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NATIONAL PLANNING COMMISSION

DRAFT COMMUNICATION POLICY

April 2012


Acronyms

NPC

National Planning Commission

i Draft Communication Policy


Table of Contents 1.COMMUNICATION POLICY .......................................................................................................................1 1.1.PURPOSE ...........................................................................................................................................1 1.2.GOALS ...............................................................................................................................................1 1.3.GUIDING PRINCIPLES ........................................................................................................................1 1.4.TARGET GROUPS / AUDIENCE............................................................................................................2 1.5.MESSAGES ........................................................................................................................................3 1.6.COMMUNICATION CHANNELS ..........................................................................................................3 1.7.BASIC RULES FOR COMMUNICATION ...............................................................................................4

ii Draft Communication Policy


1. COMMUNICATION POLICY 1.1. PURPOSE This document sets out the policy of the NPC on external and internal communication. 1.2. GOALS External Communication External communication should support the NPC in pursuing the overall goals as described in its mandate, mission and strategy. The mission of the NPC is to plan, and direct national development through effective planning, coordination and provision of technical and advisory services towards sustainable development. Firstly, this creates a need for the NPC to communicate and popularize national development initiatives to the citizens and general public. Secondly, external communication should promote overall knowledge and awareness of NPC among different stakeholders. As a national planning institution, NPC is accountable to the Namibia population as a whole. Internal Communication Like NPC’s strategic objectives for its external communication, the main goal of the internal communication is to support the organisation in achieving its vision, mission, and strategies. Furthermore, the internal communication shall strengthen the organisational culture and feeling of commitment among the staff. Mutual information sharing is an important principle to ensure efficient internal communication. Staff also acts as a multiplier in reaching other stakeholders.

1.3. GUIDING PRINCIPLES NPC recognises that active communication with different stakeholders and the general public is an integral part of its mandate in line with the core values of the Public Service. In order to reach its overall goals for communication, NPC follows a set of guiding principles as stipulated below. Efficiency NPC uses modern communication technologies in a timely manner to convey information to its target audience. Synergies are sought when it comes to using different communication channels. NPC should respond without delay to public information queries and requests from the media and the general public. 1 Draft Communication Policy


Transparency As a national planning institution, NPC strives to be transparent and open while taking into account secrecy of public information. This will contribute towards maintaining a high level of accountability as a public institution. Proactivity NPC proactively develops contacts with its target groups and identifies topics of possible mutual interest. Clarity NPC aims at sending clear and consistent information on key policy issues and avoids unnecessary jargon in its communication. The institution will reinforce clarity by adhering to a well-defined visual identity in its external communication. Cultural awareness As a national planning institution, NPC operates in a multicultural environment. While most of its communication material is provided in English, the institution will strive to communicate with its audience (especially communities in rural areas) in the regions to the extent possible in their own local languages. The NPC will develop a Communication and Advocacy Strategy that details the audience, local languages and the type of communications media to be used to reach out to the various communities. Feedback NPC will regularly seek feedback on the delivery of its mandate, image, and information outreach activities both from the media as well as from its key stakeholders. This feedback will be used to review its performance and communication outreach activities if need be.

1.4. TARGET GROUPS / AUDIENCE The NPC Communication and Advocacy strategy will identify various target groups. (i)

External Communication • Stakeholders NPC perceives its stakeholders to be located in the public and private sectors both in and outside Namibia. External communication activities should support the process of maintaining stakeholder relations. Branding and Marketing of NPC projects and programmes play an important role for external communication. • Non-governmental Organisations It is important that NPC periodically conducts dialogues to communicate its achievements and progress on various capital projects and programmes. 2

Draft Communication Policy


• Media NPC considers the media as an essential target group in its own right, but more importantly the media serves as an intermediary in reaching out to other key target groups. • General public NPC acknowledge that the general public is an important target group. To reach this target group, the institution in collaboration with regional government structures will ensure timely provision of relevant information. (ii)

Internal Communication • Staff NPC will ensure constant provision of information to its staff and promote activities that enable empower them to act ambassadors of the institutions.

1.5. MESSAGES The key messages about NPC are: NPC Mandate “To plan the priorities and direction of national development”. The mandate is derived from Article 129(1) of the Constitution of the Republic of Namibia. NPC Vision Statement “To be a centre of excellence in planning and coordinating national development”. NPC Mission Statement “To plan, and direct national development through effective planning, coordination and provision of technical and advisory services towards sustainable development”.

1.6. COMMUNICATION CHANNELS To fulfill its goals for external and internal communications, NPC will employ a variety of communication tools. The tools will be outlined in the Communication and Advocacy Strategy. NPC stakeholders will also be identified, together with relevant communication channels of reaching out to them. 3 Draft Communication Policy


Communication Tools Various communication tools will be used ranging from newsletters, magazines, annual report internet, intranet, seminars, speeches, media activities, advertising, etc.

1.7. BASIC RULES FOR COMMUNICATION Responsibility for external and internal communication The Permanent Secretary has the overall responsibility for NPC external and internal communication. Coordination of Communication Communication is an integral part of the NPC’s overall processes. Key policy messages will be discussed in management meetings of the institution. When items are discussed at various platforms, there should be suggestions on how they should be communicated both externally and internally. Information on public appearances by NPC representatives should be sent in a timely manner to the Public Relations Office for necessary action.

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COMMUNICATION POLICY (3 June 2012)  

DRAFT COMMUNICATION POLICY NATIONAL PLANNING COMMISSION April 2012 NPC National Planning Commission Draft Communication Policy i

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