PAC Policies

Communications Policy

Communications Policy

1) Introduction

ProAm Champions Ltd recognises that consistent, effective and appropriate communications – both external and internal – are essential for ProAm Champions Ltd to achieve its aims, objectives and policies, and to its credibility as a publicly accountable organisation.  This document outlines the principles for managing Communications, including a summary of key strands of communications, and the responsibilities of staff in relation to communications.

2) Scope

The Members, and ProAm Champions Ltd should be familiar with this Policy, and membership should be aware of it.  The aim of the Communications Policy is to reduce the risk to ProAm Champions Ltd of damaging or ineffective communication, and to ensure that all staff are aware of how communications are best conducted externally and internally, and who has responsibility for which aspects.

3) Definitions

External Communications include all the messages and information that the DPA presents to different audiences, whether directly (through telephone calls, letters, e-mails, newsletters, marketing materials, social media channels, online and press releases) or indirectly through the media and word of mouth.

Internal Communications include all the messages and information (whether verbal or written) shared withinProAm Champions Ltd, Meetings, Executive and principally between members of ProAm Champions Ltd. Internal Communications include the information given to those working in associated companies.

4) Legal Basis

The DPA’s responsibilities in relation to Communications stem from the Data Protection Act (1998) and the Freedom of Information Act (2005).

5) Statement of Principles

The objective of the Communications Policy is to help ProAm Champions Ltd achieve a better understanding of what it offers to the public and its membership to ensure that ProAm Champions Ltd can work as efficiently and effectively as possible, and to:

  • improve the clarity with which the values and identity of ProAm Champions Ltd
  • promote transparent and open communication
  • provide clear and well judged information at the most appropriate level of detail in relation to the needs of the reader or user

Principles for managing External Communications 

Corporate and marketing communications should be considered as part of the wider field of advocacy in which ProAm Champions Ltd wishes to:

  • distribute high-quality information about its plans, projects and programmes of activity, ensuring that those who are influential for the future support of the DPA are well informed
  • reach out to target audiences, to those in partner organisations and potential participants
  • offer background and corporate information – principally through the website – as a reference source
  • ensure that the visual identity of ProAm Champions Ltd, as shown through all its print and digital communications, is clear, coherent and expresses ProAm Champions Ltd key values
  • have a beneficial dialogue with its audiences using research, feedback and social media channels to gain insights, answer queries and deliver key messages

Principles for managing Internal Communications

 Internal communications are based on active management across ProAm Champions Ltd to ensure that:

  • ProAm Champions Ltd are informed of the most important information relating to the good management of ProAm Champions Ltd
  • regular exchanges through e-mail, meetings and telephone calls are thoughtful, respectful, efficient and well disciplined
  • an informal exchange of information is encouraged through the committee/members for creative of ideas and proposals

6) Social Media

ProAm Champions Ltd are advised to observe caution when using social media, it is advised for safety as well as upkeeping of the reputation of a member and the council. Consideration should be taken with posts and images. Personal information is advised to be kept private and when operating in a professional capacity social media is used in a positive and constructive manner.

7) Breach of the Policy

Any actions taken by members of ProAm Champions Ltd which contravene the Communications Policy will be dealt with by ProAm Champions Ltd. Depending on the severity of the contravention, any external matter will be dealt with at General meetings under complaint procedure, and any internal matter will be reported to ProAm Champions Ltd. If in either case it is a matter which threatens the reputation of ProAm Champions Ltd, or creates severe disruption, then ProAm Champions Ltd Disciplinary Code will be followed.

8) Review

The Communications Policy will be reviewed every five years as part of the cycle of reviewing BDC policies and procedures. The next review will be in autumn 2025.

9) Date of Approval

This Communications Policy was reviewed approved by ProAm Champions Ltd – July 2020