Organization for Research and Skills Training for Women (ORSTW)is a non-for-profit, nonpolitical and Non-Governmental Organization (NGO) established on 21/11/2012 as a women rights organization by a group of educated Afghan women. ORSTW is registered with Afghanistan’s Ministry of Economy and working for the welfare and empowerment of Afghan women in Afghanistan.

ORSTW started its functioning in Afghanistan in July 2013and currently working in Kabul, Kunar, Nooristan, Laghman, Ningarhar and Khost provinces with providing agriculture trainings and practices, livelihood opportunities through vocational skills trainings and micro-credit provision, educational activities, preventive health education, professional/management, capacity building programs, advocating and lobbying for and/or on behalf of the Afghan women and sensitizing the masses towards admitting and accepting the role and contribution of their female counterparts.

Vision

To build a society free of discrimination, violence & corruption-where every inhabitant (male/ female) lives a promoted and peaceful life.

Mission

To find out the social problems through a wide variety of researches, address the solutions, and eliminate all kinds of violence and discrimination to pave the way for a healthy society, and peaceful life and to improve the products, and vocational skills of the people.

2. Objective of the Communication Policy

The purpose of communication policy is to ensure ORSTW’s internal and external communications are well coordinated, effectively managed and responsive to the diverse information needs of relevant stakeholders and also this policy could ensuring that, at all times there is a viable approach to communication as well as the responsibilities and expectations of stakeholders are identified and understood.

3. Definition of communication

Communication is the process of passing information and understanding from one person to another. In simple words it is a process of transmitting and sharing ideas, opinions, facts, values etc. from one person to another or one organization to another. Communication is an important tool for disseminating organizationalvaluesandattitude to its external and internal audience/stakeholders.

4. Types of Communication

Internal communicationIs particularly vital in strengthening organizational culture, commitment and belonging among staff. To support ORSTW’s mission and there is need for effective communication among employee, hence, the rationale for a comprehensive communication policy.

4.1. External CommunicationIs the transmission of information between an organization and another person or entity in the organization’s external environment.

4.2. Internal Communicationis communicating information within the organization focusing on employees, using different efficient tools and methods. Effective Internal communications encourages employees to feel fully engaged in achieving organizations objectives and act as more productive workforce.

Recognizing the employees is the greatest resource of the organization, ORSTW commits into improving its internal communications and flow of information within the organization. As the experience shows managers and supervisors are the most important source of information, therefore, they are the ones who are responsible for keeping subordinates up to date and informed about related information to their work and the information and decisions made at the organizational level, though the Communications Unit have the mandate to share organizations level information through different channels.

This document is a guideline for all ORSTW staffs on how to communicate internally. The guideline provides practical approaches on how to communicate with employees for better internal communications. It’s a living document that can and will be improved in the future.

4.3. Objective of Internal Communication is

1. To give the organization the possibility to transmit information, behaviors, values and the feeling of belonging to one organization and the role in achieving the one goal to the employees.

2. To allow employees play a vital role of communicators with external world by keeping them well informed about the organization.

4.4. How to communicate with Employee?

Effective internal communications requires the responsible communicators to decide which type of information needs to be communicated; to which group; through which channels and what is the best time for it. The result of internal communications survey shows that the ORSTW employees believe that meetings are the most effective way of communication. It not only informs employees about decisions, ongoing processes etc. but also allows them to interact, raise their voice and gives their feedback on time. To improve the usage of meetings at different levels as one of the communications tools, a consolidated meeting structure is developed for the organization.

5. Chanel of communications

ORSTW is using both traditional and modern methods of communication; however there is challenge for the organization to reach the employees working in the field through modern channels of communication. In this documentarist,also striving to determine what is/isn't working, where and what the blocks/barriers are. WithinORSTW we have different internal communications channels in different languages according to the coverage areas and the target group with the aim to disseminate the related information to specific persons in the right time.

Email: ORSTWOutlook is used as one of the communications tools internally and externally. Most of the messages from the management are sent out through this channel. But not all ORSTWemployees especially those working at the field level have access to a computer connected with the internet. About 20 % per cent of ORSTW’s employees don’t have access to computer and internet.

Meetings: Most of ORSTWemployees find meetings the highly important source of getting information related to their work. Different meetings at different levels are convened within the organization. Conducting of meetings is a useful source of sharing information, a meeting structure for the organization is developed which specifies the types of meetings and all their aspects. Also with this document a template for meeting ToR (Annex 1) is introduced to make sure that each meeting has its clear role and purpose, participants are identified and concerned staff members get the minutes of the meeting for further actions.

