QATAR REINFORCEMENT COMPANY

PO Box 1811
Doha - Qatar

COMMUNICATION WITH STAKEHOLDER

Title : COMMUNICATION WITH STAKEHOLDER

Doc. No. : QRC-CS-01
Rev No. : 00, 13.01.2018
 COMMUNICATION WITH STAKEHOLDER Doc No.: QRC-CS-01
Rev: 00, Date: 13.01.2018

Table of Contents

1.0 Introduction 3

2.0 Principles 4

3.0 Contents 5

4.0 Who are Our Stakeholders 5

5.0 Interaction of Stakeholders 7

6.0 Stakeholder Communication Methods 8

7.0 Internal & External Interested Parties 11

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1.0 INTRODUCTION:

In awareness of corporate and social responsibilities, as QRC we adopt a continuously and dynamic
management approach towards stakeholders by our "Sustainability Policy".

Our Company culture is to adopt a management system that respects human rights, to become a leader
in the sector and in the region by working under the sustainability principles for environment and
economics.

For this purpose, we aim to communicate with all of our stakeholders by this manual. The communication
of information plays a strategic role within the regulatory environment. Effective communication
supports the development of positive relationships with the stakeholder community and can be utilized
to influence attitudes and behaviors with the wider environment. This document focuses exclusively on
the stakeholder community and the considerations when developing communication strategies.

This systems approach to communications recognizes that audiences are not static, homogenous
segments as communicators may wish them to be. On the contrary, audiences exist in a dynamic, messy
environment in which individuals and organizations may in fact be in different audience groups at various
times and will communicate within and among each other in an organic fashion. Effective external
communications rests on a sophisticated understanding of the inter‐relationship between audience
groups and how these patterns can be leveraged to advantage.

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2.0 PRINCIPLES:

The following principles set up the parameters for planning effective stakeholder communications.

Set yourself up for success: Effective stakeholder communications rests on high quality research and
consultation input. Before charting a path for communicating with a stakeholder, take the time to
understand the organization fully. Gain valuable insights by researching the organization, exploring its
sector, charting its circle of influence and potential criticism. Consult with your internal clients and
advisors to gain perspectives on the stakeholder’s priorities, challenges and opportunities. This discipline
of systematically gathering insight and evidence will pay enormous dividends in setting you up to craft
targeted stakeholder communications approaches, tools and messages.

It’s about relationships: Fundamentally, working with stakeholders is about building, cultivating,
nurturing and fixing relationships. The rapport you have with the stakeholder is a two‐way street – your
organization may have its priorities and pain points, but remember that so too does the stakeholder
organization. To be successful, a communicator should consider creative solutions for creating win‐win
opportunities with the stakeholder organization.

Focus on people, not structures: Your organization’s relationships with stakeholders are ultimately based
on interpersonal relationships between individuals. Consider the structure of the stakeholder
organization, and the nature of the relationship that exists at various levels, such as the working teams,
executives and Boards of Directors. Don’t make the fatal mistake of constructing your stakeholder as a
monolithic structure – like your organization; theirs also has various centers of influence, power and
authority.

Be realistic: Work at maintaining an objective stance with respect to your organization’s existing
perception and perceived importance on behalf of the stakeholder. Too often, communicators
overestimate the level of interest a stakeholder group may have in their issue or organization. Being
brutally realistic about how your organization fares in the stakeholder’s “attention economy” will serve
you well. In particular, resist the temptation to believe that a stakeholder will want to circulate your
material among their organization or membership. The harsh reality is that their posture will be rooted
in asking “What’s in it for me?”

Stakeholders talk to each other: Keep in mind that the stakeholder environment is fluid and in constant
motion. Stakeholders deal with each other and with external audiences on a daily basis. This underscores
the importance of authenticity, trust and transparency. Your organization, however powerful, does not
control the spontaneous between stakeholders which occur up, down and across those organizations
day‐to‐day.

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3.0 CONTENTS:

By this manual, we intend to establish better communications and to increase the capacity of data
transfers with our stakeholders for ensuring more solid and professional relationships for the future.

We are aware of the importance of stakeholder participation for ensuring a transparent and accountable
management approach.

