Dynamic businesses will revisit and review its objectives to foster continuous improvement, thus greatly impacting efficiency of the employee’s jobs and clarity of job roles. These inner workings are reflected in the company’s policies and procedures, which serve as the backbone of the organization, in order to maintain internal standards and quality.

Changes to policies are periodically made to achieve a positive impact on the workforce, and more specifically, curb company expenses. Change, a constant factor in the business world, must be communicated to those who are impacted by it. More often than not, this is communicated through meetings or through a memo, and in this electronic age, this usually translates into e-mail communication.

This short article lists general guidelines on how to communicate a change in policy to employees. The same is the limitation on this article, in that this does not cover how to communicate the change in policy to its external stakeholders.

Guideline #1: Minor changes in a company policy may be communicated in an e-mail, addressed to those directly affected by the change. The information may be cascaded to the downline/departments/teams through a regular meeting. A memorandum is the most common means of communicating such information.

Guideline #2: Major changes to a company policy must be communicated to the majority of the company through a widespread form of announcement such as an e-mail blast, a town hall meeting or a general assembly. Again, a memorandum is the most common means of communicating such information.

Guideline #3: Always state the section and the content of the policy being changed vis-à-vis the modification or the modified version of the document. For this guideline, it will be helpful to provide visual aids, such as a slide presentation or handouts.

Guideline #4: Allow ample time for the information to be spread prior to setting a date for implementation.

Sample Memorandum (Minor Policy Change)

Please be informed that effective 1 July 2010, all vacation leaves and sick leaves must be filed through the company intranet site.

Social responsibility is part of the mission vision of Company X, and this is one way to enjoin all our employees in our promotion of a paperless environment, thus giving back to society.

All paper forms being previously used shall be collected by all Supervisors and Managers for recycling and disposal.

A change in company name equals to a change in identity. Like any major or minor change in the company that directly or indirectly affects all its employees, this must be communicated efficiently and immediately. A change in company name would definitely qualify under major news, so the announcement must be widespread in order to ensure the awareness of all employees. Communication vehicles such as meetings, printed materials, events, and correspondence may be used for this purpose.

There are a few things that need to be considered in composing this particular business announcement. First, always provide a brief summary of the cause of change of name. Second, provide the effective date of the said change. Third, provide means of support should there be any questions. Finally, reassure employees that a change as major as this will not affect their employment negatively. The last thing we want is for our employees to start panicking over a change in company name.

Below is a sample memorandum, which serves as the primary announcement for the change in company name.

Sample Memorandum

To: All Employees
Fr: The Executive Director
Re: Company X Branding

Many of you have been involved in our most recent campaign to create a new, fresh, and modern logo for our organization that reflects the direction that we are taking in the next 10 years. We are looking forward to taking this giant leap with you as we venture forward into the future of Company X!

As part of the new direction that the company is taking, we are also bidding farewell to our previous company name, Company X. We have launched several successful and ground breaking projects as Company X, but alongside our effort to move forward is to move away from our traditional brand, and giving way to the modern and innovative products of Company Y!

Effective 01 July 2010, we shall transition to the name “Company Y”. You will be briefed by Human Resources and your immediate superiors as to the department-level changes that need to be immediately implemented.

Also, all employees are invited to join the launch of Company Y on at . Let us join hands and be together as we move forward to our company’s success!

SUBMISSION OF LIST OF NEEDED FACULTY
FOR FIRST SEMESTER, AY 2001-2002

May 12, 2001

To:  Vice President of Academic Affairs (Abucay Campus)
Campus Directors
Associate Directors Academic Affairs
Dean of Various Institutes / Institute Coordinators

In preparation for the opening of the First Semester come on June 19, 2001, the undersigned is requesting you to submit the list of needed instructors in your respective institutes on or before June 03, 2001.  Kindly specify the nature of the possible appointment (Full time/Part time) and the subjects to be taught by each instructor.

For your information, guidance and compliance.

Rebecca H. Manansala
Vice-President

For: Mr. Rhey Santos
Subject: Progress Report on Lending Operations

In connection with the preparation of our annual report on loans, may we request for a copy of the progress report on lending operations as of January 1985 to enable us to get certain data on said report needed for our annual report.

Mr. Henry Tan
Director

Date: January 15, 2000
To:  Regie Cheng
From: Delfin Pascual
Re: COBOL in new lab

I would like to request that COBOL be installed in the new lab.  We have recently acquired the software via an academic grant.

