Cmmunicatins Plicy f the Suth African Ftball Assciatin Apprved by the NEC n 3 December 2011 Intrductin The Suth African Ftball Assciatin is cmmitted t the highest standards f service delivery and ensuring that staff are kept infrmed and cntribute t its key aims and bjectives. Gd cmmunicatins practice is central t achieving these aims. This Cmmunicatins Strategy sets the cmmunicatin standards fr SAFA. It cnsists f a discussin paper, internal cmmunicatins principles, actin plan and a range f channelspecific best practice guidance ntes and cmmunicatins standards. Objectives T prvide a clear statement n the cmmunicatin principles and the expectatins fr all staff t adhere t; T develp new ways f cmmunicating t supprt cluster-based wrking; T prvide best practice guidance and standards fr the range f cmmunicatin channels T prvide line managers with a fcus fr discussing cmmunicatins within their units and assist them in setting excellent cmmunicatin standards Establishing a Bifurcated Cmmunicatins Structure SAFA has develped a dynamic Cmmunicatins Strategy and staff are encuraged t apply the plicy in their daily envirnment SAFA s Cmmunicatins Strategy is the central pint f reference The strategy infrms SAFA s relatinship with key cnsultative frums and key stakehlders utlined n the fllwing few pages SAFA has develped a dynamic Cmmunicatins Strategy and staff are encuraged t apply the plicy in their daily envirnment SAFA s Cmmunicatins Strategy is the central pint f reference The strategy infrms SAFA s relatinship with key cnsultative frums and key stakehlders utlined n the fllwing few screens Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 1
Internal Cmmunicatin Principles f the Internal Cmmunicatin Plicy Peple have an aligned view n rganisatinal missin, visin and bjectives Peple have the infrmatin they need t d their jbs and prvide exceptinal service Peple can cntribute their views and suggestins t help the rganisatin cntinuusly imprve Infrmatin is shared efficiently and effectively Openness and hnesty is an integral part f effective cmmunicatin Cmmunicatins shuld be respectful, apprpriate, accurate and timely Cmmunicatins shuld be carefully cnsidered, in plain language and tailred fr its targeted audience Cmmunicatins shuld fllw a prfessinal style Cmmunicatins shuld be nn-threatening and nn-inflammatry Cmmunicatin shuld be cnducted thrugh apprpriate channels and with respect fr the departmental and rganisatinal structure Purpse f the Plicy The purpse f the internal cmmunicatin plicy is t prvide a framewrk fr hw t cmmunicate within the Assciatin and t prmte a culture f psitive interactins within the rganizatin Rle Clarificatin Chief Executive Officer Serves as the Chief Spkespersn f the Assciatin; Delegates rle f spkespersn where necessary; Ensures that all imprtant issues are cmmunicated t staff in the rganisatin in a timely and accurate manner; Determines the messages and the methds f apprpriate cmmunicatin; Ensures that all infrmatin, as far as pssible, is cmmunicated internally befre cmmunicated externally Ensures that the management behaviur and style is cnsistent with the principles in this dcument; Wrks in partnership with staff when the need arises; Ensures that senir staff are kept up t date with develpments in the rganisatin. Heads f Department / Senir Managers Ensure that mechanisms exist in the Directrate and/r Departments t allw the free flw f infrmatin, upwards and dwnwards; Ensure that staff views are cnsidered, and respnses given where apprpriate; Identify ptential blcks t cmmunicatin within the Directrate and remedy them; Actively prvide accurate, up-t-date infrmatin t prevent cnfusin and unnecessary cmmunicatin prblems; Ensure that the pprtunity exists fr each member f staff t receive and give infrmatin; Take respnsibility fr delivering infrmatin, and btaining the views f staff, in a cnsistent manner Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 2
All Other Staff Members Participate actively in the cmmunicatin prcess in the rganisatin; When infrmatin is perceived t be inaccurate, r is unclear, cmmunicate directly with the relevant manager(s) t address this; Prvide accurate nging infrmatin regarding prgrammes r prcesses in their areas f peratin t ensure efficiency and effectiveness f these; Take respnsibility fr sharing apprpriate infrmatin. Organisatinal Cmmunicatins Framewrk NEC Meetings Strategic Management Meetings Senir Managers Meetings Reprting t SAFA Members Intra-Departmental Meetings Full Staff Meetings email Website New Media Quarterly Mnthly Bi-Weekly Weekly / Daily where necessary Weekly Mnthly As and when necessary fr effective cmmunicatin Daily updates As frequently as pssible Media Guidelines fr Staff Intrductin The cntent f this cmmuniqué is t advise all staff members f SAFA f the need t exercise great care in the handling f media enquiries. The media plays a critical rle in the infrmatin chain between SAFA and its diverse stakehlders and must be supplied with infrmatin as and when circumstances demand. Hwever, very ften, sme cnfusin arises abut wh shuld determine the bundaries f the as and when scenari. We therefre prvide yu with these guidelines as a guide t hw t respnd t media enquiries: At the cre f these guidelines is the understanding that the President and the Chief Executive Officer f SAFA are the nly tw persns authrised t act as spkespersns n plicy matters fr SAFA. Hwever, there are times when staff members, fficials and thers must articulate infrmatin in their cmpetency areas t prvide clarity n issues related t their respective disciplines. Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 3
