Memorandum

To: All Employees

From: Karina Tarkhanian, Human Resources

Subject: Standard of Conduct- Effective Communication Policy

Dear Team,

Effective and respectful communication is at the heart of our success as a law

firm. It plays a pivotal role in serving our clients, collaborating with colleagues,
and maintaining the reputation and integrity of our organization. This memo is
intended to provide guidelines for improving our communication practices as
well as to introduce our organization’s communication standards of conduct.

1. Professionalism and Respect: In the legal profession, maintaining

professionalism and treating each other with respect is of utmost
importance. When communicating with clients, colleagues, or opposing
parties, ensure your language and tone are always courteous and
respectful.

2. Client-Centered Communication: Our clients rely on us to provide clear

and accurate information. When communicating with clients, keep the
following in mind:
 • Be responsive to client inquiries promptly.

• Use plain language, avoiding legal jargon, to explain complex

matters.

• Keep clients informed about the status of their cases.

3. Email Etiquette: Email is a primary mode of communication. Use the

following email guidelines:

• Use a clear and descriptive subject line.

• Keep emails concise and to the point.

• Use a professional email signature with your contact details.

• Be cautious with attachments; only send necessary documents.

• Always proofread your emails for grammar and spelling.

4. Confidentiality: Protecting client confidentiality is our top priority. Ensure

you:

• Secure physical and electronic files containing client information.

• Never discuss client matters in public places.

• Use encrypted communication for sensitive information.

5. In-Person Communication: Effective in-person communication is

essential, especially during meetings, negotiations, or court appearances.
Maintain eye contact, be an active listener, and speak clearly and
confidently.

6. Internal Communication: Collaboration is key to our success. Keep your

colleagues in the loop by:

• Using internal communication tools effectively.

• Sharing important updates or information with relevant teams.

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 • Encouraging an open-door policy for questions and clarifications.

7. Meeting Etiquette: When attending or conducting meetings:

• Prepare an agenda and distribute it in advance.

• Be punctual and respect others' time.

• Encourage participation and open discussion.

8. Feedback: Constructive feedback is essential for growth. When providing

feedback:

• Be specific, focusing on behavior or performance, not personal

attributes.

• Offer solutions or suggestions for improvement.

9. Conflict Resolution: Disagreements are a natural part of our profession.

When conflicts arise:

• Address issues directly and professionally.

• Seek assistance from a supervisor or HR if needed.

10. Continuous Learning: Laws and legal practices evolve. Keep yourself
updated and share new knowledge with your colleagues.

11. Professional Interactions: All employees are expected to conduct

themselves professionally and respectfully in all interactions, whether in
person, through email, telephone conversations, or chat groups.

A. Reporting Unprofessional Interactions: If you witness or are a

recipient of unprofessional behavior, we encourage you to report it
to your supervisor or HR. Please provide as much detail as possible to
facilitate a thorough investigation.

B. Investigation: The law firm will fully investigate reported

unprofessional interactions. The nature and severity of the offense
will be taken into consideration.

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 C. Consequences for Non-Adherence: Non-adherence to this policy may
result in the following consequences:

I. Verbal or written warnings.

II. Suspension, as deemed necessary.
III. In severe cases, employment and/or contract
termination.

By introducing this policy and guidelines, we aim to maintain a professional and

respectful work environment, which is not only essential for our organization's
reputation but also for the well-being of our employees. We believe in
addressing these issues proactively and ensuring that our workplace is a safe,
respectful, and efficient space for everyone.

If you have any questions or need further clarification, please don't hesitate to
reach out.

Thank you for your commitment to our shared success.

Sincerely,

Karina Tarkhanian
Head of Human Resources
Joseph Farzam Law Firm
(310) 857-4835 Mobile