Magazine: The magazine is used as a tool to reach ORSTWemployees with the information about what is going on in ORSTW. Poor access to internet in rural areas affects the internal communications within the organization via email;therefore magazine has a special focus on thosestaffs, doesn’t have access to internet. The magazine is mainly meant to be published on monthly basis to quarterly basis based on needs as well as financial resources availability.

Notice Boards:Notice boards are also used to put the information that needs to be circulated internally. This channel is mostly used for sharing the information such as ORSTWnicemessages and announcements that needs everyone within the organization to be informed. The channel is also much useful for the category of staff members who do not own an ORSTW email address like guards, drivers and cleaners. Human Resource Unit is responsible to put the vacancies, while Communications Unit is responsible for other types of the information to be shared through this channel that could be about new projects, ORSTWs’ achievements etc.

Visual Identity and promotional products:ORSTW also invests in printing materials that are more to be used as an internal communications channels such as table calendars, wall calendars, brochures, rollups and many others. These products are not only to communicate key messages but also to create identity for the organization among staff. Information and promotional products are produced based on ORSTWvisual identity that supports branding and creating identity purpose of the organization internally and externally. This speaks in the form of images and is strategically grounded in how our organization acts. The most vital characteristic of our visual identity is consistency that everyone who works with visual communications within the organization says things the same way every time. Refer to the actual Visual Identity Manual or Branding policy.

Social media: ORSTW Facebook page is defined as a channel of communication to engage more external audience and raise awareness aboutORSTW activities, but it is also a channel to raise the awareness about ORSTWamong staffs. The channel is used for sharing ORSTWvision, mission and values as well as the information about programmatic activities and achievements in implementation of programs.

Website: ORSTW’s website is used in raising awareness about our activities and values. In the same way as Facebook; the website mainly reach a young urban target group in Afghanistan as well as people around the world who are interested in Afghanistan and ORSTW activities in this country. The channel includes informative materials on ORSTW’s vision, mission and core values, historical background, programmatic activities, ORSTW nicest, documents and many more. Though it is considered as a channel for external audience, but evaluation shows thatORSTW employees also visit the web page especially the newly recruited ones as well as interns.

6. Right Information to the right audience through the right channel

What information?	Preferred Channel?	Responsible Department	To Whom?
ORSTW mission, visions and Values	All channels	Communication Department	All staff members
Change communication ü restructures ü relocations ü redundancies ü promotions ü appreciations ü contractualchanges ü Holidays/off days ü new appointments ü changes in the policy ü appraisal processes	ü Email ü Magazine/newsletter ü Meeting ü Internal memos	HR/Admin Department	All staff members
Programmatic information: ü New projects ü Project contract/agreement terms and conditions ü Achievements ü Success stories ü Project impact/outcome ü Projects progress ü Reporting system and requirements ü Setbacks/challenges in the programs ü Lesson learnt ü Government laws and policies	ü Magazine/newsletter ü Website ü Social media ü Informative and promotional products ü Email ü Meeting ü Feedback letters	Communication Department	Managers, Officer and assistant level staff
Work related Information: ü Plans ü Reports ü Tasks	ü Email ü Meeting	Communication Department, Finance and HR/Admin Department	Department staff
Crisis communication ü reputation damage ü security issues ü staff accidents	ü Email ü Magazine ü Website ü Social media (Whatsapp, viber group) ü Meeting	HR/Admin Department	All staff members
Events ü graduations ü Celebrations& International Woman Day ü project closing ceremonies ü New year and EID gatherings ü Compliments and condolences	ü Magazine ü Website ü Social media ü Email ü Meeting	Communication Department HR/Admin Department	All staff members
Religious events ü EID days ü MeladNabi (PBUH) ü Mahram ü Ramazan	ü Email ü Memo	HR/Admin Department	All staff members
Harassment and corruption	ü Email ü Meeting	HR/Admin Department	All staff members
Vacancies: ü Long-term ü Short-term	ü Website ü Noticeboards ü ACBAR site or any other job placement sites	HR/Admin Department	All staff members
New policy document	ü Email ü SharePoint ü Meeting (orientation type)	Communication Department, Finance and HR/Admin Department	All staff members
General security updates	ü SMS ü Emails ü Social media (what’sapp and viber closed groups)	HR/Admin Department	All staff members

7. Tactic for implementation of internal communication

ORSTWwill consider the following tactics in order to implement its internal communication within the organization:

Web performance improvement: ORSTW will ensure that, up to date website is functioning for the organization and use dynamic website for the organization in order to have an attractive website for the organization,the website will be updated on regular basis through communication department,if required external consultation will be acquired to maintain proper website.

