Internal communication is vital to The Diocese of West Missouri’s organizational culture. It serves as the cornerstone for collaboration, productivity, and cohesion among team members. Without clear and efficient communication channels, misunderstandings can arise, tasks may be duplicated, and teamwork can suffer.

The Diocese of West Missouri is committed to ensuring that our varied voices and views are heard and respected. Therefore, the guidelines below establish communication guidelines that promote transparency, trust, and accountability within the organization.

What is Internal Communications?

Internal communication refers to all interactions—both formal and informal—that help us share information from one person to another within our organization. As a diocese, we interact in a variety of ways and for many different reasons. In the diocese’s context, this can mean:

• Communication between diocesan staff members
• Communication between diocesan staff and clergy/lay leadership

Regardless of the type of interaction, it is important that we practice thoughtful communication. Achieving this within our diocese requires intentionality and flexibility when it comes to engaging with our colleagues, laity, and clergy.

Tone and Language

Communication within, and outside, the diocese requires maintaining a professional and warm tone in both written and verbal exchanges. This includes being courteous, avoiding inappropriate humor, and refraining from aggressive language.

Employees should express themselves succinctly, avoiding unnecessary jargon that may confuse others. Additionally, active listening is crucial in verbal communication, as it demonstrates respect for the speaker and promotes understanding.

Timeliness and Responsiveness

 Employees are expected to acknowledge and respond to messages and requests promptly. If a more thoughtful response needs to be made, the employee is still expected to acknowledge communication and inform the other party that they will return with a response in a timely manner. Setting clear response time expectations helps manage communication flow and ensures that urgent matters are addressed promptly.

Additionally, employees should prioritize their communication channels and manage their workload to ensure timely responses without sacrificing the quality of their work.

Confidentiality

Employees should only access information necessary for their roles and must never share confidential information outside the organization without proper authorization.  The Diocese of West Missouri must adhere to strict guidelines to protect both laity and clergy data from unauthorized access, disclosure, or misuse. This includes safeguarding personal information, financial data, and any other sensitive materials. Additionally, discussions about sensitive topics should be conducted in private settings to prevent inadvertent disclosure. Regular training and reminders about confidentiality policies help reinforce their importance and ensure compliance across the organization.

Conflict Resolution

Addressing conflicts and disagreements constructively is essential for maintaining a positive and productive work environment. Employees should approach conflicts with an open mind and a willingness to listen to different perspectives. This includes initiating open dialogue to identify the root cause of the disagreement, actively listening to all parties involved, and expressing viewpoints respectfully. If an agreement cannot be reached, it is imperative that the parties involved address the problem with the Bishop. The Bishop will oversee navigating the conflict and leading the parties to a solution.

Compliance with Other Diocesan Policies

It’s crucial for employees to adhere to diocesan policies and guidelines in all internal and external communications to maintain professionalism, confidentiality, and respect in the workplace. Violating communication policies may result in various consequences, including verbal warnings, written reprimands, or disciplinary actions, depending on the severity of the offense.

Employees should understand the potential impact of disregarding communication policies, such as damage to the diocese’s reputation and affiliating churches, compromised data security, or strained working relationships. By consistently adhering to established guidelines and procedures, employees contribute to a harmonious and efficient work environment.

Best Communication Practices

It is important that employees use the appropriate communication channel for internal communication within the diocese. Here are some guidelines for choosing the right channel based on the nature of the communication:

Teams/Google Chat:

• Use Teams, Google Chat, or other similar platform for quick questions, updates, and informal conversations.
• Utilize channels for specific topics or projects to keep discussions organized.
• Avoid sensitive or confidential discussions on public channels; opt for direct messages or private channels instead.
• Respond promptly to messages to maintain the flow of communication.

Phone:

• Phone calls should be made only to an employer’s diocesan phone number and only during office hours.
• Only quick questions, clarifying statements, or time-sensitive requests should happen over phone calls.
• Avoid discussing information or action plans that require written documentation.
• In cases of an emergency, and with the Bishop’s approval, employees may contact each other via personal or home phone number to discuss diocesan-related issues.

Email:

• All communications must be sent from a diocesan email address
• Use email for formal communications, such as announcements, reports, or official documentation.
• Send emails to individuals or groups when the information is important and requires documentation.
• Include clear subject lines and concise, professional language in emails.
• Respect colleagues’ time by refraining from unnecessary or excessive emails.

In-person communication/meetings:

• Schedule in-person or virtual meetings for staff meetings, complex discussions, brainstorming sessions, or decision-making processes.
• Use video conferencing tools for remote meetings to facilitate face-to-face interactions.
• Prepare an agenda and share relevant materials in advance to make meetings more productive.
• Encourage active participation and collaboration during meetings to ensure everyone’s voice is heard.

Chain of Command

All internal communications to employees, lay leaders, and clergy regarding important announcements, urgent requests, or diocesan-wide updates should come from, or under the guidance of, the Bishop. External communication from the diocesan office is to be distributed directly from the Communications Director. This includes, but is not limited to, social media, online newsletters, public statements, and web messaging.

Questions and messaging regarding specific departments (i.e. Finance, HR, Bishop’s Office) is to be managed directly by the staff members in that field. If a staff member has a question, or a comment is needed for a response, from another staff member, the employee is to reach out to them directly. If the question includes sensitive information, the employee must reach out to the Bishop first to determine who needs to be included.

In case of absence from the Communications Director, all external messaging should be distributed through a predetermined staff member decided upon by the Bishop.