Working of Communication Department
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Daily working guide
Transcript of Working of Communication Department
Activities1. News Paper Clipping2. Press Release3. News Digest4. Media List5. Media Queries6. LCD Monitor7. Chairman Interview Request8. Chairman Clipping9. Social Media10.Press Conference11.Media Interaction of Chairman / WTM12.News Analysis13.SEBI Photo Library14.Weeding out of Old Documents
News Paper Clipping
Activities to be performed and the expected turnaround time
S. No Task name Activity Detail
1 Marking of News Items Officers are required to read and mark the news items appearing in the news paper relevant from SEBI’s perspective
2 Cutting The marked items needs to be cut by the support staff after the marking is over
3 SortingThe paper cutting needs to be sorted so that all news item relevant a particular news are arranged in one place
4 Pasting The clippings should be pasted on blue A4 sheets
5 StampingAll the sheets should be stamped with the current date on top of the sheet and the stamp of the respective news paper on top of each news clippings
6 Priority Assignment & review
The sheets needs to be arranged according to the importance & relevance to SEBI
7 Cover letter The cover letter should comprise of the headlines of the news clipping in the priority order
8 Xerox copiesXerox copies should be taken out for sending to Board Members, ED and Secretary to the chairman and a copy for Communication Division
9 Scanning The news item needs to be scanned in sequence for archival and uploading on intranet
10 Signoff ( Arrangement & stapling)
The Xerox copies needs to be arranged and stapled in order along with the original
11 HighlightingThe Original copy needs to be highlighted so that the chairman can know the important points of the news item easily
The below mentioned grant chat shows the sequence of events and the expected turnaround time for each task
Gantt chart Time
S. No Task name 9:30 9:35 9:40 9:45 9:50 9:55 10:00 10:05 10:10 10:15 10:20 10:25 10:30 10:35 10:40 10:45 10:50 10:55 11:00 11:05 11:10 11:15 11:20
1 Marking of News Items
2 Cutting
3 Sorting
4 Pasting
5 Stamping
6Priority Assignment & review
7 Cover letter
8 Xerox copies
9 Scanning
10Signoff ( Arrangement & stapling)
11 Highlighting
PROCEDURE FOR ISSUING PRESS RELEASES
1) Concerning dealing officer will prepare Press Release and sign on it and Put up to Division Chief.
2) Then Division Chief and Head of the Department (if any) will also approve and sign the said press release.
3) Then press Release will be sent to Communication Division for approval. 4) Communication Division will suggest/make the correction if any required and
recommend/ forward to concerning ED/WTM for approval.5) After approval, the ED/WTM will send back the press release to Communication
Division.6) Communication Division will upload the press release on website:
www.sebi.gov.in and inform the ITD to approve the same. 7) Process of uploading press release on sebi website is as under:-
a. Login at website: http://www.sebi.gov.in/webcms1b. Click – [email protected]. Avsrao12345d. Click – adde. Go to – section and select news and publicationf. Go to – sub-section and select press releaseg. Go to report date- select today dateh. Go to place – type name of place viz. – Mumbai/Delhi etc.i. Go to heading – paste text of heading in heading columnj. Click -msword icon below heading column – paste all text/content/facts of
press release in this msword.k. Click some word and give link of the concerning order/ circular/ report etc.l. Click -insert after pasting text in msword icon
8) After approval of ITD, Press Release will appear on sebi website: www.sebi.gov.in.
9) After uploading the press release, a mail must be sent to [email protected] from Press email ID for forwarding the said press release to media.
10)The Press Release should preferably be sent by the Divisions, so as to reach the Communications Division latest by 4.30 p.m.
11)If there is a Press Release to be issued after office hours, the concerned division may alert the Communications division latest by 5.30 p.m., indicating the subject matter of the Press Release and the officer who will be coordinating for issuing the Press Release.
Note:
In case of Press Release for order passed by Chairman/Whole Time Member, The press Release should be uploaded on sebi website after uploading of the order and a hyperlink should be given in the press release for the order.
Press Release should be uploaded after 4:00 p.m. Press Release must be issued after receipt of original Press Release signed
/approved by ED/WTM/Chairman. Original Press Release will be kept in record of Communication Division.