Better internet Capacity: ORSTWIT section will ensure high speed internet capacity for its staffs and website maintenance.

Provision of computer and internet connection: All relevant staff will be provided with computers and internet connection within the organization, while the management staff will also be provided with laptops and portable internet connection for home use.

Conference calls/Skype for business: ORSTWwill organize conference calls and Skype for business to communicate with its provincial and regional offices when required.

Access to documents share folders, drop box: ORSTWwill use drop box and Common Drive option for sharing of documents within the organization.

Physical library: ORSTWwill maintain its library with variety of books such as social studies, Islamic books, literature, management, health etc.

SMS OR Social media usage (during security situation): ORSTWwill use SMS or social media applications for informing staff about any security issue. Meanwhile, ORSTW will be registered with security altering organizing such as INSO.

Field visits and Internal Exchange visits: ORSTWwill try to organize visits to its provincial and regional offices, besides organizes exchange visits among its offices and center for better communication.

Acronyms: ORSTWwill create inclusive abbreviations for certain regular activities and tasks to easily and quickly communicate the matter, for example for Community Mobilization Centers (CMC) and so on.

Increase Communications around harassment and corruption, ORSTW complaint boxes will be used for communicating any harassment or corruption issue internally. The boxes exist in the ORSTW main office as well as centers.

Leadership training:ORSTW will make sure to conduct regular leadership trainings not only for management team as well as for regular and project staff in order to build/enhance the leadership skill among them especially women.

Induction for new employees: ORSTW will organize orientation for any newly selected staff about ORSTW terms and conditions, policies as well as will prepare a handbook including summary of relevant policies.

Translation into local language: ORSTWendeavors to translate any relevant material such as policy brief, profile, ORSTW introduction etc. in local languages. Besides, ORSTWwebsite will be in Dari and Pashtu languages.

Evaluation of the meeting structure: ORSTW will prepare a meeting feedback form and will used it in timely manner in order to get proper feedback from staff related to the meeting structure, agenda and ways to improve.

Appreciation and celebration of employee’ssuccess: ORSTWwill organize annual gatherings whereORSTWstaffs will be appreciated in terms of annual and or a specific outstanding performance/s.

8. ORSTW External Communication

A clear vision, mission values and objectives as stated above and having an effective internal communications policy all together play an important role to have an effective external communications definition, channel and practical tactics.

In order to be able to tell the outside world what ORSTWis about, it needs to be clear on at least two issues. These are the mediums of external communications that it uses, and to aggregate the target audience.

ORSTWimplements various activities and interventions based on its strategic plan through its projects and programs. Our principle is that we communicate in a manner so that others understand us in better way therefore our efforts are that communication must be adapted to the target group and stakeholders. Thus priority of and relations to the various target groups vary from one authority to another, and can be more carefully determined. Below are some of our common target groups.

ORSTW targeted external audience are stakeholders such as government officials, private businesses, religious leaders, young people, donors, International Non-Governmental Organizations (INGOs), coordination networks of NGOs and bodies etc.) And general public. These messages can be multi-themed in order to meet the specificities of the target audience’s preferences or to influence them to join or support a specific cause or campaign as determined by ORSTW.

9. ORSTW Target Audience (Stakeholders)

Community people: Community people are the main audience of ORSTWprograms in the communities and provinces. They benefit from our programs through attending trainings, community, district and provincial level meetings and gatherings.

Religious leaders: they are also called power-holders who support our programs in the field. Their influence in ORSTW program may have positive or negative effects.

Community elders/influential members/ community leaders: they are the first audience of ORSTW while entering any new community, communicates with these groups first and later enters the community for functioning of its activities. They are the important stakeholders as well as ORSTW focal points in the communities.

Communities local entities (such as CDCs and Women committees): Local structures established under National solidarity Program (NSP) program, ORSTW conducts capacity building programs and awareness sessions, meetings and interaction building among Women Committees (WC) and Community Development Councils (CDCs) in the target communities.

Civil Society Organization (CSOs) and NGOs: ORSTWworks with CSOs through re-granting, capacity building and mentorship interventions as well as grassroots level advocacy initiatives while with peer NGOs mostly attends coordination meetings.

