Promote an internal and external image of the organization by proposing, coordinating, supervising and evaluating communication strategies, programs and actions, designing, establishing and evaluating the communication system to be implemented, periodically making diagnoses on the operation of the communication system and preparing action plans that guarantee to resolve the deficiencies detected in the diagnoses on the communication system and inform the Board of Directors of the results and deficiencies in the implementation process of the communication system,as well as the plans of measures to be implemented to establish links with specialized institutions to provide advice in this sector and attention to advisors to attend events and fairs of national and international interest of the Agency and the Entity, promote business opportunities. Study new ways and alternatives on communication to implement and participate in the process of preparing the IPROYAZ Business Plan and in the definition of the communication budget represented before MINVEC, MINCEX, the Chamber of Commerce and the Bureau of Conventions and others that are appointed by the general director of IPROYAZ.Study new ways and alternatives on communication to implement and participate in the process of preparing the IPROYAZ Business Plan and in the definition of the communication budget represented before MINVEC, MINCEX, the Chamber of Commerce and the Bureau of Conventions and others that are appointed by the general director of IPROYAZ.Study new ways and alternatives on communication to implement and participate in the process of preparing the IPROYAZ Business Plan and in the definition of the communication budget represented before MINVEC, MINCEX, the Chamber of Commerce and the Bureau of Conventions and others that are appointed by the general director of IPROYAZ.
Key Words: Communication, manual, management, institutional
SUMMARY
Enhance internal and external image of the organization by proposing, coordination, monitoring and evaluation of strategies, programs and actions of communication, design, establish and evaluate the communication system to be implemented making regular assessments of the performance of the communication system and developing action plans to ensure resolving the deficiencies identified in the assessments of the communication system and report to the Board of the results and shortcomings in the implementation process of the communication system and plans to implement measures to establish links with institutions specialized in providing advice in this area and care advisers to attend events and fairs national and international interest to the Agency and the Bank, promoting business opportunities.Explore new ways of communication and alternative implement and participate in the process of developing the Business Plan IPROYAZ and in defining the communications budget represented before the MINVEC, MINCEX, Chamber of Commerce and Convention Bureau and others who are appointed by the director general of IPROYAZ.
Keywords: Communication, manual, management, institutional
Stage
With more than 40 years of experience in the Sugar Agroindustry, 4 Base Business Units (UEB) and 7 Provincial Offices (OP) we cover the entire country, inserted in the dynamics of the modern world of technological transformations in the field of project and design Linked to computing to increase capacity, work productivity, service quality and the result of our management.
The environment characterized by:
- Irrigation and Drainage Program until 2011 aimed at the efficient use of water, which generates large investments that require engineering services and projects. ALBA has led to the conclusion of contracts with Venezuela for the construction of 3 sugar agroindustrial complexes and 11 for food production, which requires the services of agricultural and industrial engineering projects; with possibilities of expanding to other member countries. Requests for services in Central and South America increase every year both in the activity of Irrigation and in the sugar industry and its derivatives. The programs that support the cane production processes; harvest and diversification and agricultural and forestry productions of the AZCUBA GROUP that demand investments and therefore our engineering services.
Mission
Provide engineering, projects and consulting services to the diversified sugar agribusiness and other markets with professionalism, efficiency and quality.
View
We are leaders in engineering, projects and consulting in the sugar sector; We provide a service that is distinguished by its broad profile and competitive prices, an Integrated Management System, Quality-Environment-Health and Safety at Work based on NC ISO 9001: 2001, NC ISO 14001: 2004 and NC 18001: 2005. We assume all requests from the sugar agribusiness and promote services to other markets.
We have a prestigious image, our learning capacity is flexible and continuous, so the development of human capital is guaranteed, information and communication technologies are effectively used. Motivation and strategic mentality characterize our work.
Communication Policies
- Perfect the Communication Management Manual efficiently for the objective and successful achievement of the corporate purpose and functions of the company Maintain permanent visual communication in official documents issued by the company, in terms of design, taking into account the Institutional Visual Identity Manual. Maintain good conduct and good treatment as well as excellent interpersonal communication between the members of the Company. Develop means and channels of communication that reinforce the institutional image. Promotion of all the actions carried out by the company to through different channels, depending on the target audience. Coordination for the continuous improvement of the Visual Identity Manual, including public relations, cleaning, beautification, ornamentation, gardening, painting,use of the logo, signage at the entrance of the organization, local signs and identified Automotive Equipment park.