PRESS RELEASE FORMAT
PR No: (To be given by Commn. Div.)
HeadlineThe headline shall be as brief as possible (ideally not more than six or seven words) which shall highlight the important point in the Press Release ( for eg: M/s
XYZ barred from trading”.)The headline shall have a verb.
IntroThe first paragraph (intro) shall be the main point of the Press Release. (For eg: if it is an order against an entity, the intro may be “M/s XYZ has been barred from trading in stock exchanges from period A to period B. The order was passed by Shri ABC, Designation,
on date”)The intro paragraph shall ideally not exceed 20 to 30 words.
The Press Release can have one or more paragraphs depending on the subject matter and the importance of the subject. Ideally we may have only two or three paragraphs
including the intro in the Press Release.
The last paragraph can give the web link when the matter related to the subject in the Press Release (like orders, reports etc.) is available in our website:
For eg: The above order is available in our web site: www.sebi.gov.in(the exact link will be given by IT Department while uploading the press release)
Place of issueDate of issue
News Digest
News digest should be prepared in the following manner
1. Front page should give the market snapshot of the day at BSE NSE & USE2. It should also contain the snapshot of the important bourses around the world3. The second page should be make a brief snapshot of the market during the day
and a snapshot of important news items occurred during the day4. There should be proper signing place for CGM Communication Division at the
bottom of the front page.5. Copies of the news items should be taken and attached to the front page in order6. Highlighting should be done for the important news items in chairman’s copy7. The below list mentions the list of website to be checked for preparing the news
digest
S.No Website1 http://www.business-standard.com/india/index2.php2 http://www.moneycontrol.com/news/3 http://news.google.co.in/nwshp?hl=en&tab=wn4 http://www.firstpost.com/5 http://www.moneylife.in/6 http://www.suchetadalal.com/7 http://pib.nic.in/8 http://www.ptinews.com/9 http://www.finmin.nic.in/10 http://www.mca.gov.in/Ministry/latest_news.html11 http://www.rbi.org.in/scripts/BS_PressReleaseDisplay.aspx12 http://www.bloomberg.com/news/13 http://www.sec.gov/14 http://www.ft.com/home/asia15 http://www.finra.org/Newsroom/16 http://www.fsc.go.kr/eng/17 http://www.sfc.hk/sfc/html/EN/18 http://www.iosco.org/news/19 http://www.mas.gov.sg/20 http://www.fca.org.uk21 http://www.sc.com.my/index.asp22 http://www.nytimes.com/pages/business/global/index.html23 http://sec.gov/news/press.shtml24 http://online.wsj.com/public/page/news-business-us.html25 http://www.washingtonpost.com/business
26 http://www.assocham.org/prels/index.php27 http://www.asc.gov.au/asic/asic.nsf28 http://cii.in/NewsRoom.aspx?enc=SO0wa+TYDvk3FXKFO1bn1Q==29 http://www.esma.europa.eu/30 http://www.ficci.com/media-room.asp31 http://world-exchanges.org/32 http://www.bloomberg.com/markets/stocks/world-indexes/asia-pacific/33 http://www.bseindia.com/34 http://www.nseindia.com/
8. User ids' and password for accessing newspapers and magazines that are subscribed in the library.
a. Financial Times: www.ft.comUser id: [email protected]: trial5
b. Wall street Journal: www.wsj.comUser id: [email protected]: library23
c. The Economist: www.economist .comUser id: [email protected]: library1
d. Harvard Business Review: http://www.hbrsasia.org/User id: sebi123Password: library12
e. Sloan Management Review: http://sloanreview.mit.eduUser id: libraryPassword: 5f905312
f. Journal of security Operations & Custody: http://henrystewart.metapress.comUser id: SEBI2013Password: JOSOAC12
Media List
The media list should contain the contact details of the people covering SEBI’s news in print, electronic & digital media.
It should be regularly updated as and when new info is available by checking the newspapers, Magazines, Websites or personal interaction / mail received at press id.
