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COMMUNICATIONS POLICY

Bounce Fitness specialises in offering group exercise programs, personal fitness services, and dance

classes. The purpose of this Communications Policy is to standardise the communication channels

within the company.

This policy is implemented to ensure that important information is disseminated amongst the Bounce

Fitness staff in a way that is easily accessed, accurate, and appropriate in content. This process is done

is in accordance with legislative requirements and standards of best practice.

Employees are highly encouraged to utilise all communication channels for work-related purposes.

They must comply with this policy and other applicable policies and legislation. Failure to do so may

result in disciplinary action. News and updates within Bounce Fitness that related to ongoing company

activities and events can be shared using the following communication channels.

Channel Intended Use

Bulletin board To disseminate significant announcements relevant to employees’

interests in an easily accessible location. This includes upcoming

training sessions and current employment vacancies.

Emails To inform all staff about important information as well as to promote

upcoming events and activities. Each staff member will have their own

personal email assigned to them using the Bounce Fitness internal email

system. All employees must read emails regularly to be updated on

company news and announcements.

Social Media To be used by committee members to collaborate and communicate

about ongoing projects online. This enables each member to

conveniently share and comment on ideas about company activities

and events.

Surveys To collect information and feedback directly from Bounce Fitness staff.

It enables every member of the staff to contribute feedback and ideas

for improving the work environment and employee engagement.

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Bounce Fitness’s communications policy is a framework for all communications within all operations.

This applies to everyone working with information and communications within the organization. This

includes the following scenarios:

Scenario Process

Handling Complaints

Raised by Clients

1. Listen to the client’s complaint

2. Empathise and apologise for the grievance

3. Offer options for possible solutions

4. Execute the solution chosen by the client

5. Follow-up with the client if the complaint is resolved

Handling Issues Raised

by Employees

1. Listen to the employee’s complaint

2. Empathise and apologise for the grievance

3. Offer options for possible solutions in accordance with

organisational policies

4. Execute the solution chosen by the employee

5. Follow-up with the employee if the complaint is resolved

Lack of Factual

Communication

1. Confirm the reliability of the source of information

2. Checking the facts before disseminating information

3. Use tools and software to verify published information

4. Check if the information has been altered from its original version

Failure to Disperse

Information

1. Standardise the approach or method for dispersing a specific type

of communication

2. Determine which communication channels work best with the

approach

3. Ensure that each information is clear, concise, and complete to

avoid misinterpretation

4. Ensure that your message is received, processed, and retained by

asking for feedback

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Regular Performance

and Training Reviews

1. Schedule the review ahead of time to ensure that there will be

ample time

2. Give credit to the individual being reviewed by acknowledging

strengths and contributions to the organisation

3. Reflect on the individual’s objects, goals, and targets

4. Ensure that there is an incentive to reward the excellent

performance

5. Set specific objectives for development, rewards, or other measure

6. Document the performance review in electronic files or paperwork

Encouragement of

Employee Feedback on

Business and

Administrative

Decisions

1. Communicate the needs and priorities of the organisation through

meetings, newsletters, emails, etc.

2. Seek views and opinions of employees by encouraging a two-way

flow of information

3. Review and improve strategies for communication flow of ideas and

information

4. Consider ideas for rectifications and asses against organisational

goals and objectives

5. Disseminate the decision and reasons why back to employees and

representatives

6. Once the change has been implemented, invite feedback on the

process to improve the next consultation process

Regular Staff Meetings

and Communication

with Employees

1. Determine the frequency of staff meetings based on the number of

employees, location of employees, and workload

2. Determine the participants by analysing if it will be a productive use

of their time

3. Select action items that would be of interest to the widest cross-

section of employees

4. Prepare agenda ahead of time that includes the purpose of the

meeting, its expected duration, how much time will be allocated

to each action item, the decisions that must be made by the end

of the meeting.

5. Schedule the meeting based on the participants’ availability

6. Seek feedback on how to improve meetings to make them more

engaging

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Establishment of

Employer/Employee

(and Employee

Representative)

Committees

1. Establish the functions of the committee

2. Define the committee membership

3. Elect the representatives on the committee

4. Specify details and makeup of designated work groups

5. Renegotiate designated work groups if there are changes to

employee numbers, nature of work conducted, environment,

location, hazards in the workplace, hours worked, or languages

spoken by employees