Networks and Joint Working Committees: ORSTWis member of National as well as International level networks and is mainly working with them on common purpose advocacy issues.

Government authorities/ institutions: ORSTWis registered with Ministry of Economy (MoEc), Ministry of Education (MOE), Ministry of Women’s Affairs (MOWA), besides based on its sectors of activities has collaboration and coordination with Ministry of Rural and Rehabilitation Development (MRRD), Ministry of Haj and religious Affairs, Ministry of Health (MOPH) as well as mentioned Ministries’ directorates at province level.

Media organizations: ORSTW builds capacity of media organizations as and when relevant as well as broadcasts and telecasts messages through media organizations.

Partners/Donors/international organizations:ORSTW has strategic partnership with its donors and partners.

10. What Channels do we use externally?

In order to be able to communicate with the outside stakeholders about ORSTW’s activitiesand achievements, it needs to have clear channel to communicate externally. The typical media is still very important for external communications of ORSTW In order to engage the media;ORSTWhas to engage different methodologies to maximum the effectiveness of communication these can be outlined as follow:

Website:ORSTW’s website is used in raising awareness about our activities and values. In the same way as Facebook; the website mainly reach a young urban target group in Afghanistan as well as people around the world who are interested in Afghanistan and ORSTW activities in this country. The channel includes informative materials on ORSTW’s vision, mission and core values, historical background, programmatic activities, WRC nicest, documents and many more.

Television and Radio: For these mediums of external communication, it is important to have approaches that reflect their news-cycles. ORSTW will use visual and audio media for sharing messages related to its programs and conveying a theme to the audience based on the need.

Social Media and the Internet: ORSTW will use social media such as Facebook, YouTube, Instagram, and Twitter for highlighting ORSTWachievements as well as updates.

Print media: ORSTWwill use print media to communicate and advocate for an issue related to its advocacy objectives, dissemination of news, announcements etc. The printing media could be newspaper, magazines and leaflets.

Press Statements/releases; Press statements are brief summaries of events, activities that ORSTW is undertaking. These are mainly produced to be circulated by typical media channels. They are basic outlines that follow the journalistic practice of ‘four W’s and an H’ i.e. who, what, when, why and how. They must also within the context of ORSTW’s work briefly explain what happens next.

Media Interviews:ORSTWcan also utilize typical media channels by availing its Board, staff and program participants for interviews on issues that they are experts on as and when required. For all interviews, ORSTWrepresentatives must be well prepared by practicing how to respond to specific questions as well as how to be succinct and on point in their messaging besides public relation officer who would be main focal point for media interviews.

Electronic communication: E-mail, video conferences and the website are the primary modes of electronic communication and constitute a key platform for external communication. ORSTW communication department has the overall editorial responsibility for ORSTW website. The content of web pages should always be up-to-date, user-friendly and regulated to conform to ORSTW objectives.

Documentaries/Edutainment: For radio and television it is important for ORSTW to create its own content that can be published on media. Documentaries that are professionally done on specific issues, ORSTW tackles as a public concern. ORSTW may not have the capacity to produce such documentaries professionally and may therefore require a partnership with Production Companies. Documentaries can also be done in partnership with a mainstream media house.

Face to face meetings:ORSTW use face to face meeting to communicate with different stakeholders by conveying the information about its work mainly with government entities However, there is need to organize quarterly meetings with government authorities to discuss/report about ORSTW activities and challenges at province level meetings such as PDC meetings.

Reports:ORSTWwill prepare reports from its activities and would share with partners and government authorities as per requirements.

10. Right Information to the right audience through the right channel:

What information?	Preferred Channel?	To Whom?	When?
Project introduction: - Plans, budget, proposal summary, staff information etc.	- Face to face meeting - Official Letter	Relevant ministries and the directorates at province level	At the start-up of each project.
Signing MoU	- MoU	Relevant ministries and the directorates at province level	At the start-up of each project.
Activities progress	Reports: - Quarterly/annual/progress reports - Bi-annual reports - Special reports - Emails - Documentaries	Donors/partners Government authorities	Quarterly, bi-annually, annually
Project monitoring and evaluation findings	- Report - Presentation	Donors/partners Government authorities	End of project
Project handover/closure	- Reports - Official letter	Project beneficiaries Local authorities National authorities	End of project
Messages on relevant themes based on ORSTW strategic plan: -	- Radio and TV - Social media	Community people, influential members, religious leaders , donors/ partners	Annually Every week
ORSTW: achievements/success/challenges/lesson learnt:	- Leaflet - Newsletter - Magazine - Website - Facebook	Donors/partners/government organizations/ INGOs and NGOS, CSOs	Quarterly basis
Press Releases	- Print media - Radio - TV - Facebook - Website	- People - Relevant entities	on need basis
Job announcements	- Website - Job searching portals - Facebook - Emails - Notice boards	Potential candidates	One need basis
General announcement and products launch	- Website - Facebook - Noticeboard - Emails	Interested people Potential customers	one need basis

