Internal Communication

• Develop a formal internal communications policy. This policy should make a strong statement that the factory values open and honest communication, transparency and information sharing. It should outline the major tools and processes of communication that will be used in the factory.
• Develop and make clear reporting procedures. These reporting procedures should be made for all the official reporting points between workers and managers, production and QC division, and among different workers in a production line. The reporting procedures should clearly indicate who have to report to whom (e.g. QC staff have to report to his/her QC manager), when (when errors occur or at the end of the shift) how often and by what mean (e.g. verbally or using an inspection report. If possible, draw a map of reporting procedures.
• Set up and use bulletin boards to provide information to employees. Information boards should be placed convenient place for workers to see the information while resting during break time. Boards must be updated regularly. Old materials should be removed when they are out of date. Keep the board neat and tidy and attractive so that workers want to read it. Bulletin boards should be divided into different major sessions such as Labor Safety, Quality Control, Operation or Production, or Creative Ideas for Improvement. Quality Policy and/or Environment Policy should be attached. (See Good Practice Guide #18 - Organization of the Notice Boards for more information)
• Conduct a number of different regular short internal meetings:
• Daily line meetings between workers and supervisors to ensure workers understand production targets, requirements, discuss any issues from the previous day, and share general information. (See Good Practice Guide 17 - Daily Line Meetings for more information)
• Regular meetings between management and workers. This will break down the hierarchy in the factory and provide opportunity for workers to discuss issues directly with management. These can be formal meetings, but informal opportunities such as football games or management joining workers for lunch can also be very valuable.
• Regular meetings among different departments of the factory to share information and discuss any issues that arise.
• Regular Union meetings – with workers and with management. Trade Unions should ensure they regularly listen to the needs and problems of workers. They can then represent these views to management.
• Encourage workers to have informal and open discussion about any matter related to their work or their time at the factory with each other or with their managers during the tea-break, lunch time or any time convenient for them. Encourage them to speak out their difficulty in production so that other workers or supervisors can helps or provide advices. Sharing of information or experience should be highly appreciated.
• If possible, organize internal factory or company - wide events such as Factory Festival, Team Building, Retreat or Contest on Company History or work-related issues such Fire Rescue to provide workers with more chances to enjoy their time together, cooperate with people from other divisions and team working with each others. Such events helps much on developing the relationships among workers and through such events, improve internal communication within the factory.

Funding for the Factory Improvement Programme is provided by the Swiss State Secretariat for Economic Affairs and the United States Department of Labor.