Identification and characterization of the target audience (internal and external)
Business Object
- Provide architectural project services and technological processes for new investments and for the repair, maintenance, reconstruction, remodeling, demolitions and / or dismantling of existing objectives to the system of the Ministry of Sugar in national currency and to other entities in national currency and currency. project services of equipment, accessories, devices and other standard or non-standard items and their parts to the system of the Ministry of Sugar in national currency and to other entities in national currency and currency. Provide landscape architecture services to the system of the Ministry of Sugar in national currency and to other entities in national currency and currency. Provide technical diagnostic services, technical assistance and evaluation of architectural and engineering works of any kind, in national currency.Offer services for the integrated management of investment projects in all their scope, in national currency. Provide services for procurement and evaluation of supply offers, in national currency. Offer technical services for research and technological innovation in design processes and construction systems. Technological and engineering services, in national currency. Provide topographic and geodetic services of existing objectives and new investments, to the Minaz system in national currency and to other entities in national currency and foreign currencies. Provide architectural and engineering technical survey services, in national currency. Offer technical services for the elaboration and wholesale marketing of architectural, engineering and technological models in any type of support,to the Minaz system in national currency and to other entities in national currency and foreign currencies. Provide legal support services for expertise, risk assessment and design, in national currency. Provide development services and implementation of computer applications specific to the design and engineering activity., as well as to carry out its wholesale commercialization in national currency. Offer scientific-technical information services, in national currency. Provide design services, assembly of fairs and exhibitions, in national currency. Provide estimation services and economic budgets for investments and use., replacement or reconstruction of existing objectives, in national currency. Provide services for the development of strategies for the organization of investments, in national currency.Offer technical and quality audit services for construction, assembly and commissioning, in national currency. Provide reproduction services for technical project documentation, in national currency. Provide services for the elaboration of models, documents, technical books and brochures in national currency. Offer professional technical training services in design and engineering activities, in national currency. Provide transportation services for workers; rental of premises, and food for their workers, all in national currency. Produce and market in retail form to workers, surplus agricultural products from self-consumption, all in national currency.in national currency. Provide services for the preparation of models, documents, technical books and brochures in national currency. Offer professional technical training services in design and engineering activities, in national currency. Provide transportation services for workers; rental of premises, and food for their workers, all in national currency. Produce and market in retail form to workers, surplus agricultural products from self-consumption, all in national currency.in national currency. Provide services for the preparation of models, documents, technical books and brochures in national currency. Offer professional technical training services in design and engineering activities, in national currency. Provide transportation services for workers; rental of premises, and food for their workers, all in national currency. Produce and market in retail form to workers, surplus agricultural products from self-consumption, all in national currency.and food for their workers, all in national currency. Produce and commercialize to the workers, surplus agricultural products from self-consumption, all in national currency.and food for their workers, all in national currency. Produce and commercialize to the workers, surplus agricultural products from self-consumption, all in national currency.
DEVELOPING
The organization's Business Communication System is aimed at the internal public, made up of all its workers, in order to achieve an exchange of ideas that achieves better performance and greater effectiveness and efficiency in management, as well as external audiences.
Internal audiences:
They are made up of those people who are directly linked to the institution, who constitute it, as individual components. These audiences are located, in what could be conceived as the interior of the institution ”.
Depending on the hierarchical level of authority and responsibility, which each component occupies in the administrative structure of the organization, the types of internal audiences can be distinguished.
External or extra institutional audiences:
They are those individuals or social systems that are part of the external environment of the institutional system and that affect it and / or are affected by it, to a greater or lesser degree, depending on the achievement of the objectives of both (institution and public).
Clients such as: Mixed companies, GRUPO AZCUBA, sponsoring body.
Potential business customers.
- Sugarcane and agricultural producers: UBPC, CPA, State Farms, EJT and MININT, respectively, Sugar Business Groups, Honey and Agricultural, Business Support Groups and Institutes of the AZCUBA GROUP, Institute of Municipal and Provincial Administration, Niquelí Companies.. Port companies. Citrus companies. Cement producing companies. Hydraulic Resources Institute and its dependencies. Municipal and Provincial Health Departments. Military Units. Municipal and Provincial Departments of Education. Electric companies. Food companies. National Avícola Combined (CAN). CopextelCIMEXCubalseEmpresas Subordinated to the Basic Industry.SuchelEtecsaCommunal Municipal and Provincial Beverages and Soft Drinks Company.CubacafeAquicultureShrimp farmingPigs company.