A sample format for the media list is given below
S.No
Name of the News Agency
Name Designation Office Telephone
Mobile E-mail address
Address
1 News Agencies Name
Journalists Name
Journalists Designation
Journalists Office Telephone No
Journalists Mobile No
Journalists E-mail Id
Journalist address
Media Queries
The communication department owns a press id ([email protected]) to which the journalists send their questions. The Officer at communication division needs to maintain and update the media query list according to the process mentioned below
1. Generally, Media queries are received in Press Mail ID. 2. The media Query should be forwarded to Executive Directors of concerning
department making CC to concerning Division Chief.3. The print out of query should be filed in media query file. 4. An entry of the said query should be made in media query excel file available in
Share folder. Serial Number of Excel sheet should also be given at Hard copy of Media Query print out and hard copy of should be filed. Following are the column of excel sheet:
S. No DATE SUBJECT FROM PUBLICATION Forwarded to Reply
1
Date of receipt
Area to which the question pertains to
Journalist Name & designation
Publications Name
Name of concerning ED DC & department
Date of receipt of reply if any & date of forwarding
5. If any reply comes from concerning department for the media query, it should be forwarded to media person and a copy of same should be annexed with the said media query print out.
LCD Monitor
The monitor has reception needs to carry a welcome message for the Visitors and SEBI staff. The presentation slide for the monitor needs to be prepared by the officer at communication in both English and Hindi. The presentation should have a welcome note and a guide for do’s and don’ts for visitors when they are inside SEBI premises. Also it should have messages of importance to the investing community.
The presentation also needs to be updated from time to time for messages related to Important national / Sebi events like independence day, republic day, Sebi foundation day etc,
Chairman Interview Request– Handling Process
1. After receipt of Chairman Interview Request, Entry of the same should be done in the Excel Sheet. And a serial number should be given to the said interview request from the Excel sheet.
2. Print out of request should be taken, if the request is made by email. And the print out of request should be forwarded to Chairman. And one copy of print out should be filed in Chairman Interview request file. Serial number of excel should be mentioned in both the print out (one which is being filed and other which is being sent to Chairman)
3. If Chairman approve the request, then Time and venue should be informed to media person who has made the request.
4. Probable Questions for interview should be taken from media person. The question should be forwarded to ED of concerning department for providing reply / data/ comments.
5. Replies/data/ comments received from concerning department should be complied and forwarded to Chairman.
6. The media person coming for taking Chairman Interview should be received by Communication Division officials.
7. After Interview, an entry should be made in excel sheet regarding date and venue of the interview.
8. The date and Venue should also be mentioned on Print out available in Chairman Interview file.
9. If it is a print media interview, the copy of interview should be kept in Chairman Interview file. It should be uploaded on portal in Chairman Interview.
10. If it is electronic media interview, we should order to Esha News to provide video of the said interview. And video should be uploaded on portal and an email should be sent to [email protected] for information about uploading of interview.
1. This activity is to be done daily using the original clippings file.2. Filter the news items as SEBI related and non SEBI related and discard the
latter.3. Sebi related items further needs to be analysed on various parameters like
context of news capturing the comments made as positive, neutral, negative and suggestions.
4. Also to segregate news based on news items in public domain and non public domain.
Chairman Clipping
The communication division needs to maintain a copy of news items appearing about SEBI Chairman in print and electronic media. The archival of these items would help the department in handling the request mainly from chairman’s office about media coverage of chairman interview, speeches and informal talk with the media.
The Items appearing about chairman needs to be photocopied and arranged in a separate box file named chairman clippings date wise.
Social Media
Social media has become an important tool in shaping public perception nowadays. Sebi on its part needs to constantly monitor social media about the comments appearing in social media about Sebi, its rulings, any other comments about securities market about SEBI.
The officer needs to be vigilant and constant search the websites like Twitter, Facebook, comments page of digital edition of print and electronic news publications.
The analysis of the comments needs to be reported in the below mentioned format.
S.No. Comments Count1 Positive SEBI2 Negative SEBI3 Skeptical4 Advice SEBI5 Total
Also a tabular chart might be prepared for the better understanding of the top management.
Press Conference
Media list should be updated regularly. It should also be re-checked at the time of press conference.
