In Search of Better Health K E M R I STANDARD OPERATING PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

Transcription

1 In Search of Better Health K E M R I STANDARD OPERATING PROCEDURE FOR INTERNAL AND EXTERNAL COMMUNICATION

2 REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 2 of 7 Controlled copy: Circulation authorized by the Management Representative.

3 REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 3 of 7 TABLE OF CONTENTS 1. SCOPE PURPOSE REFERENCE DOCUMENTS TERMS & DEFINITIONS RESPONSIBILITY AND AUTHORITY DETAILS OF PROCEDURE Mode of Communication Centre/Departmental Meetings Staff Meetings and Briefings Chief Officers Meeting OBJECTIVES RETAINED DOCUMENTED INFORMATION ANNEXES... 7

4 1. SCOPE REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 4 of 7 The procedure covers establishment and implementation of internal and external communication in KEMRI. 2. PURPOSE The purpose of this procedure is to ensure effective internal and external communication in KEMRI. 3. REFERENCE DOCUMENTS 3.1 KEMRI Quality Manual, KEMRI Strategic Plan, TERMS & DEFINITIONS 4.1 KEMRI Kenya Medical Research Institute 4.2 DK Director KEMRI 4.3 DD Deputy Director 4.4 HOD Head of Department 4.5 CD Centre Director 4.6 MR Management Representative 4.9 IC Internal Communication 5. RESPONSIBILITY AND AUTHORITY 5.1 Director Overall responsible for communication in the institute Chairs the Chief Officers Meeting. 5.2 Centre Directors/ Departmental Heads Convene and chair the centre/departmental meetings Overall responsibility for ensuring that the supervisors under them prepare schedules for staff meetings and briefings and that the meetings and briefings take place as planned Approve communication through the notice boards as necessary Attend the Chief Officers Meeting.

5 REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 5 of Management Representative Present the ISO agenda during the MRM Ensure action items are implemented. 5.4 Corporate affairs Mandated to manage communication in the Institute Take minutes during MRM Distribute minutes and notifications prior to MRM Are responsible to communications to all staff Are responsible for the Institute website management 5.5 All Staff Attend the relevant meetings and briefings as required Read all communications on the notice boards, newsletters, brochures etc Implement the action items as assigned. 6. DETAILS OF PROCEDURE 6.1 Mode of Communication Communication channels in KEMRI shall include but not limited to: Intranet Documents and records. Meetings and briefings. Notice boards. Common room announcement Memo Suggestion Box Letters Phone calls Meetings Note 1: The Quality policy is posted on strategic locations of the KEMRI's service areas.

6 REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 6 of 7 Note 2: Key communication in the institute shall be done centrally through cooperate affairs. The user department shall ensure that the information gets necessary approval prior to submitting it to Corporate Department for circulation. Note 3: Internal communications will be through memos while external will be on Institute letter heads. 6.2 Centre/Departmental Meetings Each Centre Director/HOD organises and chairs a centre/department meeting with their staff during which the following are discussed:- The effectiveness of the quality management system as applied in the department. General issues affecting the centre/department and staff The records of the issues discussed and the actions agreed upon are maintained by way of minutes The minutes of the centre/departmental meetings will be circulated to and briefings held with all those who are directly affected. 6.3 Staff Meetings and Briefings Staff meetings and briefings shall be held on an annual basis and chaired by the DK on staff matters Unscheduled briefings and meetings may also be done on as deemed necessary by the Director KEMRI Chief Officers Meeting The Chief Officers Meetings are held every quarter of the calendar year and are chaired by the Director KEMRI The participants include DK, DD, CD and Heads of Departments The agenda of the meeting covers amongst other issues:-

7 7. OBJECTIVES REF NO: KEMRI/QMS/SOP/IEC/05 Version 2 PAGE: 7 of 7 Business performance and the effectiveness of the quality management system in the achievement of the business objectives. KEMRI strategies. Question and answer session. Minutes of the meeting's proceedings are recorded and distributed by the HOD, Corporate affairs. To define and document the necessary control measures to be followed during internal and external communication. 8. RETAINED DOCUMENTED INFORMATION 8.1 Minutes 8.2 s 8.3 Letters 8.4 Memos 9. ANNEXES N/A