This should be ready for the semester since we are planning to use the product for 8 programming classes, including several sections of 331, 334 and 335

TO: Engr. Rosalie Lopez
EE Instructor
This College

1. It has reached this office that you went together with the ME Educational Trip last February 12, 13, and 14, 2007 without official permission.
2. Please explain in writing within 72 hours upon receipt thereof why no sanctions must be imposed on you for deserting your classes in February 12 and 13, 2007.
3. Please submit your explanation to this office.
4. Failure to do so shall constitute a waive of your right to be heard.

February 16, 2007

Engr. Rexie Roxas
Dean, EE Department

June 30, 2008

TO: All Members of the Faculty

THRU: The Deans

RE:  Daily Time Record

1. To maintain regular attendance of the faculty in their respective classes, the Accounting Office has pasted on your respective DTR’s a copy of your class schedule.
2. The faculty member is under obligation to time-in based on his/her first period of the day and time-out on the last period effective July 1, 2008.
3. The consultation hour of 2 hours a week may be spread, thus: 30 minutes MTWTh from 4:00-4:30 pm or 1 hour MT 4:00-5:00 pm or 2 hours Mondays – 3:00-5:00 pm or to whatever schedule is convenient.  In any case the room or office should be indicated and the cashier should be given due copy of the consultation period preferred.

For information and compliance.

EDUARDO SANTOS
College Administrator

TO: All Instructors

THRU: The Deans/Heads

RE: Maintenance of College Standards

1.    “BHMC strives to improve her integrity, reputation and track record in delivering quality education thru a highly motivated, strong professionally dedicated, efficient and effective members of her faculty of instruction”, to quote from the opening statement of this representation used in the General Faculty Meeting last June 13, 2008.

2.    In this regard, all members of the faculty especially those assigned to teach in the First Year level are hereby reminded to:

a.    Take advantage of the momentum of enthusiasm the freshmen have (and all students for that matter) in their college life by giving all their best to fill in the academic, social and moral needs of these highly motivated students;

b.    Treat these students as their children or younger brothers/sisters whose thirst for knowledge, skills, values and attitudes are unquenchable, therefore the responsibility of the faculty to satiate them;

c.    Consider that no students are exactly alike, their capacity and rate of learning are of different degrees, hence the responsibility of the faculty to adjust the lessons and strategies in such a way that at least 90% of the class is effectively served at the end of the day;

d.    Exert utmost effort to keep the teaching-learning situation a challenging but enjoyable one, so the faculty must develop the classroom into a learner-friendly environment, and:

e.    Provide avenues where lesson difficulties are converted into “play” by reinforcing it with assignments and other self-activity exercises.

3.    Let us take care of the few hundred students we have.  These same students, once satisfied with our services, concern and love shall return to us under the principle of multiplier-effect.  Let us answer point-blank the needs of our students for they are God-given to us thru their parents who believe that we can give them only the best.

4.    We owe our students and their parents the best of what we can give; we owe our college the perpetuity of her standards of service, quality education, enviable track record and tradition of excellence.  Everyone in this academic family is counted in this gigantic endeavor for the betterment of our wards

June 1, 2007

MARK RONALD SANTOS
College Administrator

TO: All Students and Instructors

THRU: The Deans

RE: Follow-up on the Wearing of School Uniform

1. Per consultation with the official tailor all orders for school uniform will be completed by July 16, 2008 due to the fact that some students placed their orders late.
2. In this regard all students ARE EXPECTED to be in their complete uniform on JULY 17, 2008, except the 5th years who were allowed to wear the old uniform.  Instructors are enjoined to announce this date to their respective classes.  In fact, the same instructors reserve the right to MARK ABSENT any student without the uniform (although he may be allowed to attend class).
3. Those who ordered late or have not ordered yet their uniform SHOULD MAKE UP THEIR MIND FAST BEFORE a problem sets in.
4. SENIOR LADY STUDENTS may continue to wear the old uniform while TRANSFEREE AND FRESHMAN LADY STUDENT may still WEAR DECENT CIVILIAN ATTIRE pending the announcement of the new uniform.

For widest dissemination and strict compliance.

July 9, 2008

Francisco Herrera
School Administrator

To: Prof. E.M. Navarro
From: The President
Date: October 28, 2004

Please be informed that you are hereby designated Faculty Adviser for the college Annual.  Please take immediate steps toward the organization of the Annual Staff so that work may be begun at an early date, thereby avoiding last minute rush.

A copy of the rules and regulations governing the publication of the Annual is attached for your information.

Laurena Pizarro
President