Our goal is to be a leader company in social, economic and environmental areas by anticipating the
opportunities and the risks due to participation of our stakeholders to our activities.

Implementation of stakeholder reviews, suggestions and complaints to our activities will not always be
easy and quick. Continuous improvement is a concept that takes time. Within the framework of our
sectoral and corporate sustainability, your reviews, suggestions and complaints will be evaluated, and
you will be informed about our new strategies. You can contact us about your opinions on this manual.

4.0 WHO ARE OUR STAKEHOLDERS:

External: The client, including the main client team, their managers, and their division director. In an
agency environment, there are typically one or two stakeholders identified as a liaison from the client
project team. On a company project, there will be a small number of critical leaders who are considered
the key stakeholders.

Internal: The QRC employees, including contractors and vendors, as well as top management, resourcing
directors, accounting department members, and others who want to see the project run efficiently and
profitably.

‘Expanded’ Stakeholders: These may include the industry experts, customers, employees,
manufacturers, vendors, environmental and other community activists, and more. Maintaining strong,
consistent communications with all types of stakeholders ensures a smooth project with much more buy-
in and better public relations.

Persons, Groups or Organizations that directly or indirectly and positively or negatively affected by our
activities.

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5.0 INTERACTION OF STAKEHOLDERS:

The participation of our stakeholders to our activities is very important for the effective implementation
of the sustainability strategy.

We classified our Stakeholders for the implementation of an effective stakeholder management in our
organization.

Company owner and partners, our employees and labor union are classified as internal stakeholders and
communication methods for these stakeholders are carried out by internal company procedures. The
participation of external stakeholders is carried out by using several communication channels.

All our stakeholders can contact us about their advices, statements, criticisms, requests and complaints
on our products and services by using the contact information provided to you.

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6.0 STAKEHOLDER COMMUNICATION METHODS:

A communication model that supports a number of mechanism for sharing and disseminating
information is the most appropriate in regulatory environment. A number of current mechanism used to
communicate with stakeholders are:

 Formal and Informal Dialogue (With or without report)

 Structured Meeting
 General Media
 Public Relations Consultants
 Professional Media
 Emails
 Workshops

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 Websites
 Lectures
 Surveys

Communicating timing can be loosely broken down into:

 Proactive Communication
 Reactive Communication

Stakeholder Communication Methods:

STAKEHOLDERS COMMUNICATION METHOD FREQUENCY

Board Meetings Monthly

Company Owners and Partners
Management Review Meetings Once a year
Weekly/Monthly Meeting Continuously
OHS Meetings Monthly
Bulletin Boards Continuously
Employees Screen Displays Continuously
Near Miss and Incident Reporting
Monthly
Boxes
Microsoft Lync Continuously
Telephone Continuously

Workers Tool Box Talks Weekly

OHS Meetings Monthly

Local Authorities Face to Face Meetings Indefinitely

Face to Face Meetings,
Public Institutions Indefinitely
Correspondences
Face to Face Meetings Indefinitely
Neighbors, Neighboring
Business Owners and Persons Telephone Indefinitely
Indefinitely
HSE External Complaint Forms

SuppliersSubcontractors Written Once a year

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Meetings Indefinitely

Face to Face Indefinitely

Audits and Field Inspections Indefinitely

Bulletin Boards Indefinitely

Screen Displays Indefinitely

Near Miss and Incident Reporting
Monthly
Boxes
Telephone Indefinitely

Specifications, Brochures Once a year

Instructions Indefinitely

Written Once a year

Suppliers Meetings Indefinitely

Face to Face Meetings Indefinitely

Specifications, Brochures Once a year

Verbal Indefinitely
Auditing Organizations, Written Indefinitely
Associations, etc.
Meetings Indefinitely

Auditions and visits Once a year

Visits Indefinitely

Fairs and Symposiums Indefinitely

Web Page Continuously

Product Brochures Once a year

Customers Visits Once a year

Face to Face Meetings Indefinitely

E-mails Indefinitely

Customer Surveys Once a year

Advertising Agencies Indefinitely

Advertising Companies Indefinitely

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Promotion Companies Indefinitely

Sponsorships Indefinitely

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