People Manual MATS University

13. Communication Policy

Objective: To establish effective and efficient communication channel. Purpose is to define process for disseminating official information and conducting business meetings.

Scope: All employees of MATS University.

Process: The communication in the group happens through

1. Circulars2. Open House3. Meetings

CircularsIt is important that communication happens through circulars on the following events given below:

1. Employee joining: A circular is sent to all the employees of the respective Department informing them of the new joining. In this circular, details like academic background, previous experience, interests, hobbies will be covered. Details of the new employees who report to the Chancellor, Vice-Chancellor/Registrar are sent to all the HODs.

2. Achievements of employees: Extra-ordinary achievements, both scholastic and extracurricular of employees are circulated to all the employees of the MATS University. Any significant achievements at the state/National level to be communicated to all employees of the MATS University.

Open House:It is necessary to communicate to all employees, achievements/performance of respective department and MATS University. In the beginning of every quarter, the Chancellor & Vice-Chancellor will address all the employees. During this meeting, he will share with all employees the performance/highlights of the previous quarter and plan the inputs for the next quarter. During such gatherings, the employees should be encouraged to ask questions and the same be answered. However, no questions relating individual issues/problems should be discussed.

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People Manual MATS University

Similarly once in a year, an annual open house will be held by the Chancellor.

MeetingsIn each meeting, focus should be to ensure that meetings starts on time and closes on time. Meetings will address issues relating to work.

All HODs will conduct monthly meeting on a specified date. Registrar will take part in monthly meetings every quarter.

HODs will meet every month with their reportees. Registrar will participate in the monthly meeting every quarter.

Chancellor will meet his reportees every quarter and review performance.

All the above meetings shall compulsorily follow the process given below.

1. Advance notice (circular) inviting participants to the meeting with a lead time of minimum 7 days

2. Agenda is clearly briefed in the notice.3. Minutes of the meeting are recorded Annexure – 13 A4. Feedback about the meeting is collected later from the participants.

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