Respond (2) Colleagues D2W8 Walden

Communication Portfolio

Renee Brown

August 22, 2021

Quintanilla &Wahl, (2020) points out that team meetings are an important form of communication because each person motivates and is motivated by another person. The motivation experienced in team meetings are an excellent way to improve working relationships and improve employee interactions. Quintanilla & Wahl (2020) also pointed out that effective communication is required to conduct team meetings. On the flip side, if communication is not effectively translated it leads to a major stumbling block in team meetings. This is because important information and details can be misinterpreted.

As stated above team meetings are a form of motivation for the team, team motivation serves as an excellent way to improve relationships. When working in teams, it allows you to have a better understanding of one another’s emotions. This will ensure that everyone is in tuned with the company’s goals, missions, and objectives. The team meeting is platform to discuss objectives and employee responsibilities. This is the best time for asking questions and discussing company issues. Team members are encouraged to offer feedback regularly. This is a checkpoint to determine if information is received effectively. This can indicate whether the team is on the right path or has wandered off course. Finally, team meetings provide an opportunity for open discussion. An open discussion is vital to any organization because this time can be used to give complaints, release team stress and air out petty frustrations. Emails also serve as an effective way to deliver news. Unlike team meetings that are more direct and provide an opportunity for open discussions, using an email allows a sender to avoid sending unpleasant messages (Quintanilla & Wahl, 2012). For example, if your employees will not be receiving a pay increase this year sending an email will avoid the face-to-face communication. You can avoid negative body language, or not have to see facial expressions. If an employee is upset about hearing bad news, by sending an email you would not have to engage in angry emotions nor would you have to respond to questions right away. In contrast, to team meetings you would have to respond immediately to questions. Emails are also faster and more efficient.

If you need to share important information with the team right away, sending an email will allow you to do so. In difference to a team meeting, you would have to schedule a meeting in advance this means you must take in consideration everyone’s schedule. Typically, team meetings are a month in advance. Whereas, when sending an email there is no scheduling needed. With both communications channels, emails and team meetings, there are some principles to guide you in delivering news.

One principle is to be direct and avoid mixed signals. One of the crucial factors in whether employees will listen to and accept bad news is how it is communicated (Gallo,2015). Managers must be aware of body language to ensure nonverbal cues are not different than what they are saying. For example, slumping shoulders, not having eye contact, or fidgeting with hands will send the wrong messages. Gallo (2015) reports that even if this is apparent for everyone you need to convey information appropriately and leave no room for misunderstanding.

Gallo (2015) talks about being thoughtful and showing concern but avoid sugar coating the news. This makes it more difficult for people to handle. Instead, she reported to focus on decisions made and explain why the final decision (2015). For example, if you need to explain why a product was removed from inventory. You might say: We have made a decision. Comment by Renee Brown: Comment by Renee Brown:

Our Green Apples will no longer be sold at Anthony’s Orchard this season because we have found contaminations. For the safety of our staff and customers we feel it is best to remove all apples currently. Communication can be grouped into three basic categories: (1) verbal communication, in which you listen and understand the content and meaning; (2) written communication, in which you read meanings; (3) non-verbal communication, in which you observe someone’s body language. The communication tone when delivering bad news is verbal communication. Verbal communication is how the message is conveyed. This reflects the speaker’s voice, volume and pace of speech.

Channel Choice: Face-to-face communication

Thank you, Jan, for coming in today. Please have a seat. Would you like something to drink?

There have been rumors circulating in the department about the planned raise has been approved for you. I must inform you that this rumor is not true. The 2.5% annual raise has been eliminated this year.

In fact, we are not sure if we can fit another annual raise in the budget at this time. I along with our marketing team, and outside stakeholders tried to fit the annual raise in our budget, but there is no possible way to do so. It has been a tough year for Anthony’s Orchard due to the decrease in sales. Because of the decrease in sales, we are not able to pay our vendors. This means our products have been put on hold.

Jan, we even tried social network hoping it will increase our sales. We still did not receive the sales we had hoped for. I know you are hardworking. The work that you do is not unnoticed.

Do not get discouraged, maybe in the future we will be able to review the 2.5% increase.

Do you have any questions for me? Jan replies, “Not at this time.” If you can think of any questions, please give me a call.

My number is: 219-555-5674 ex. 123. If I don’t answer, please feel free to leave me a voice message. Or you can send me an email, I respond to all emails and telephone calls within 24 hours.

Again, thank you Jan for coming in today.

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