Contact Instruction

Purpose: To ensure effective and coordinated communication in situations such as emergencies, changes or important announcements.

 

1.     Contact Lists:

 

  • An internal communication list is created containing current contact information for all employees.
  • Special contact lists are prepared for emergency teams in relevant departments.

 

2.     Internal Communication Systems:

 

  • Internal communication tools such as emergency announcement systems, internal communication boards and e-mail groups are regularly checked and updated.
  • Special internal communication channels to be used in emergencies are determined.

 

3.     Employee Training:

 

  • All employees are regularly given internal communication training.
  • Emergency drills are organized to ensure that communication processes are implemented effectively.

 

4.     External Stakeholder Communication:

 

  • Up-to-date contact lists are created for the hotel’s external stakeholders, such as suppliers, customers and the local community.
  • Predetermined communication channels and contacts are determined to communicate regularly with external stakeholders.

 

5.     Website and Social Media:

 

  • An emergency section is created on the hotel website and up-to-date information is shared.
  • Social media accounts are actively used to quickly share emergency information.

 

6.     Press and Public Relations:

 

  • A press unit or public relations team is assigned for emergencies.
  • The public is effectively informed by organizing press releases and press conferences.

 

 

 

7.     Emergency Numbers and Information:

 

  • Contact information for emergency services such as hotel emergency numbers, health institutions, fire department, police, and fire department are determined and communicated in an up-to-date manner.

 

8.     Mobile Application and SMS Services:

 

  • Instant notifications and updates are provided via the hotel’s mobile application.
  • SMS services are used to quickly share emergency information.

 

9.     Communications Audits and Updates:

 

  • Contact lists and systems are regularly checked and updated.
  • The communication plan and instructions are periodically reviewed and updated based on feedback and conducted exercises.

 

 

 

COMMUNICATION SUBJECT

COMMUNICATION METHOD

RESPONSIBLE

INTERNAL COMMUNICATION

INTERNAL COMMUNICATION

PHONE, E-MAIL

SYS RESPONSIBLE

EDUCATION PLAN

PHONE, E-MAIL, MEETING

SYS RESPONSIBLE

EDUCATION REQUESTS

PHONE, E-MAIL, MEETING

SYS RESPONSIBLE

TECHNICAL FAILURE

PHONE, E-MAIL

TECHNICAL UNIT MANAGER

SUSTAINABILITY MANAGEMENT SYSTEM OPERATION

PHONE, E-MAIL, MEETING

SYS RESPONSIBLE

SALES

PHONE, E-MAIL

SALES UNIT

CLEANING

TELEPHONE

HOUSEKEEPING UNIT

SUSTAINABILITY REPORTING

MEETING

SYS RESPONSIBLE

COMMUNICATION WITH CUSTOMER

INFORMING CUSTOMERS

FAX, PHONE, E-MAIL

FRONT OFFICE UNIT

CUSTOMER SATISFACTION AND CUSTOMER COMPLAINTS

SURVEYS, COMPLAINTS

FRONT OFFICE UNIT AND AFTER SALES SUPPORT UNIT

CONTACT WITH SUPPLIER

PURCHASE AND AFTER PURCHASE

PHONE, E-MAIL

PURCHASING UNIT

LEGAL AUTHORITIES

LEGAL LEGISLATION

PHONE, E-MAIL, MEETING

CHAIRMAN OF THE BOARD AND COMPANY LAWYER

 

For special needs write to us and we will be happy to help you