Purpose
This policy sets the standards for all internal and external communications to ensure consistency, professionalism, and efficiency. Clear communication strengthens collaboration, upholds the company’s reputation, and supports excellent service delivery.
Scope
This policy applies to all employees, contractors, and consultants representing the company. It covers all communication made through approved platforms, including email, chat, phone, and video conferencing.
Guidelines
Supervisor Confirmation
Confirm next steps for assigned tasks with your direct supervisor before execution to ensure alignment and quality.Message Acknowledgment
Acknowledge all work-related messages within four (4) working hours using a short response such as “Received” or “Noted.”Timeliness and Professionalism
Respond to internal messages within 4-8 working hours of one (1) business day.
Respond to external (client or partner) messages within the same day or within 24 working hours.
Communicate expected turnaround times and notify relevant parties immediately if delays occur.
Respectful and Collaborative Interactions
Use clear, courteous, and solution-focused language. Address differences privately, show appreciation, and maintain a positive tone.Providing Feedback
Give specific, helpful feedback that focuses on behaviors and outcomes. Encourage open dialogue and continuous improvement.Confidentiality and Data Protection
Protect all client and company information. Follow confidentiality agreements and the Data Privacy Act of 2012 (RA 10173). Use only approved tools for storing and sharing sensitive data.Use of Communication Channels
Use company-approved platforms such as email, chat, or project management tools. Avoid personal messaging apps or social media for work-related matters to maintain transparency and accountability.
Acknowledgment and Compliance
Employees, interns and contractors must acknowledge that they have read, understood, and will comply with this policy. Non-compliance may lead to disciplinary action under the company’s procedures.
Policy Updates
The company may revise this policy as needed, in accordance with applicable laws. Employees will be informed of any significant changes.
