What is IT and Communication Policy?

Information and communications technology (ICT) is a denotative term for information technology (IT). It stresses the role of integrated communications and the integration of telecommunications (telephone lines and wireless signals) and computers, and necessary enterprise software, middleware, storage, and audiovisual systems, that enable users to access, store, transmit and manipulate information.

The term IT and Communication is also used to refer to the convergence of telephone networks with computer networks via a single cabling system. There are ample economic incentives to merge the telephone network with the computer network system using one unified cabling system, signal distribution, and management. IT and Communication is an umbrella term that includes any communication device, encompassing radio, television, cell phones, computer and network hardware, satellite systems, and so on, as well as the various services and appliances with them, such as video conferencing and distance learning.

An organization’s IT and Communication policies set anticipation and management of communications within and outside the organization. They help in meaningful communication for employee productivity and team spirit without limiting communication. Organizations also need to clarify the role and degree of usage of electronic facilities and instruments to prevent liabilities and embarrassment. This is covered under the IT and Communication policy.

This sample policy highlights the following:
  • The purpose and scope of the IT and communication policy.
  • Guiding principles for communication.
  • Guidelines for internal and external communication.
  • Disclosure of confidential information.
  • Provisions regarding information security and monitoring policy.
  • Electronic and wireless device policy.
  • Cell phone Policy.
  • Internet usage Policy.

IT and Communication Sample Policy

“Name of the Company” considers that misunderstandings and disputes related to IT resources can be reduced by enforcing an IT Security & Communication policy. It also argues that the rules of electronic device usage and facilities should be communicated before assigning them to employees to avoid liabilities and difficulties in the future.

Purpose

This policy describes that the company controls the flow of information both inside and outside the company. Its goal is to promote meaningful communication needed for employee productivity and encouragement while preventing them from feeling threatened and helpless.

Scope

The policy applies to all the active employees of the “Name of the Company” regardless of the designation, seniority, and job profile.

Guiding Principles

“Name of the Company” recognizes that active interaction with various stakeholders is an essential component. The employee must follow the following guidelines:

  • Only authorized individuals are permitted to meet with external stakeholders informally through media engagements and news releases.
  • All data must be delivered to the company’s stakeholders regularly through the proper and authorized communication methods.
  • Any requests for data from stakeholders will have a turnaround time of “Number of days” working days.
  • All information disseminated to stakeholders must be clear, transparent, and open to the maximum extent possible. Under any circumstances, the confidentiality of the company must be maintained.
  • To guarantee better service delivery, all the stakeholders at the company must provide constant feedback.

Guidelines for External Communication

External stakeholders’ assistance and engagement are vital to the “Name of the Company’s” long-term development. All communication with them should be based on this premise and intended to make them feel engaged rather than bewildered.

All communications with government officials, as well as the transmission of other secret information, must be approved by the ‘MD or CEO.’

Before sharing these documents with stakeholders, the “Formal Title of the Person” must review any presentations/materials utilized for external usage. It comprises information uploaded as well as presentations made during meetings and conferences.

When handling interactions with any media channels, sensitivity and professionalism must be maintained and directed by “Formal Title of the Person”.

Guidelines for Internal Communications

The company’s internal communication is directed towards all internal stakeholders in order to accomplish overall goals. Such communications will always be managed by the teams that are in charge of it. Professional communication among staff members is required at all times.

All the staff members must be referred by their first names (in verbal communication) and by their initials (in written communication). The entire name of the employee must be included in official letters.

The use of nicknames or other similar names is strictly forbidden in written communication.

Disclosure of Confidential Information

“Name of the Company” is committed to providing timely, accurate, and complete disclosure of any required business information. However, the revelation of confidential data is not entertained and is considered a punishable offense.

The employees must sign a Non-Disclosure and Confidentiality Agreement. Violation of the same is a legal offense.

Information Security and Monitoring

Information Security and Monitoring provide complete security measures that must always be ensured across every business process of “Name of the Company” to guarantee a secured operating environment for its business operations. It addresses the information security requirements such as confidentiality, integrity, and availability.

Electronic and Wireless Policy

All the employees must ensure the protection of their assigned assets using passwords and antivirus software. Assigned devices should only be accessed in secured networks.

Cell Phone Policy

Any device that possesses the facility of phone calls, emails, messages, internet connectivity shall be monitored under this policy. Cell phones assigned by the company must be kept on during working hours, travel, meetings, and other schedules specified by the company.

Usage of mobile phones by employees is prohibited:

  • While operating any other equipment.
  • For recording any secret information.
  • During meetings.
  • For long private talks during office hours.
  • While driving.

Whereas mobile usage is allowed for:

  • Business-related calling.
  • Scheduling/Checking appointments.
  • Checking important messages.
  • Short personal calls.

Employees will be observed for inappropriate or excessive use of mobile devices by the company and will be found responsible for violating any rules.

Internet Usage Policy

All the employees are prohibited to use the internet for any task that is not related to the company.

Any work done by the employee can be used by the company without consent, and the employee has no authority over that work.

Inappropriate usage of the Internet includes:

  • Sharing company’s confidential data to competitors or illegal agencies.
  • Indulging in piracy.
  • Infiltrating other employees’ personal space.
  • Invading the privacy of other employees.
  • Uploading or downloading obscene, unlawful, or objectionable material.
  • Hacking.

The employee can face any serious allegations or legal actions upon violating the rules mentioned in the policy.

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