This must be dne in accrdance with SAFA s ne-vice plicy which stipulates that nly ne persn shall be appinted t talk t the media abut any item raised by the media. Therefre, we ask that yu bserve the fllwing guidelines very strictly: All cmments fr bradcast r publicatin pertaining t SAFA s business must be submitted t the Cmmunicatins Department fr apprval and disseminatin; D nt cmment t the media abut the rganisatin s plicies, its activities, persnnel and prcedures withut prir apprval frm the Chief Executive Officer r his designated representative (in mst cases, it shall be smene in the Cmmunicatins Department). It shall be deemed unacceptable t cmment t the media abut the shrtcmings f any persns in, r plicies f, SAFA; When asked t express yur views regarding the peratins f SAFA, plitely refer the enquiries t the Cmmunicatins Department; When in pssessin f infrmatin that the media wants frm yu, pass such infrmatin t the Cmmunicatins Department fr disseminatin t the media; When attending any activity n behalf f SAFA, make sure that any cmments abut the prceedings f the activity are passed n t the Cmmunicatins Department first befre releasing it t the media; All infrmatin abut SAFA and yur activities n its behalf is privileged infrmatin and must be made available t the custdian f SAFA s infrmatin (the Cmmunicatins Department) befre releasing it t the media; Avid respnding t questins frm the media, even if yu have what yu may cnsider an apprpriate respnse. Ensure that the Cmmunicatins Department is fully infrmed abut whatever it is that may require a rapid respnse; Never call a press cnference withut first cnsulting with the Cmmunicatins Department wh shall keep a register f all media cntact pprtunities t avid scheduling cnflicts; N press releases may be distributed withut the cnsent f the Cmmunicatins Department; Staff members, when speaking t the media, must refrain frm referring t SAFA in the third persn. In ther wrds, d nt talk abut SAFA as if yu are nt part f it; Members must avid discussing their grievances with the media befre fully exhausting the internal remedies available within SAFA. Failure t d s shall be dealt with thrugh the cmpany s disciplinary prcedures; Emplyees and fficials must avid casting aspersins upn their fellw emplyees r fficials r bringing the Assciatin int disrepute. These guidelines must be seen as a means t serve ur stakehlders better. The media is very imprtant in this public service and must be seen as allies in ur attempt t prvide the best infrmatin t the general public. Hwever, a cherent message is critical t this infrmatin flw and we ask that yu take great care in handling enquiries frm the media. Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 4
Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 5
Reference Dcuments t be Kept n the Central Server DOCUMENT ADDITIONAL DETAIL CUSTODIAN Gvernance Papers Key Dcuments Key Decisins, Plicies, Cnstitutin OAA, List f Requirements, Technical Annexes, etc. Cmpany Secretary Cmpany Secretary Prgress Reprts As required by the NEC All Departments Business Plans As submitted and updated by the departments All Departments Cmpany Plicies HR, Finance, Administrative CEO s Office Strategic Plans Departments, NEC, Members All Departments Calendar f Events Wrkshps, meetings, cnferences, functins, departmental calendars All Departments Prject Plans Frm Apprved Business Plans All Departments Pht library All activities All Departments Graphics library Minutes f all meetings Annual Reprts Graphics standards manual, nline retrieval Cmmercial Department All departments All departments Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 6
External Cmmunicatin Key Cnstituency Cmmunicatins: Representative Frmatins Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 7
Key Cnstituency Cmmunicatins: Cnsultative Frums Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 8
Key Cnstituency Cmmunicatins: Gvernment Purpse f the Plicy The purpse f the external cmmunicatin plicy is t prvide a practical means fr hw t cmmunicate t the Assciatin s external stakehlders and t prmte a culture f psitive interactins with them t derive the maximum benefit fr the Assciatin. Next Steps Cmmunicatin is cnducted n a frmal and an infrmal basis. Cmmunicatins assignments are therefre based n the effectiveness f particular rle-players n either r bth levels in recgnitin f this duality; Therefre, we must: 1. Clarify nature f cmmunicatin with each f the stakehlders; 2. Identify the wner f the cmmunicatins channel fr each stakehlder; 3. Determine the reprting mechanism fr each channel; Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 9
Acknwledgement f Receipt f SAFA s Cmmunicatins Plicy I,... hereby acknwledge that I have received the [LASTNAME, Firstname] SAFA Cmmunicatins n... and that I shall d everything that is [date] reasnably pssible t abide by the prvisins f this plicy. [Please initial each page f the plicy] Cmmunicatins Plicy f the Suth African Ftball Assciatin 3 Dec 12 10