General external audiences:
They are located at the macrostructure level in a media way. At these levels are national communication (inhabitants of the country) and international communication (with the rest of the countries).
Specific external audiences:
They are all individuals and social systems linked to a degree to the institution, maintaining a direct and explicit relationship ”. They can be classified:
IPROYAZ addresses
- General Directorate Human Resources Directorate Engineering Directorate Marketing Directorate Business and Technological Development Directorate Accounting and Finance Directorate Cuba-Venezuela Agreement Directorate
Base or subordinate level workers:
- Human Resources Specialists Commercial Specialist Business and Technological Development Specialist Engineering Specialist Programming and Control Specialist ATM Specialist Panel Specialist Audit Legal Advisor Drivers Secretary General Directorate.
Political and mass organizations:
CTC, PCC, UJC. ATAC, UNAIC
Internal communication:
Set of activities carried out by any organization for the creation and maintenance of good relations with and among its members, through the use of different means of communication that keep them informed, integrated and motivated to contribute with their work to the achievement of organizational objectives ».
Internal communication in the organization is fundamentally based on maintaining good relations between the members of the Company. Through different written, oral or mediated means, workers are kept informed of the indications and directions of work.
Formal internal communication:
It is the one that follows the channels established in the organization chart for the transmission of messages. In the company, formal communication channels are established following the channels established in the organization chart. The General Management issues the information to the workers at the grassroots level through the directors of the different areas of the Company.
Informal internal communication:
It comprises all unofficial information that flows between the groups that make up the organization, spontaneously. It does not necessarily follow the channels established by the hierarchy. In the Company, information is also disseminated informally, among workers at the grassroots level, interchangeably, in common areas such as corridors, dining rooms, among others.
External communication:
"It is the set of messages issued by any organization to its different external audiences, aimed at maintaining or improving its relations with them, to project a favorable image or to promote its products or services."
The external communication of the company encompasses several dimensions: “the external operation of the members of the company with the different associates or interlocutors; the strategic external that lies in the constitution of a strategic information search network for the company, and what it calls external information of notoriety, in which it places advertising, promotional communication, donations, sponsorships, demonstrations
External communication in the company is a fundamental process to achieve links with the Company and, through it, the bases are offered so that its fundamental reason and the results of its management are known.
The media: External communication is carried out primarily with the media, both electronic and printed and audiovisual, in order to guarantee adequate social recognition of our institution and the work results of workers and their values.
Competition:
Other public institutions: The institution's communication with other institutions is based on the need for adequate inter-institutional coordination to achieve its common objectives. Governmental or non-governmental institutions that, in one way or another, are related to IPROYAZ; Let's say: MINVEC, MINCEX, MTSS, MFP, Banco Central de Cuba, MAC, Chamber of Commerce, OCPI and others.
Mixed public: “it is one that without being a fully integral part of the company, plays such an important role in the development of the institution that it could differentiate itself from the rest of the external public. It could be the case of the families of the workers, that there is a close link between them and the entity. ”.
The favorable image that the Society may have on the institution constitutes the basis for work in external communication based on marketing, which is focused on promoting the services that IPROYAZ offers, in workshops, business forums and national fairs and international.
The selection of the different communication channels.
The channel: it is the instrument that carries the message, the medium for interaction between two or more people.
Software methods:
Messages depend on individual capacity and ability (thinking, writing, listening, and speaking) to communicate.
Oral communication acts:
- Weekly general mornings with all the staff of the institution Internal offices of the functional directorates Business Committees Workers' Assemblies Informal conversations Events and Fairs
Written communication activities
- LettersMemorandumReportsAdvertisementsManualsInformation Wall Institutional Folders Procedures
Hardware methods:
They are the messages that depend on the electrical or mechanical force for their transmission.
- TelephoneComputerEmailsElectronic faxMass media such as radio and television, The flat pressVideos and multimedia for promotion and advertising
Authorized personnel to send messages directly to workers, according to authorized channels.
General Management: in charge of transmitting information to both the middle managers and the subordinates of the organization, following the downward communication flows, mainly, but also by the transversal and horizontal flows. The messages it transmits are through channels such as meetings, balance sheets, informal communication.
Functional Directions and Middle Charts: They receive the indications and guidelines directly from the Directorate, they are the ones who execute the indications and transmit the information to the subordinates for the fulfillment of the work objectives, through the channels established in the organization chart.
