:
 
  • Influence industry strategies and behaviours
  • assist members to create business opportunities for consultancy, training and change management
 
The Round Table will achieve this by:
 
  • The development of a Communication Strategy
  • Promoting a positive corporate identity.
  • Maintaining and monitoring methods of external communication such as:
    • Media relations
    • Website
    • Publications
    • Events
    • Public Liaison / Lobbying
    • Presentations
    • Direct and indirect personal contacts

 

ROLES AND RESPONSIBILITIES

 
Lead responsibility for the BRRT Communications Policy lies jointly with the Knights Responsibility for implementation, monitoring and review of this policy lies with the Social Media Committee
 
Knights
 
Knights have a responsibility to ensure that with regard to internal and external communication:
 
  • The Communication Policy and Operational Guidelines are implemented by members of his seat using the appropriate means.
  • There is timely and efficient dissemination of pertinent information to relevant individuals and or teams on the seat
  • Knight arranges a communications induction session for new members and each new member has access to a copy of this policy
  • All BRRT communication with the media must be conducted through the BRRT Communications Team.
  • The corporate identity of the BRRT is maintained and promoted at all times.

Members

There is a responsibility upon Knights to ensure that all members have an opportunity to participate in regular seat meetings.

Members are encouraged to attend and participate in these meetings.

At member meetings Knights should ensure that:
  • Members are advised of recent BRRT activities.
  • Relevant BRRT material is shared and discussed
  • New or revised BRRT initiatives are discussed and understood. This should include plans for personalisation – ideas suitable for one seat can be appropriate for other seats
  • Members are given the opportunity to respond and provide feedback. 
  • Knights will in turn process this information and present at Round Table meetings.
  • Everybody should be encouraged to identify opportunities for promoting, internally and externally, Round Table business.

 

 

Confidentiality and Disclosure of Information


There are two key tenets with relation to information that appear to conflict:

1. Information known to Knights and Member is commercially sensitive and has to be protected.
2. A fundamental requirement to the Round Table success is a free exchange of information
 
There can be conflicts of commercial interests between Knights, seats, and members. The aim of this policy is to encourage commercial activity without compromising the aims of the Round Table.

In order to have open, clear and comprehendible control of information, the BRRT has developed five levels of information

Public ‐ this information is in the public domain and distribution is unrestricted

Roundtable ‐ this information is commercially sensitive and is shared at the Round Table on the understanding that it is not distributed outside our organisation

Seat ‐ this information is normally privileged and confidential within the area of interest defined in a particular seat. The information is shared freely by members of that seat. It is standard practice that seat information is shared with other seats, when appropriate, only by Knights. Seat information is normally shared after the BRRT nondisclosure agreement has been signed.

Commercial ‐ any member of the BRRT may collaborate with others on a business initiative. Invited parties will share this information after a BRRT nondisclosure agreement has been signed.

Individual ‐ this information is always privileged and confidential. It is not usual that this information is shared within the context of the BRRT. An individual can share this information with other individuals, and can request that the BRRT nondisclosure agreement is signed.

The BRRT does not hold personal information and therefore is not registered under the provisions of the Data Protection Act. 
 



Communications Operational Guidelines

 

Introducing the communications team


The communications team provides specialist support and advice to members of the BRRT, recognising that effective communication is an integral part of any successful organisation.

The team members are:
               
John O’Neill
Alan Penhallow
 
Richard Wilsher
Rob Allen
Mike Pollard
Josh McDonald 
 
Chief Knight
Good Knight
 
Knight ‐ media management
Social media committee 
Social media committee
Social media committee
 

Services provided by the communications team include:

1. Media Relations
  • A media relations service. All media (newspapers, TV and radio) queries should be referred immediately to the communications team
  • All pro‐active media relations including service development announcements, official launches, new initiatives and key achievements.
  • A media monitoring service.
  • Preparation for media interviews.
2. Strategic communications
  • Development and implementation of communications strategies.
  • Advising on the most effective techniques to engage with stakeholders and communicate our message.
 
