Communication Change Proposal

Communication Change Proposal

Hello, and welcome to my presentation on the proposed changes in ABC Inc.’s communication.

ABC Inc. recently experienced a communication issue that exposed the weaknesses in the company’s communication strategy. The company had experienced miscommunication between the shipping department and the manager and miscommunication within the shipping department. These communication issues have created a need to revise the company’s communication strategy by creating a new communication strategy, eliminating the weaknesses in the current communication channel, and providing clear guidelines for proposed communication channels. The selected action to improve the communication strategy includes providing a guideline for email communication and proposing a digital tool for effective communication.

According to Summerfield & Feemster (2015), a successful email is one where the receiver receives the intended email without any confusion. One of the guidelines that should be followed when sending emails within the company is using a formal salutation. All emails must begin with a formal salutation including the recipient’s name if the email is intended for one recipient. Emails addressed to a group of employees may include a salutation without mentioning the names of the employees within the department. For instance, emails sent to all employees in a department may begin with the salutation, “Hello everyone”. The second guideline is beginning with a clear subject line. The subject line should include the main issue or aspect that created the need for communication. For example, the subject line in an email intended to inform employees about shipment delays may include the subject line “Shipment delays” because it is the main issue being discussed in the email. Employees must also use clear, polite, and professional language and sign off by thanking the recipient. Another guideline that must be followed is adding the department manager among the recipients in the carbon copy (cc) section.

The proposed digital tool for improving communication at ABC Inc. is WhatsApp. According to Anam & Rofiq (2023) WhatsApp is effective in conveying announcements in organizations and sharing important information. The proposed approach in the use of WhatsApp is to create two WhatsApp groups. One group will include all employees. The other group will include department employees. Every department will be required to create a WhatsApp group and only add employees within the department as the group participants. The groups will include group administrators who will be in charge of regulating the information shared on the group and adding or removing group participants.

WhatsApp is the most effective for the team as an alternative to email because of various reasons. To begin with, WhatsApp enables users to easily select information recipients. Therefore, the team can use WhatsApp to target specific employees or a department. The second reason is the timely sharing of information because the recipient gets a notification as soon as a message is sent. The third reason is the ease of retrieving information shared in previous conversations because conversations can be backed up.WhatsApp also supports discussions among employees because multiple people can send a message to the group at once. The team can also use WhatsApp to share different types of content including texts, images, and documents.

ABC Inc. is adjusting its communication strategy in response to the recent miscommunication between a customer and the shipping department and among employees in the shipping department. The company is adjusting the communication strategy by eliminating weaknesses brought out by the miscommunication incident and improving communication among employees. The company will increase the effectiveness of the new communication strategy by following guidelines for email communication, following guidelines for WhatsApp communication, and creating a WhatsApp group.

References 

Anam, K., & Rofiq, A. A. (2023). Effectiveness of submission of communication information using WhatsApp (a case study of bem umsurabaya). Advances in Social Science, Education, and Humanities Research, 229–233. https://doi.org/10.2991/978-2-38476-022-0_25

Summerfield, M. R., & Feemster, A. A. (2015). Composing effective and efficient e-mails: A Primer for Pharmacy Practitioners. Hospital Pharmacy, 50(8), 683–689. https://doi.org/10.1310/hpj5008-683

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Using outdated or redundant communication tools can cause miscommunication and overlooked messages. To improve efficiency and effectiveness, organizations routinely assess their needs and practices against available technology advances. Doing this helps ensure that they are using the most appropriate tools for their purposes. But with the rapid rate of innovation these days, it can be difficult to stay abreast of all possible devices, programs, and applications.

Communication Change Proposal

Wanda thought your criteria for email use and your suggested app for some messages were excellent! Although she discussed the new procedures for using email and the app in a face-to-face meeting, you know that you will not have the time or ability to personally meet with all members of your team, as they are located all around the country. You decide the best way to communicate the new guidelines is with a recorded audiovisual presentation that members of the team can watch at their leisure. In the presentation, you will reiterate your findings from the memo you sent to Wanda.
Develop and record a 5–7 minute presentation with slides, along with notes or a transcript to ensure accessibility to everyone.
Your presentation should:
Share your guidelines for using email and your reasons for them.
Introduce the digital tool for the team to use when not using email.
Make a case for why the digital tool you are introducing is the most effective for the team as an alternative to email.
Evaluate your presentation and how an audience would react by completing the Six Ws Worksheet for Assessment 5 [DOCX]. If needed, edit your presentation.
Submit your Six Ws Worksheet for Assessment 5 [DOCX] worksheet along with your presentation and transcript.
References to course material or library resources should be cited in APA format.
Use a font of appropriate size and weight for presentation, generally 24–28 points for headings and no smaller than 18 points for bullet-point text.
Audio and video should be included in one file, and that file should play inside Courseroom (in other words, it should not require downloading to hear or play it).
By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and scoring guide criteria:

Competency 1: Interpret a speaker’s message to develop an appropriate response.
Evaluate a presentation and anticipate audience reactions by considering the Six Ws of communication.
Competency 2: Develop professional written communications in a well-organized text, incorporating appropriate evidence and tone in grammatically sound sentences.
Write concisely and directly, using active voice.
Support main points, assertions, arguments, conclusions, or recommendations with relevant and credible evidence.
Competency 3: Use appropriate technology solutions to effectively communicate time-related tasks.
Communicate email guidelines for a workplace environment and reasons for them through an audiovisual presentation.
Make a case for a chosen digital tool being the most effective for a team to use as an alternative to email, explaining when, why, and how it would be effective.