Fostering improved communication

and transparency

summary

Fostering improved

communication

and transparency

The eib charTer for good communicaTionFor all staff

pages

besT pracTices in communicaTing wiTh sTaffFor managers

guidelines for sending effecTive e-mails

managemenT of e-mails

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The EIB Charter for Good Communication

FOrall staff

Fostering improved

communication and

transparency

privilege face to face

communication

follow e-mail

best practice

adopT an “open door”

policy wheneverpossible

lisTengood communication

is two-way

share information unless there is a

valid reason not to do so

promoTe the mission, vision

and strategy of the Bank

use voicemail and “out-of-office”

ensure phone calls/e-mails are

returned within 24 hours

communicaTe with respect, honesty and professionalism

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Best practices in communicating with staff

FOrmanagers

Fostering improved

communication and

transparency

esTablish a mission statement

and/or strategy Directorates, department & division heads

have “town hall” meetings at least twice a year

DGs

communicaTe clearly to staff on key messagesafter each CD and CA meeting

DGs/Directors

hold periodic “skip one level” meetings

DGs /Directors

provide regular feedback on intra

Directorate Directors’ meetingsDirectors

organise an “away-day” or similar once a

year to foster team buildingDirectors/Division heads

keep staff updated on progress towards

goals at least twice a year All Managers

implemenT the EIB Charter on

Good Communication All Managers

have regular team

meetings/briefingsAll Managers

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GuIdElInEs FOr sEndInG EFFECTIvE E-maIls

Fostering improved

communication and

transparency

arrange a conference call or a meeting if you want to bounce ideas around Don’t use e-mail as a conversation

define your subject header clearly It should summarise your message ina clear and meaningful way

limiT your recipients No “Bcc” No “Reply to all” unless absolutely necessary Use “To” for action and “Cc” for information

keep your message brief “KISS”: Keep it short & simple

use the flag for items which require an answer within a limited timeframe

avoidresponding hastily

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manaGEmEnT OF E-maIls

Fostering improved

communication and

transparency

checkyour Inbox regularly Don’t spend all day reading your e-mails

handlee-mail only onceDecide if it requires ACTION or REPLY

file or deleTee-mails once you have dealt with themInbox should only contain e-mails you have not dealt with

creaTe subject folders in Outlook or in GEDUse folders to file e-mails

review the folder contents regularlyDelete items which are no longer relevant

limiT the size of your attachmentsBetter use GED Links whenever possible

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