3. Internal communications
  • Production of e‐briefs, and implementation of other communications initiatives to keep members up to date with BRRT news.
 
4. Quality print and design
  • Management of all quality design and print projects, publicity and promotional materials, posters, information leaflets and newsletters to ensure consistency with the BRRT corporate identity guidelines.
 
5. Event management
  • Management of all major BRRT events including VIP / Ministerial meetings, launches,exhibitions and conferences. The team will advise on all aspects of event management to ensure that the event runs smoothly.
 
6. New Media
  • Development of the BRRT’s website and intranet content.
 
7. Public Affairs
  • Support to BRRT members in any engagement with public representatives e.g. Councillors, MLAs and MPs.
 
Please contact us if you require any of the services outlined above. Good communication is a two way process. Please keep us informed of achievements and developments within your seat so we can promote your news throughout the BRRT and beyond.
 
 

Media handling protocols


BRRT is committed to providing a comprehensive media management service commensurate with its size. The BRRT must ensure that in all dealings with the media, the integrity and confidentiality of clients and members shall be maintained, and that all communications will be carried out in a professional, consistent, and timely way.
 


Responding to media queries


Media queries can come from a variety of sources ‐ newspapers and magazines as well as television and radio. They also operate at different levels ‐ local, regional, national and international. Regardless of the source of the query, all members should follow these guidelines to ensure responses that accurately reflect the views of the BRRT.
  • All media queries should be referred immediately to the communications team (contact details above).
  • All members should inform the communications team of any contact with the media.
  • Any questions relating to the BRRT should be passed to the communications team immediately without comment.
  • ANY BRRT response will be collated by the appropriate Knight and circulated to at least one other Knight for review and sign off.
  • Other organisations who may be impacted by the BRRT response will be notified of the query prior to release of the information.
  • The response will be issued in recognition of media deadlines, where reasonable notice has been given.
  • All media queries and responses will be logged.
 
 

Requests for information


All contact with the media, even if it seems a routine request for information should be referred
immediately to the communications team.
 


Pro‐Active media

 

  • All Knights will be responsible for developing news releases, in conjunction with other members of his seat and members of the social communications committee. All press releases must be approved by the relevant Knight, before issue.
  • The communications team will be responsible for issue of press releases/statements to the media.
  • The communications team will prepare members for media interviews, including provision of briefing materials and interview technique training as required.
  • The communications team will keep a record of all media coverage to assist in audit and evaluation processes.

 

Strategy Objective


It is important to set measurable objectives.

The objectives of communication strategy may be to:
  • Inform, provide information
    • Measured by number of out bound documents: training brochures, press releases, white papers, blogs
  • Raise awareness
    • Measured by number of press articles, contribution to Blogs, tweets, etc.
  • Provide or receive feedback
    • Measured by number of inbound enquiries
  • Negotiate, explain circumstances or resolve conflict
    • Measured by number of instances.
 

Messages – Outbound Communications

 
Our messages must be:
  • Thoroughly planned
  • Clear
  • In an appropriate language for the targeted audience
  • Timely
  • Accurate
  • Consistent
 

Audience/Stakeholders


The BRRT has a number of stakeholders both internally and externally and is committed to developing positive relationships with them. Some target audiences may be harder to reach than others. For example, people whose first language is not English or people with more money than sense.
 


Channels of Communication

 
It is necessary to identify the best ways to reach the target audience. Communication channels may include face‐to‐face meetings, leaflets, member briefings, internet, newspapers, radio, TV, public meetings and lobbying.
 


Action Plan/Timetable


It is important to decide:
  • Who is the target audience
  • What has to be communicated
  • What is the most appropriate communication channel(s) to use
  • Who is communicating the message
  • When should the message be delivered
 
 
An action plan can adopt the following format:
 
Target
Audience 
Action
 Communication 
Channel 
Time
 Frame 
 Responsibility 
 Status Update / 
Success Criteria 
 Internal
 Audiences 
       
         
 External 
Audiences
       

 

Evaluation

 
It is important to evaluate the effectiveness of the communication and act on the findings.
 
Monitoring feedback will help evaluate the success of a communications.