M-12 Communications refers to regulation 17(2)(j) and must be read in conjunction with regulations 5 and 6.
It is important for (organisation’s name) to maintain effective communications both internally and externally.
Roles and responsibilities
The (TBA) is responsible for ensuring all aspects of the quality assurance system and ongoing updates, decisions and changes are communicated to appropriate internal and external parties.
The (TBA) is responsible for ensuring all relevant technical aspects are communicated to appropriate internal and external parties.
Procedure: (Examples Only)
Methods of communication
It is important for (organisation’s name) to maintain effective communication both internally and externally. To aid dissemination of appropriate information, the (organisation’s name) has a variety of methods, avenues and media it uses within its greater communication requirements. These include, but are not limited, to the following.
1 Monthly building consent authority group management meeting
The (organisation’s name’s) group management team meets monthly to discuss relevant operational issues and update the team on the progress of specific tasks and projects. A basic standard agenda is followed with flexibility for additional items to be discussed.
2 Technical management meetings
The (TBA) will convene regular technical meetings with its building control employees and contractors. Issues of a technical nature such as building trends, new building products or systems, application techniques and processes are raised and discussed.
3 Quality assurance monthly meeting
The quality assurance management team meets each month to discuss issues and progress on projects. The quality assurance meeting could also incorporate the quality management meeting, scheduled at least once per month.
4 Direct reports management meeting
When business units develop strategies that may have a significant impact on the rest of the organisation, the strategy must be raised and discussed at the management review meeting.
5 Regular broadcast Emails
The (organisation’s name) uses its internal email system to broadcast news events, meeting times and venues, employee information, etc. The system should have the ability to broadcast to everyone, or to selected groups or individuals.
6 Employee questionnaires
From time to time, the (organisation’s name) can initiate internal employee questionnaires to evaluate employees’ perception of particular topics. These questionnaires are analysed and trends reported back to the employees. Often as a result of these questionnaires, internal processes, work conditions and employee/management relationships can be amended for the better.
The (organisation’s name’s) website contains a comprehensive guide to what (organisation’s name) is, the role it plays and its relationship with local communities and the people of New Zealand. It contains interesting facts regarding the (organisation’s name), and is an ideal place for new employees and others to study and get an overview of (organisation’s name), its subsidiaries and the building consent process as a whole.
(Organisation’s name) has an Intranet that runs 24/7 and provides quick and efficient network connections, important information, and is continually under development. The Intranet provides information on customer services, human resources, information services, finance and revenue, business processes, checklists and forms, and internal phone lists, etc.
9 Quarterely newspaper
(Organisation’s name) produces a quarterly newsletter which could include an editorial from the chief executive officer. The newsletter reports on important events that have happened within the past quarter projected events in the future and local events sponsored by (organisation’s name), technical developments and changes in industry requirements.
10 Other media
(Organisation’s name) communicates with external stakeholders, particularly customers, through other means of communication. These could include articles in local media, inclusion of information in the (organisation’s name) circulars to the public, or through events such as workshops/public meetings.
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