11. Tactic for Effective external Communication Channels

Website improvement& Access: Make sure that stakeholder easily can haveaccess to website and up to date information and this need continuously monitored and developed website in response to audience needs.

Stakeholder’s engagement: involving stakeholders experience into program improvement and continuously asking stakeholders how they prefer to be communicated with.

Document Sharing: influence stakeholders by releasing success story, video, best practice, Project progress report, project completion report, project proposal and project action plan.

Meetings: Conduct conference, meeting, event to the stake holder for information sharing and project progress

Awareness rising: Develop Awareness raising materials booklet, leaflet and carton videos about project activities community understand the project in a better way. Develop promotional materials Materials (project folders, notebook, and pen)Pictures from the project impact, Establish Complain Response Mechanism, Feedback Mechanism.

Events: photo exhibition, books exhibition to improve your communication with stakeholder.

Debates:dialogue and discussions on a specific topic with stakeholders.

Capacity building: trainings, workshops, meeting for stakeholders.

Campaigns: conducting a serious of coordinated activities to influence and bring positive change in certain issues such as accessibility of girl to education services etc.

Information to individual donors: The dialogue with the individual donors is constant and on-going through fundraising letters, Facebook, Twitter, email and telephone. It is important that the donors see and feel that their contributions make a difference. ORSTW needs to communicate relevant stories from Program with our target groups in focus. Increase awareness and knowledge about the achievements and work, goals and ideas ofORSTWamong decision makers in Afghanistan.

Key persons in local communities: Key persons in local communities, who are important in implementing ORSTW work, need to be informed on ORSTW achievements and work, goals and ideas, for example the importance of girls attending school.it is important that people on local levels recognize ORSTW as a sustainable, transparent, responsive, NGO, supporting the target groups.

Communications languages in English, Dari and Pashto: ORSTW will ensure that will publish its any documents in 3 languages including national languages.

12. ORSTW Communication unite role and responsibilities

a. ORSTW communication department responsibilities

· Develop appropriate strategies and tools for monitoring and evaluation of the Communication Policy,

· Ensure that organization communication policy is in practice and is being in considerations while communicating at internal and external level

· Review and make amendments in the communication policy as per need on regular basis most preferably on annual basis.

b. Other employee role and responsibilities:

All ORSTW employees are responsible to

· Ensure transparency of organization at different levels with different stakeholders by demonstrating the organizational standards in communication.

· Be aware of the communication policy and demonstrate the organizational standards in communication.

· Be responsible for ensuring that they communicate effectively and appropriately in line with the given standards of communication.

· Be aware of the various methods of communication and utilize themappropriately in their work,tackle incidents of poor communication in proactive and constructive ways.

· Ensure that information is shared appropriately and in a timely manner,andconsider carefully feedback in situations where stakeholders constructively.

· Raise issues relating to poor or inappropriate communication, andadjust their communication style appropriately and timely.

c. Supervisory & management staff responsibilities

All the supervisory and managerial staff should ensure that

· All staff members are sensitized on the Communication Policy.

· Communication systems and processes actively support the vision and mission of the organization.

· They act as role models by leading by example and demonstrating good practice in all aspects of communication,effective, timely and appropriate feedback is provided to staff.

· They reflect on communication standards and practices within their respective teams and identify opportunities for improvement.

· There is effective communication between the staff and other stakeholders.

· They support and promote a culture that encourages inclusion, transparency and involvement of all concerned parties.

· All staff members in their areas of responsibility have an understanding of the strategic direction, policy and procedures, sectors of interventions.

· There is consistency, equity and uniformity in communication processes across the organization.

13. Annexes

· Meeting template (to be developed and add as annex)

· Visual Identity manual or branding policy (to be developed and add as annex)

· Budget allocation

· Annual Communication plan