Milestone Four IT520

Communication and Collaboration

PART ONE

Currently, Bold Flash is experiencing cross-functional challenges in the Mobile division. There is no objective communication between various heads which had led to failed collaboration. Roger Cahill needs to turnaround the situation through improving communication and engagement. Already he has brought changes that have separated department that were traditional functioned as a single unit. This has created even more cross-functional challenges. The technical communication artefact that will be most effective entails conferencing. However, there is much that will need to be done to ensure that all individuals involved will play part as active listeners.

When one considers the audience, each division considered itself self-sufficient hence none considers the input and advises from another as important. For instance, sales do not consider information from the product development as important in its goals. This has led to failure at collaboration. There is no togetherness in the whole process of pursuing goals which explains why the company hit a miss in the tablet market. Considering this, the message that needs to be delivered should primarily focus on calling for collaboration between various functions and departments. Various functions and department heads need to be communicated to and informed about the importance of objective communication and collaboration.

As the vice president of Mobile Division, Dr. Roger Cahill needs to facilitate the teleconference in a manner that will make all participants acquire a new view of importance of collaboration. First, he will need to make a communication to all his juniors such as function and division heads and inform them about the teleconference. The time of the teleconference needs to be convenient to all individuals regardless of their current geographical location. Second, Dr. Cahill will need to inform them about the purpose of the teleconference so that they will be prepared for it. Third, Dr. Cahill will also outline the way the various heads will be communicating henceforth. Notably, this needs to be coupled with information on the importance of teleconferencing as a favorable method for long distance communication as well as a basis for fostering a collaborative culture. Finally, Dr. Cahill will need to allow the participants to make contributions regarding their viewpoints on long term teleconferencing colleagues. This will make them feel as part and parcel of the new change hence will be motivated into seeing it through.

Dr. Cahill needs to put together a great team but that is not likely to happen without enabling constant communication between the heads of divisions and functions. Due to their geographical locations, teleconferencing will be the most applicable technical communication artefact that will be real time communication where information can be shared and evaluated. However, it is imperative to note that the participants need training in active listening. This will ensure that teleconferencing is successful and that parties making the communication consider each other as equals and important in the attainment of the organizational goals.

PART TWO

As earlier highlighted, teleconferencing needs to be coupled with active listening for it to be a successful technical communication method (Dobrin, Weisser & Keller, 2012). Currently, though there is active listening at the organization, there is a need for more to be done. Active listening entails attention and interpreting the sound and visual stimuli in case of teleconferencing. More so, it entails asking clarifying questions and avoidance of distracting gestures. When any leaders of various divisions are teleconferencing, active listening should be key. It should not be a competition but a process through which various parties will share information and evaluate its applicability. For instance, head marketing and head sales can teleconference in bid to share important information that will lead to easier attainment of set goals and objectives. Essentially, active listening is the most appropriate means through which various heads will listen to each other and consider each other as an important player in achievement of short-term and long-term goals.

To adapt the communication practice, one will need to make close monitoring and motivate the participators into adapting into the new culture that calls for constant communication between various players. Additionally, all the participants will be held responsible for supporting and maintaining communication with their colleague. When the heads are held responsible and accountable for the communication that will make them feel a sense of responsibility. Moreover, Dr. Cahill will need to lead by example so that his juniors can look up to him. Mainly, junior employees are fond of imitating the behavior of their superiors meaning that leaders must lead by example (Sadia, Salleh, Kadir & Sanif, 2016). Further, he will need to hold more and more teleconferences as a way of inculcating the heads into the new culture. It will also be a way of making learn various aspects of teleconferencing perceived as best practices. Addressing the cross-functional challenges at the organization requires use of a technical communication method that will promote collaborative and a more interactive culture between the team leaders at the organization.

References

· Dobrin, S. I., Weisser, C. R., & Keller, C. J. (2012). Technical Communication in the Twenty-First Century (2nd ed.). New York, NY: Longman.

· Sadia, A., Salleh, B. M., Kadir , Z. A., & Sanif, S. (2016). The Relationship between Organizational Communication and Employees Productivity with New Dimensions of Effective Communication Flow. Journal of Business and Social Review in Emerging Economies 2(2), 131-167.