Different channels to be used by workers to go to management.
The feedback is the response of the receiver to the message delivered by the source; it can take it into account and modify subsequent messages, it allows communication to be a dynamic and bidirectional process
Some principles to consider to achieve effective return communication are promptness, objectivity, usefulness and trust. Troubleshooting is easier if done promptly. Therefore, it is necessary to maintain channels enabled in order to achieve timely reception communication. Objectivity in the process of receiving feedback channels is always mediated by a subjective load. So you must specify the channels and types of communication required, as well as the largest amount of data. It is useful because it allows us to know not only specific things but also how to solve them. All these factors contribute to the existence of trust and fidelity in the origin of the message and the channel through which said information is transmitted.
In the institution, the channels most used by subordinates in their communication with management are:
- Face-to-face communication Weekly meetings Dispatches Telephone E-mail
Characteristics of the messages to be issued by the Company and its dependencies.
“The information that is perceived and to which the receivers give a meaning, is called a message. Consequently, messages deal with meaningful information about people, objects, and events generated during human interactions. ”
Task messages: those that are intended to inform workers about labor issues, including activities such as training, orientation, establishing the work plan and objectives. It has to do with the production of the organizational system. What do I do?
Maintenance messages: refer to rules, regulations, procedures to be followed by members of the organization to achieve the intended objectives. They have to do with the production and the achievement of the objectives. How do i do it?
Human messages: They address topics related to interpersonal relationships, feelings, their attitudes, satisfaction and fulfillment in the workplace. They are the messages that have to do with the stimulation of the worker and the concern of the superiors for their well-being in the organization. How I feel?
Communication flows
The internal communication system in the Organization ensures the development of an organizational culture aligned with the established value system, to influence the increase in motivation and the development of the workers' sense of belonging, commitment to the organization, generating high yields and making the activity assigned to it more efficient and humane.
The internal communication system of our company will implement the national information policy for its proper development, with a view to preserving the documentary heritage, where the following forms coexist:
Top-down communication:
It is the communication that is transmitted from the management to the rest of the members of the organization, following the top-down structure dictated in the organization chart. It is also used to guide workers on the objectives of the organization.
Such communication allows all workers to be informed, and provides them with information on what to do, how to do it and what is expected of them. It is expressed through the operation of the collegiate management bodies, headed by the Board of Directors, the Board of Directors, the Economic Board, the Improvement Commission, the Board Commission and other forms of formal communication, among which are, communication verbal, the one written through memoranda, letters, meeting minutes, procedure manuals, internal regulations, use of email and telephone, among others.
Upward communication:
Aimed at providing superiors with the necessary information about the problems and situations that subordinates are afflicted with, allowing information on the organizational climate in these areas. This is done through dispatches between the CEO and their directors and of these, in turn, with the specialists, as well as the CEO, the Directors and the units and offices, achieving feedback in an upward direction, they are also used the forms of formal communication described above and the reports that contain standardized information on the activity of specialists.
Horizontal communication:
It develops between people of the same hierarchical level. It is a means to share relevant information of the organization between colleagues. It is formulated through participative leadership, in the meetings of affiliates, informal meetings between workers and managers, work teams, training of workers, morning sessions and the mural, favoring the coordination of different activities, knowledge of their development and a good understanding between workers
Cross communication:
It is that in every way, and from all levels. It is the one that favors the participation of all members of the organization, and decision-making based on consensus.
CONCLUSIONS
We can conclude our work by saying that the structural Organization that guarantees the implementation of the IPROYAZ communication system, as well as the design of the mission, functions and powers of the company's communication area, is as follows:
Institutional communication group:
- Marketing and Business Director (Leader) Production and Business SpecialistsQuality SpecialistsEngineering SpecialistsSocial Security SpecialistsPlanning SpecialistsLegal Advisor Union RepresentativeSpecialist of the Cuba Venezuela AgreementSpecialist Chart
Actions to be carried out in the implementation of the communication system.
- Competent advice from professionals in the field of communication Select the personnel to prepare in business communication techniques Perform diagnostic study of communication and institutional image Consolidate an analysis of the results and recommendations Implement and / or abide by the Institutional Communication Management Manual established for the achievement of the objectives set by the Company.Design the business communication system to implement, expressed in the Communication Management Manual and the Visual Institutional Identity Manual.Regular evaluation of the results of the communication process, through the creation of procedures and instruments to measure its impact. Design the actions to be taken to rectify the deviations and insufficiencies found.
