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Memo – Changes in Communication Methods

Memo – Changes in Communication Methods

To: Wanda Bell, Vice President of Customer Service

From: Enter your name and title in the organization

Date: 20/1/2024

Subject: Communication Method

I am writing this memo to inform you about the changes in the communication methods used in the company. The recent issue that involved a complaint raised by one of the clients about late delivery and lack of communication from the shipping department showed that the company is experiencing communication issues and poor coordination of operations. The issue also indicated that telephone communication is not effective in passing important information across different departments within the company. Therefore, the telephone communication methods need to be addressed to ensure proper communication between the company and its customers and among employees. The telephone communication method also needs to be addressed to ensure that every employee is included in conversations relating to the company’s operations.

I have come up with a new communication strategy that will guarantee timely communication across all departments to avoid issues relating to a lack of coordination among different departments in the company and a lack of communication between clients and the company. One of the changes I propose is replacing telephone communication with email and WhatsApp. The internal emails will be sent to specific employees based on the relevance of the information being shared. For example, emails meant for employees within the shipping department will only be sent to employees within the department. The company manager will be among the email recipients to ensure that the company’s management is aware of all communication within the company. I also propose using WhatsApp for faster communication and including all employees in conversations relating to the company’s operations. The most effective WhatsApp communication method will be creating a WhatsApp group that allows any member to post important information relating to the company’s operations. However, the WhatsApp group administrators (admins) must ensure that members do not post irrelevant information. The company managers will be the group admins and will be in charge.

WhatsApp and email communication will improve communication among employees and between the company and its clients. Email communication will also enable the company to send different document formats addressing specific issues. For example, emails can be used to send videos, photos, multimedia, documents, and texts. WhatsApp communication will also ensure that there is proper coordination of operations within the company because employees can discuss how to complete tasks within the company effectively. According to Papapicco (2019), WhatsApp working groups increase organizational well-being by eliminating hierarchical relationships and improving how organizational emergencies are managed. Therefore, ABC Inc. can use WhatsApp to manage emergencies such as abrupt deliveries and advise the company’s management on how to respond to situations such as the current one. WhatsApp also promotes group communication, which is effective in sharing ideas. Blabst and Diefenbach (2017) argue that group-based interaction enables discussion, sharing, and communication. Therefore, ABC Inc. can use WhatsApp groups to encourage group-based interactions that facilitate information sharing. ABC Inc. can also use email communication to improve the coordination of operations within the company. According to Habil (2010), email is used to share information and coordinate action. Therefore, the company can use email communication to share information about tasks that should be completed and how they should be completed. Email communication can also be used to share memos informing employees about key issues within the company.

 References

Blabst, N., & Diefenbach, S. (2017). WhatsApp and wellbeing: A study on WhatsApp usage, communication quality and stress. Electronic Workshops in Computing. https://doi.org/10.14236/ewic/hci2017.85

Habil, H. (2010). Functions and strategies of email communication at the workplace. Handbook of Research on Discourse Behavior and Digital Communication, 479–489. https://doi.org/10.4018/978-1-61520-773-2.ch030

Papapicco, C. (2019). Whats. . .App at work? Instant messaging improves professional well-being. SSRG International Journal of Communication and Media Science, 6(1), 17–23. https://doi.org/10.14445/2349641x/ijcms-v6i1p103

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Question 


Communication has changed over the years, and this has affected how we communicate with each other in our personal and professional lives. We all use different communication tools every day, such as text, email, video, and computer software. There are many benefits to this, and one of these is collaborative communication. For example, multiple people can make changes to one document using services like Google Drive Microsoft Office 365, and others! However, with so many communication options, miscommunication and overlooked messages can cause problems in the workplace.

Memo - Changes in Communication Methods

Memo – Changes in Communication Methods

For this assessment, you will craft a formal memo to your supervisor, Wanda, and offer suggestions to streamline your workplace’s communications. You will also demonstrate your digital proficiency by choosing an appropriate communication tool for your team to use.
After you re-send Printables’ shipment and ensure that Sara Robins received it and her refund for the missing package, your manager, Wanda, asks you to determine why no one from ABC, Inc. noticed the error until the customer contacted her. Upon investigating, you determine that an important internal email went into the Shipping Dept. manager’s junk box. In order to ensure this does not happen again, you propose that email be used for certain, pre-determined communications only and that another digital tool be used as a way to encourage employee engagement and minimize overlooked messages.
Consider the scenario above and craft a formal memo to Wanda, using the Memo Template [DOCX], in which you:
Develop criteria for sending internal emails. Be sure to consider the culture of the work environment and the team at ABC, Inc.
Hint: Bullet lists are common in workplace communication.
Write a summary of why the criteria you selected are the most appropriate for communicating via email to this particular team. You may use and cite course material in your memo. Be sure to consider the four components of written communication—purpose, audience, tone, and structure—to describe why some messages should be communicated via email and why some should be communicated via an app.
In addition to an internal email, you realize that it would be easier to use a messaging app like Slack or WhatsApp to communicate updates and problems with shipments. Write a brief explanation that identifies a digital tool that would be appropriate for your team to communicate some messages in the future. In your memo to Wanda, report on the tool, including:
When and for what purpose it could be used?
Why it would be an effective tool for this purpose.
How a message may need to be modified to fit within the digital tool you selected (consider formality, tone, length, et cetera).
Evaluate your memo and how Wanda would react by completing the Six Ws Worksheet for Assessment 4 [DOCX]. If needed, edit your memo.
Submit the memo in one Word document using the Memo Template [DOCX]. Also, submit your completed Six Ws Worksheet for Assessment 4 [DOCX] worksheet.