IBA

• Develop public understanding of company operation.
• Gather information about public attitudes and desires expected of the Company.
• Earn public's good will, respect, and confidence for the company.
• Promote a genuine spirit of cooperation between the company and the stake holders.
• Keep close rapport with media and keep them up-to-date with accurate information.

The public relations program should include:

• Regular news releases concerning Company programs, policies, and activities, which will be sent to the media.
• News conferences and interviews as requested or needed.
• Individuals shall not speak for the Company without prior approval from the Customer Services Manager.
• Other programs which highlight the Company’s programs and activities.
• Efficient & timely reply to all queries and reservations of customers.

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Recruitment Policy:

This Recruitment Policy is an important means of changing the complexion of the workforce and prohibiting discrimination based on age, citizenship, color, sex, disability, marital status, national origin, race, religion or sexual orientation.

Advertising the Position:

• To ensure the most diverse applicant pool possible, the procedures shall include, but not necessarily be limited to the following actions:
  Advertise jobs only in the most widely circulated English national newspaper (may use with prior approval Urdu/Local papers depending on the nature of post)
• Advertise in selected media directed to potential minority and female applicants when necessary.
• Use networking and professional associations to request nomination of eligible candidates.

The H.R department will write to each applicant acknowledging receipt of his/her resume.

Acknowledgment & Record:
All the CV’s and resumes for any job will be dealt with as follows:

• Inform the concern candidate of his state after every step of recruitment process.
• Kept all CVs received in Database for 3 year for any possibility of position opening in future.

Selection Criteria :

• Before reviewing resumes, the H.R department shall establish selection criteria to facilitate its initial screening of the resumes and ultimately determine which candidates to invite for next.
• Ask the eligible applicants to appear for Test and bring along company’s prescribed application form duly filled.
• Those who qualify test are asked to appear for next test in assessment center.
• Send call letter for Interview to those who are cleared by assessment centre.
• Finalists selected for interviews should surely possess the qualifications for the position, and selection criteria must be applied consistently to all finalists.
• No discrimination based on age, citizenship, color, sex, marital status, national origin, race or religion.
• Candidates double the no of vacancies should be short listed in final interview and asked to appear for medical check up before company’s panel of doctors.

Interviews :

• The interview committee shall ensure a consistent structure for candidates’ evaluations by interviewers (achieve this by providing each interviewer with a checklist of desirable or required qualifications for the interviewer’s assessment).
• The candidates are given job preview before the 1st interview by the H.R department.
• First Interview is often conducted by a committee comprising immediate supervisor of position, another officer of concerned department and an H.R officer.
• At the conclusion of interviews, interviewers will forward their evaluations to the concerned department head & H.R manager.
• Finally those qualifying 1st interview will be called for 2nd interview before department manager and H.R manager.
• At the conclusion of interviews, interviewers will consolidate their evaluations and forward mutually agreed list to CEO.

Interviewers should be advised that it is unlawful to ask questions pertaining to race, national origin, marital status, religion, sex and age.

Appointments:

• Appointment letters will be issued to the candidates fulfilling the selection criteria who rank highest after medical test. Others will not be issued regret letters till desired no pf candidate have given their acceptance.
• Candidates will be on probationary period (minimum 6 months) up to 1 year.
• After a year the concerned department head have to decide weather to confirm the services of the candidate or to extend the probationary period or terminate the services.

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Credit Policy:

For any OMC, industries are the biggest consumers, particularly the power plants and usually their payments are in millions and there are some restrictions like bank guarantees and product requirement because industries operate 24 hours so it is quite difficult to maintain business on cash. Similar is the case with ABC Gas. As there are many other OMC’s in market so the credit policy of company should reflect the respect for its creditor on the other hand efficient enough to keep track of its capital As ABC treats its customers with high regard, all the communication with customers reflects so.

The credit policy can be divided in to:

• The payment invoice.
• Reminder.
• Warning.

The invoices:
When a product is sold to a customer, its invoice is printed and sent to them accompanied by a letter acknowledging the transaction and requesting payment within the payment period of 20 working days. A formal corporate letter style is used which includes the date of the printing of the letter, the customer company’s address and the signature of ABC’s customer services manager.

Reminders:
When the required payment is not made within the payment period of 20 days, the first reminder is sent to the customer company requesting them to pay the due amount within the time period of 3 days. Three such warning letters are dispatched if the payment is not received.

Warning Letter:
If the payment is not received from a creditor after the lapse of third reminder period a warning letter is dispatched. A period of 3 days is given to the customer company to pay the dues, failing which legal action would be taken against them.
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Sales Return Policy:

Since the goodwill of customers is more important to company as compared to nominal returns, company return policy is very flexible.

• Petrol diesel oil& kerosene are not refundable in ordinary circumstances.
• Any packaged product (e.g. lubricants) will be returnable100% in case of over purchase; Only If seal is not tampered with and provided with the proof of purchase.
• In case of quality complaint; acknowledge the complaint promptly, showing your extreme concern; send the product to lab for quality check and lab tests etc being taken to trace the source of problem. If complaint is found genuine refund the product with apology & extra gift.

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Fake Product Counteracting Policy:

Since the fake products are one of the biggest factor which damage company’s quality reputation & also impinge on sales.

• On report of a fake product, verify the source of purchase, manufacture and racket involved.
• Reward the informer proficiently in gift (company products) or cash.
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Business Communication
MBA1 Fall Semester 2004.
By: @ngel