Journalists of all financial newspaper / magazine and local/regional newspapers should be sent an invitation for attending press conference.
Invitation should be sent by email. In addition to that, communication division officials should also call the journalist stating that invitation is sent by email and please do attend the press conference.
An office note should also be sent to PNS, FMD for doing arrangement of press conference. Officials of communication division should ensure that the arrangement is done properly and timely.
A consolidated press release should be prepared and enough no of photo copies of that should be made. The said press-release should be distributed to all media person/journalists who have come for attending press conference.
Contact details / visiting cards should be taken from journalists while giving them photo copy of press release. The said contact details/ visiting card details should be updated in media list.
Media Interaction of Chairman / WTM
The details of visitors for chairman and WTM needs to be maintained in the following format.
DETAILS OF CHAIRMAN VISITORS
1. Date of Visit : DDMMYYYY2. Name of the Visitor :3. Accompanied By :4. Organisation Representing : 4. To See:-
(a) Name : Shri (b) Designation :
5. Expected Time of Arrival : a.m/pm6. Expected Time of Departure : a.m/pm7. Officer Receiving the visitor : 8. Details of vehicles (Make & Regd No.) : 9. Drive in facility : Yes /No10. Vehicle Parking Inside Compound Required : Yes /No11. Status of visitor : Important / VIP12. Venue of Meeting :13. Armed Escort, if any (Please give number of escorts)
and type of weapons carried :14. Approving Authority :
Details received by email fromNameDesignationorganization:Contact Details:
News Analysis
News Analysis is a activity through which we try to gauge the perception of various news paper / journalist about SEBI. It also gives an idea about which news paper / journalist are caring out SEBI’s news items.
1) News analysis has to be done on a regular basis 2) The officer needs to study the news clipping for each day and filter the news
items as sebi related and non sebi related 3) Non Sebi related items needs to be discarded4) The segregation of news has to be done also on the basis of whether the news
items are available in public domain or non public domain.5) Sebi related items further needs to be analysed on various parameters like
context of news, capturing the comments made as positive, neutral, negative and suggestions.
6) Sample of the analysis format is given below
Date Publication Title Comments By Based On Source Remarks
News Publication Date
News Paper Name
Heading Journalist Name Context of News
Source of News
Comments on the news item by the reviewing officer
SEBI Photo Library
The officer in charge has to maintain SEBI’s digital photo library for record and archival purpose.The photo library should contain photographs of Chairman / WTM at important events and functions. The regional offices should also be contacted for photographs of important events happen at their end. Also it should contain the digital copies of chairman video interviews.
Weeding out of Old Documents
Policy for weeding out of documents
NewspaperNewspapers should be kept in communication division records only for the last six months. Newspapers older than six months should be sent to library for disposal as scrap every 3 month.
MagazineMagazines should be kept in communication division records for last 2 years. Magazines older than 2 years should be sent to library for disposal as scrap every year.
Newspaper clipping Scanning-Scanning should be done for the all the newspaper clippings in every six months. Files should be sent for scanning to the scanning cell working under information technology department.Photocopy clippings: - photocopy Newspaper clipping should be kept in communication division record for last 3 years only. Photocopy clippings older than 3 years should be sent for weeding out in every three months after the approval of CGM-Communication division.Original Clipping:- original newspaper clipping should also be kept in communication division record for last 3 years only. original clipping older than 3 years should be sent for weeding out in every three months after the approval of CGM-Communication division.
Press Release Both Press Release approval file sand final print of press release file should be kept in communication division record for last 5 years only. Files for press release older than 5 years should be sent for weeding out every year after the approval of CGM-Communication Division.
News DigestNews Digest should also be kept in communication division record for last 3 years only. News Digest older than 3 years should be sent for weeding out every year after the approval of CGM-Communication division.
Magazine Clipping
Magazine clippings should also be kept in communication division record for last 3 years only. Magazine clippings older than 3 years should be sent for weeding out every year after the approval of CGM-Communication division.
All other DocumentsPolicy files should not be weeded out. All other files after 5 years of their closure should be weeded out. Before weeding out, files should be scanned through scanning cell working under ITD. Files should be sent for weeding out after the approval of CGM-Communication Division.
