SOP_NUMBER: 103.61
TITLE: Executive and Management Staff Communication
DIVISION: Executive Division
TOPIC_AREA: 103 Policy-Investigations/Compliance
EFFECTIVE_DATE: 2022-06-10
WORD_COUNT: 448
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/177347
URL: https://gps.press/sop-data/103.61/

SUMMARY:
This policy establishes a system of two-way communication between all levels of GDC employees through regularly scheduled meetings. The Commissioner must meet at least monthly with the Chief of Staff, Assistant Commissioners, and key staff, with Assistant Commissioners responsible for conducting monthly meetings with their Division Directors. Executive management is responsible for transmitting information received at these meetings to their subordinates.

KEY_TOPICS: executive communication, management meetings, staff meetings, two-way communication, chain of command, information dissemination, meeting procedures, headquarters communication, monthly meetings, organizational communication

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Executive and Management Staff Communication|**Policy Name:**Executive and Management Staff Communication|**Policy Name:**Executive and Management Staff Communication|
|**Policy Number:** 103.61|**Effective Date:** 06/10/2022|**Page Number:** 1 of 2|
|**Authority:** <br>Commissioner|**Originating Division:**<br>Executive Division|**Access Listing:**<br>Level I: All Access|


**I.** **Introduction and Summary:**







It is the policy of the Georgia Department of Corrections (GDC) to provide for a
system of two-way communication between all levels of GDC employees, contract
workers, and volunteers through regularly scheduled meetings. The GDC will
delineate channels of communication for purposes of delegating authority, assigning
responsibility, coordinating, and supervising work. The purpose of this policy is to
outline procedures for meetings.


**II.** **Authority:**

A. GDC Board Rule: 125-1-1-.03; and

B. ACA Standards: 2-CO-1A-18, 2-CO-1A-19, and 5-ACI-1A-15.


**III.** **Definitions:**

**Executive Management**    - The Commissioner of Georgia Department Corrections,
Chief of Staff, Assistant Commissioners, and all GDC employees designated by the
Commissioner.


**IV.** **Statement of Policy and Applicable Procedures:**

A. The GDC shall provide for a communication system within Headquarters that

requires, at a minimum, the Commissioner to meet at least monthly with the Chief
of Staff, all Assistant Commissioners, and key staff.


1. The GDC Commissioner shall schedule and transmit communication regarding

all Executive Management meetings. Regular attendance at meetings is
expected.

2. Executive Management shall be responsible for transmitting information

received at the Executive Management meetings to their subordinates.

3. In the absence of the Commissioner, Executive Management meetings will be

conducted by the Chief of Staff.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Executive and Management Staff Communication|**Policy Name:**Executive and Management Staff Communication|**Policy Name:**Executive and Management Staff Communication|
|**Policy Number:**  103.61|**Effective Date:** 06/10/2022|**Page Number:** 2 of 2|
|**Authority:**  <br>Commissioner|**Originating Division:**<br>Executive Division|**Access Listing:**<br>Level I: All Access|



4. An agenda and minutes may be prepared and maintained for all Executive

Management meetings.

B. The GDC shall provide for regular meetings between Assistant Commissioners

and their Division Directors and between Division Directors and their key staff
members. These meetings are to be conducted at least monthly.


1. Agendas and the preparation of minutes may be required at all meetings;

2. The Assistant Commissioners or designee shall inform everyone of new and

existing administrative regulations, procedural changes, facility
activities/operations, organizational changes, and other relevant issues; and

3. The Division Directors shall forward meeting notes to their key staff if

required.

C. Responsibility:


1. The Commissioner of the GDC is responsible for scheduling all Executive

Management meetings.

2. Assistant Commissioners are responsible for conducting at least one meeting

per month with their Division Directors.

**V.** **Attachments:** None.

**VI.** **Record Retention of Forms Relevant to this Policy:** None.