Communications policy

This policy outlines in a single document the framework for the Gallery’s internal and external communications, while responding to a priority 1 internal audit recommendation on internal governance.

The objective of the Communications policy is to help the Gallery communicate effectively and transparently by:

  • achieving a better understanding of what the Gallery offers to the public, its values and identity;
  • providing clear and well-judged information appropriate for the needs of the user; and
  • arranging its work as efficiently as possible.

The policy includes sections on:

  • Definitions
  • The legal basis of the policy
  • A statement of principles
  • The responsibilities of Trustees and staff in relation to communications
  • Procedures (guidelines on contacts with the Press are included in Appendix 3)
  • Breach of policy
  • Review

A summary of key strands of external and internal communications is included as Appendices 1 and 2.

Recommendation

Trustees are asked for comments and approval.  Audit and Compliance Committee approved the Policy at the meeting on 19th February 2007. 

Sandy Nairne, Director
Pim Baxter, Communications and Development Director
Barbara Jotham, Head of Finance and Planning
 
NATIONAL PORTRAIT GALLERY
COMMUNICATIONS POLICY (DRAFT)

1) Introduction

The National Portrait Gallery recognises that consistent, effective and appropriate communication – external and internal - is important in achieving its aims, objectives and policies and to its credibility as a publicly accountable organisation.  This document outlines the principles for managing communications, including a summary of key strands of communications, and the responsibilities of staff in relation to communications.

The policy can be found on the staff network.

2) Scope

The Chair and Deputy Chair of Trustees, the Chair of Audit and Compliance Committee, members of Management Team and Heads of Section should be familiar with this policy and all other Trustees and staff should be aware of it.  The aim of the policy is to reduce the risk to the Gallery of damaging or ineffective communication, and to ensure that staff are aware of how communication is best conveyed externally and internally, and who has responsibility for which aspects.

3) Definitions

External communications include all the messages and information that the Gallery presents to different audiences, whether directly (through the website, telephone calls, letters, e-mails, newsletters, marketing materials and press releases) or indirectly through the press and word of mouth. They also include the messages and information given to visitors at the Gallery and to users of the website, as well as to Development Board members, sponsors and supporters, suppliers and customers. The Gallery has a Freedom of Information Publication Scheme, providing an active means for the release of information. Matters of interpretation around the Collection, although an important part of communication, are considered in greater depth elsewhere.

Internal Communications include all the messages and information (whether verbal or written) passed within the Gallery, principally between members of staff, but also between Trustees and staff, and to and from management and staff. They include the messages given to those working in franchise companies, in companies helping the Gallery on projects and with volunteers.

4) Legal Basis

The Gallery’s responsibilities in relation to Communications stem from its duty to achieve its core purposes under the Museums and Galleries Act 1992, they are additionally conditioned by the Data Protection Act (1998) and the Freedom of Information Act (2005).

5) Statement of Principles

The objective of the Communications policy is to help the Gallery communicate more effectively by achieving a better understanding of what it offers to the public and by arranging its work as efficiently as possible, and to:

  • improve the clarity with which the values and identity of the Gallery are understood;
  • promote transparent and open communication;
  • provide clear and well judged information at the most appropriate level of detail in relation to the needs of the reader or user.

The improvements and benefits which good communications should provide are:

  • a greater likelihood of achieving the Gallery’s aims, objectives and priorities;
  • a more effective and purposeful ‘face’ to the world
  • a trusting environment for work in which staff and associated workers and volunteers can find the information they require;
  • providing everyone with the skills to be confident communicators.

General Principles

  • All communication is important and needs to be considered carefully.
  • External and internal communications will form part of strategic and business planning as well as project and team appraisal (including working with other organisations).
  • Good communications play a very positive role in the day-to-day operations of the Gallery, through the consideration of the content and the audience for any particular message or information to be disseminated.
  • Managers and staff at all levels will have a responsibility to foster good communications internally and externally
  • The Gallery will foster a culture which encoura