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Library Policies & Procedures: Communications Policy

A listing of library policies and procedures

Library Internal Communications Procedure/Process


Document Title:                   Library Internal Communications Procedure/Process

Applies to:                             Library Staff


To effectively guide each employee in their interactions with colleagues. Each employee in this organization needs to show maximum respect to every person within and outside the organization. To assist others and to make our business run as effectively and efficiently as possible, thereby gaining the respect of our colleagues and customers.

Considerations and Criteria:

  • Courtesy, friendliness, politeness, and a spirit of helpfulness are important and guide the company’s interactions with employees and customers.
  • Conflict should be handled privately and discreetly. Gossip should be avoided at all times. Communicate directly with the person or persons involved to resolve differences in the moment. Do not let conflict fester.
  • Constructive feedback is part of any good working relationship. Staff need to not take it personally, but use it to grow and develop in the workplace.  Management uses constructive feedback as a way to help staff develop their skills not to have a negative impact.
  • All communication should be civil and concise.
  • Conversations in the public areas of the library should be kept to a minimum, and of a business nature.  In private areas, conversations should be kept to a reasonable volume.
  • Staff should use the library staff communication preferences document to the best of their ability. ..\..\..\..\Committees\Strategic Planning\2017-2020\Goal 6 - Employee Satisfaction\Communication Survey with Library Staff\Communication Preferences.xlsx Suggested uses of communication types include email, slackchat, face to face, text and telephone. Use of these types of communication are dependent on a case by case basis.
  • Communication is a two way process between employees and management. Our style is informal and employees should feel free to discuss with their managers ideas, concerns and problems without prejudice, fear of retribution, retaliation, or criticism. Employees are encouraged that when coming to management with a challenge, they should also come with possible solutions to the issue.
  • It is the responsibility of each individual to know how to seek out important information through the various forms of communication.  Information is shared or communicated through staff minutes, emails, meetings, documents, training, slackchat, the buzz, all campus emails, staff wiki, Zoom, etc. While face to face communication is encouraged, verbal conversations in the main library (ie circulation and reference desks) should be minimal.  It is also the staff’s responsibility to understand the library’s chain of command and staff should use the library’s organizational chart to the best of their abilities. I:\Library Training & Policies\Library Functional and Org Charts\Library Organizational Chart 2021.docx

Keywords:                              communication, staff, library, internal

Responsible Office:                Library

Contact Information:               Library


Approved by:                          Robin Bernstein

                                               Senior Director, Library Services

Effective Date:                        3/10/2022