Company communication management system

x company communication management system

Article 1: This system is specially formulated in order to improve the company's operation and management, save costs, and strengthen the management of various communication tools of the company.

Article 2: The various communication tools referred to in this system include telephone switchboards, telephone extensions, direct line telephones, fax machines, mobile phones, and electronic mail boxes for employees.

Article 3: The company's various communication tools are mainly used to facilitate communication with the outside world and facilitate business. The company does not encourage employees to use the company's communication tools for private purposes.

Article 4: Management of the telephone exchange

The telephone switchboard is staffed by the front desk staff of the administrative department, and all external telephone calls are subject to the reception staff. The receptionist’s answering call must use the standard terminology. The standard terms are as follows:

When answering an outside call, you should say "Hello! Yinghai Group, which one are you looking for?";

When the other party tells the extension number, it should say "Please wait!";

If the extension is busy, you should say "Sorry, the phone is busy, please call again later"

When the front desk staff answers the internal calls, they should say "Hello, the front desk."

Article 5: Management of telephone extensions

The company provides each employee with a telephone extension based on the employee's work needs and the resources of the telephone extension.

The employee should answer the call within three rings of the telephone extension. The answering service should be concise and clear. When answering the call, the uniform polite language “Hello, ×××” should be used. When speaking on the phone, the sound should not be too loud, so as not to affect others.

Telephone extensions generally do not open the long-distance direct dialing function. If the staff below the director level open the long-distance direct dialing function due to the actual needs of the work, a written report must be submitted. After the preliminary review by the department manager and the supervisor's review, the president of the company can approve the opening.

For the extension of the telephone that has the long-distance direct dialing function, the employee is responsible for the management of the long-distance function. Long-distance calls may not be lent to others. Once discovered, in addition to the long-distance charges incurred by their personal compensation, the long-distance direct dialing function of the telephone extensions may be stopped and the corresponding punishments shall be imposed according to the company's reward and punishment regulations.

If an employee needs to make a long-distance call for temporary work, he/she must fill out the "Long-distance Telephone Application Form", which is reviewed by the department manager and submitted to the administrative department manager for signature, and then sent to the front desk for signing, or dialed by the front desk. On the employee's extension.

When making long distance calls, you must use the ip special service number to save money.

It is forbidden to use company phone to chat. Employees who make or receive private calls during business hours should make a long story to avoid causing the telephone line to be busy for no more than three minutes.

It is strictly forbidden for employees to use the company's telephone to dial in, call the voice station or the information desk to query non-business information.

Make long distance calls without the company or the owner of the phone. Once discovered, in addition to the long-distance charges incurred by their personal compensation, it may be serious, and the above disciplinary action will be given until expulsion.

Once the employee who has opened the long-distance direct dialing function has left the office, the administrative department should immediately notify the front desk to turn off the long-distance direct dialing function of the employee and register at the same time.

Article 6: Management of Straight Line Telephone

Senior management personnel at the director level or above, as well as the president's office director and assistant to the president, can apply for a direct line telephone according to the needs of the work. If you need to open the domestic long distance function, you should apply together.

Apply for a direct line telephone and report it to the chairman of the group for approval.

Article 7: Management of fax

The company's fax machine is managed by the front desk, and the front desk staff should be responsible for handling the fax.

After the front desk personnel send the fax, check whether the file is missing next to the fax machine; after the fax is received, the fax file should be delivered to the recipient immediately.

If an employee sends a fax due to work needs, he should fill out the "Fax Application Form", and the department manager will conduct a preliminary review of the fax content and report it to the supervisor for approval. After the supervisor is approved, the "Fax Application Form" shall be submitted to the manager of the administrative department for signature, and then transmitted by the front desk staff.

For the transmission of highly confidential files, it can be guided by the front desk staff, personally transmitted by the employees, and notified to the recipients by telephone in advance. It is not advisable to use a fax machine to transmit files that involve major confidentiality of the company, so as to avoid leaking.

Departments or individuals who have frequent fax transmission and reception services or have high confidentiality requirements for sending and receiving data may apply for a dedicated fax machine.

Employees are not allowed to use the company's fax machine to send and receive private data and files.

Article 8: Management of mobile phones

The company does not purchase mobile phones for employees, but gives a certain amount of reimbursement limit standards for the mobile phone charges incurred by employees for official duties.

In principle, the general staff of the group director level and subordinate company subordinate manager level may not apply for reimbursement of mobile phone bills, except for special jobs or because of business needs.

The company implements the management method of “employee reimbursement application, company approved reimbursement quota, real-time reimbursement within the limit, and over-spending part of the employee's self-sufficiency” for mobile phone bills, that is, the management staff above the director level submits a written reimbursement to the company for reimbursement of mobile phone bills according to actual work needs. The application, the company based on the characteristics of employees, positions and business, as well as the company's "Mobile Reimbursement Reimbursement Reference Standards Table", approved specific reimbursement limits. For mobile phone bills within the limit, the company shall reimburse according to the actual reimbursement; for those who exceed the reimbursement limit, the company will only reimburse according to the limit standard, and the over-expenditure part will not be reissued to the employees, but will be borne by the individual.

The process for verifying the mobile credit reimbursement limit is:

The management staff above the director level can write a written reimbursement application according to the actual work needs. After the department manager issues the verification opinions, they report to the supervisor for approval. Within the company's quota reference standard, the supervisor can directly approve. For those who exceed the company's prescribed limit reference standards, they need to be approved by the president of the company.

For management personnel above the manager level, in addition to the approval of the supervisor, all reports shall be submitted to the president of the company for approval.

The mobile phone reimbursement standard of the president and vice president is approved by the chairman of the board of directors.

Company communication management system

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