1.0 Introduction
- BUDS UK requires a clear, concise, and easily understandable Communication Policy to guide all members and partners.
- We aim to prevent misunderstandings in our working relationships. Recipients and messages are selected on a need-to-know basis.
- Gathering feedback from all members and partners is crucial for development and improvement.
- This policy upholds the principles of consent and confidentiality.
- All actions must align with the aims and objectives of our Governing Document (GD).
- The President of BUDS UK or an elected BOT member shall assume the role of operational lead for communication.
2.0 Internal Communication within BUDS UK
- Review current and past communication practices among members and BOT.
- Annually assess working relationships and organisational efficiency in relation to communication.
- Identify and address any disruptive, unhelpful behaviour or malicious dissemination of disinformation early.
- Listen carefully to members' opinions and design adequate steps to facilitate communication.
- Implement swift changes to adapt to new requirements.
- An away-day with an outside facilitator may be beneficial for discussion, learning, and reflection.
3.0 External Communication
Communication channels include charities in the UK, Western countries, and Sri Lanka; donors; partner organisations (Charity Organisations and NGOs); potential members; and beneficiaries and project participants in Sri Lanka.
7.0 Communication with the Charity Commission (CC)
- CC is a crucial partner for BUDS UK.
- Maintain continuous and relevant communication with the CC.
- Report activities and new policies to the CC promptly.
- Send minutes of AGM, special committee meetings, significant event summaries, annual reports, and action plans.
- Report constitutional amendments to the CC after each AGM.
- Produce an annual business plan and send it to the CC to demonstrate proactive planning.
9.0 Communication Practices and Methods
- Verbal: Social and official functions, telephone conversations.
- Written: Messages, meeting minutes, reports, presentations, proposals.
- Newsletter: Inform members, well-wishers, target audience, and CC.
- Website: Regularly updated as a useful communication medium.
11.0 Abuse and Proper Use of Communication
- Guard against abuse of communication channels.
- Set rules to prevent gossip, malicious information, personal matters distribution, and small interest groups with personal agendas.
- Official communication should primarily be through electronic means like WhatsApp, emails, Zoom meetings, and the website.
- Stop abuse early and handle it through a disciplinary procedure if necessary.