New+communication+policy+memo

Widgets Unlimited! ** To: ** Jerry Smith, Applications Development Supervisor Tom Black, Technical Operations Supervisor ** Cc: ** Allan Sergeant, CEO **From:** Angela Rupert, IT Department Manager   Jessica Campbell, HR Director 
 * Memo: **New Communication Policy **Date:** 10/10/10
 * New Communication Policy immediately in effect: **
 * Instant Messaging (IM): ** IM is the departments preferred method of communication. IM may be recorded so keep personal chatting to a minimum. IM may be used to contact other department employees for immediate or pertinent information. If an employee contacts you for a service order, direct them to the online service order form so that we can track the request.
 * E-mails: ** E-mails should be used between employees when attaching paperless memos. Paperless memos and communication are preferred whenever applicable. E-mails are typically used when documenting communication is pertinent to the task. E-mails should be kept to about a paragraph in length. An e-mail auto-response should be set up if you will not be answering e-mails for more than two days due to vacation or illness.
 * In-house phone usage: ** In house phone calls are pertinent for the day to day communication between employees and with customers. Phone calls should be made when communication needs to be more in depth then instant messaging or e-mails. In house phone calls are encouraged over cell phones whenever possible. If working at a desk for a while, forward company cell calls to your in-house line.
 * Cell Phones: ** Cell phone usage in the workplace should be kept to a minimum. Personal calls should be made during employee breaks only. Cell phones should be turned off during meetings. Employees may use cell phones to contact each other if they have been issued a company cell phone. Cell phone calls between employees should be used conservatively. Cell phones may be used to contact customers or answer calls when away from the desk. If working away from your desk, forward in-house calls to your cell phone whenever possible.
 * Voicemail: **<span style="font-family: "Arial","sans-serif";"> Voicemail should be set up with a personal greeting. During meetings, voicemail will pick up automatically when you turn your cell phone off. If leaving the office for vacation or a personal day, please post an announcement on your voicemail about your return date and if you will be checking your messages while out.
 * <span style="font-family: "Arial","sans-serif";">Texting: **<span style="font-family: "Arial","sans-serif";"> Texting should be kept to a minimum. Texting during meetings is discouraged. Texting should be used as a last resort for pertinent information notifications or emergencies. IM, e-mails and phone calls are preferred to texting. Personal texting should take place during break in the staff lounge.