DOCUMENT REFERENCE NUMBER: RS 6 INTERNAL COMMUNICATION POLICY

DOCUMENT REFERENCE NUMBER: RS 6 INTERNAL COMMUNICATION POLICY

Internal Communication Policy Table of Contents S.No. Contents Page Number 1 Purpose and Intent 3 2 Principles 3 3 Methods of Communication 4 4 Communication Roles and Responsibilities 4 5 Review of Policies 5 Page 2 of 5

Internal Communication Policy 1. Purpose and Intent The purpose of Renaissance Services SAOG s ( Renaissance ) internal communication policy is to provide a framework, values and principles of how internal communication takes place at Renaissance, and to encourage a thriving positive communication culture in the organisation. This policy should be read in conjunction with the Rules and Guidelines on Disclosure of Information of the Company. The Policy will strive to: Ensure a high level of understanding amongst Renaissance staff; Support Renaissance s Mission, Visions, Aims and Objectives; Develop a culture within the organisation of honesty, openness and transparency where official messages are trusted; Improve communication between staff, managers and the Board; Ensure staff are well informed; Understand the issues and the planned strategic vision of Renaissance; Ensure that views and concerns of staff are encouraged, listened to and responded to, and; Develop a culture where managers and staff feel motivated and empowered to make a contribution, and where communication is seen as a joint responsibility 2. Principles: The Board of Directors, senior management and employees should always adhere to the following principles of good practice in communication: a) Principles of openness, honesty and integrity must govern the manner in which communication takes place between staff members. b) Communications should be respectful, appropriate, accurate, coordinated and timely. c) Communications should be carefully considered. Plain English and Arabic should be used whenever possible and communications tailored for the targeted audience; d) Communications should follow a corporate/professional style; e) Appropriate channels should be used which are relevant to the type of communication; f) In line with the overall organizational principles of Renaissance, non-discriminatory and anti- discriminatory principles of non-racialism and non-sexism, anti-racism and antisexism and generally anti-discriminatory perspectives should be adhered to; g) Two-way, open communication is encouraged at all times all between all staff; and h) Every effort must be made to communicate in a non-threatening and non-inflammatory manner. Page 3 of 5

Corporate Communication Policy 3. Methods of Communication Renaissance recognises that active communication with different stakeholders is an integral aspect of good governance and administration. In order to attain its goals for best practices in Corporate Communications, Renaissance follows the following methods of communication: Regular staff meetings Department briefings and meetings Announcements by Chief Executive Office E-Mail Minutes of meetings Policy documents Staff evaluations Induction process Notice Boards Staff policy documents Telephone Letters (where appropriate) Website All other forms of communication which may not have been included 4. Communication Roles and Responsibilities The Board of Directors, senior management and employees shall have the responsibility to ensure that the communication system in the organisation works effectively, and along the terms of the communication policy as agreed to. Role and Responsibility of the Board of Directors: To ensure that all important issues are communicated to staff in the organisation in a timely and accurate manner; To determine the messages and the methods of appropriate communication; To work in partnership with executive management and staff when the need arises; and To ensure that officers, senior management and employees are kept up-to-date with developments in the organisation. Page 4 of 5

Corporate Communication Policy Role and Responsibility of the Chief Executive Officer: Should ensure that mechanisms exist in the Directorate/Departments to allow the free flow of information, upwards and downwards. Should ensure that staff views are considered, and responses given where appropriate. Must identify potential blocks to communication and remedy them. Actively provide accurate up-to-date information to prevent confusion and unnecessary communication problems as a result. To ensure that the opportunity exists for each member of staff to receive and give information. take responsibility for delivering information, and obtaining the views of staff, in a consistent manner. Role and Responsibility of the Staff: To participate actively in the communication process in the organisation. When information is perceived to be inaccurate, or is unclear, communicate directly with the relevant manager(s) to address this. To provide accurate ongoing information regarding programmes or processes to ensure efficiency and effectiveness of these. To take responsibility for sharing appropriate information. 5. Review of the Policies: The communication policy will be reviewed each year in an open and transparent process at a regular intervals, and to be amended where it is necessary. Page 5 of 5