Nowadays, an advisory panel of the Company’s Media-Communication Policy has formulated a primary regulatory policy of an incorporated body under the various heads. This blog deals with the media-communication policy in a private company and aspires to offer a comprehensive frame about the contents of such a regulatory instrument.

Media-communication policy vs. communication policy.

First, we need to comprehend media communication policy separately from the basic compliance that involves online private limited company registration and other general external communication policies. One would instead interpret communication policy as genus and media communication as species.

A business running and operating in any situation has to undergo various types of interaction with the external world. A company forms its communication policy to have interaction and reveal valuable information to anyone except an employee, a director, or person directly associated with the functioning and formation of the company. This suggests that the policy is intended to offer an efficient and effective framework to ensure that the company’s information is timely, relevant, accurate, comprehensive and authoritative. Now, communication by the company might be to;

– Customers or clients.

– Media agencies.

– The government.

– Social media and so forth.

Hence, media communication policy is one branch of the communication policy. An important strategic goal of the business must be to manage and regulate media relationships appropriately. Appropriately means every business employee, staff, director or another officer should apply due diligence and reason while engaging with the media. Hence, it is advised to have a separate media communication policy for each company to pinpoint the dos and don’ts in a case where media agencies try to formally or informally contact the company’s personal for company-related coverage.

It has become easy for journalists and reporters to contact employees of the company to derive crucial information and comments on several related issues in our digital world. Any negative story cast by the media can cause immense harm to the business that is rather difficult and slow to undo.

Constitution

For a company to survive in this complex and dynamic world, it becomes necessary to include the following particulars in their media communication policy as given below;

– Every media communication policy should have a well-defined objective vis-à-vis revealing the material information to media, the general public, bondholders, customers, potential investors and stakeholders.

– Every policy should include a proper scope explaining the extent of applicability of such a policy.

– Every policy should include an interpretation clause to explain all the concerning concepts referred to in the policy, such as securities, company personal, general information, confidential material information, any committee formed like selective disclosure, disclosure committee, corporate communication experts and so forth.

– Each policy should offer the appointment of a designated spokesperson with the requisite skill set to deal with media in view of the company’s best interest.

– Each policy should include the roles and responsibilities of the designated spokesperson.

– Every media communication policy should offer the delegatory power of such a spokesperson vis-a-vis corporate communication experts.

– Every policy should form a disclosure committee to check into all the material information and facts of the company and distinguish confidential information from regular information. The leaders may also choose to drive organizational efficiency through communication by taking the responsibility to spread awareness among the personnel of the company about the media dealings.

– Each policy should guide staff or employees in a given situation regarding the release of information about the company. The guidelines should mention that;

– Attitudes of personnel adopted towards the media and while solving questions.

– Duty to refer the media communication towards any corporate communication expert.

– In an unfavourable condition, sternly avoid interaction concerning some proscribed issues such as legal, crisis management strategy of the company, company ethics and integrity, allegation of sexual abuse, accidents, bribery, and fraud other areas beyond their knowledge and so forth.

– The issues mentioned earlier should be dealt with by expertise and communication experts for the company’s best interest.

– Each policy should include any examination about a clause for proper organization of media dealings.

– Each policy should offer reporting guidelines about the events and other relevant issues to the media.

– Each policy should include proper induction of the repercussions for non-compliance with policy to restrict any lapse.

– Each policy should include a clause for annual review of policy for proper updates and amendments to suit dynamic market conditions.

In conclusion

The company’s vital internal policies are undergoing a spectacular expansion. Regular communication technologies are being developed. Various new avenues are being explored to reach out to the people, such as via social media like Facebook, WhatsApp, etc. That’s why companies should make their media communication policies accordingly.

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