Assignment 2 (HI)

Written Communication Plan

Assignment 2: Written Communication Plan

Part 1: Key Message

Meeting Scheduled for Departmental Heads on 30th May to Resolve the Communication Breakdown within the Company.

Background Information

As previously observed, there has been a communication breakdown between and within management positions. Operational managers have not been able to effectively communicate with the top-level managers as well as personnel they supervise. This breakdown has led to wastage of time, lack of professionalism and financial losses to the company.

Objectives:

1. To identify possible causes of the communication breakdown (Such as lack of skills/channels).

2. To provide professional solutions to these problems.

3. Establish a follow-up program ensuring the sustainability of the new communication lines proposed at the meeting.

Location/Time:

The venue of the meeting will be at the company’s conference room. The meeting will begin promptly at 0915. Duration is 90 minutes.

Tools:

1. Group discussions

2. PowerPoint presentations

3. Pamphlets

4. e-conferencing for departmental heads away from the venue

5. Speech / case scenario analysis (by the invited guest)

Credibility:

1. As a manager in charge of communication, I have invited a communication consultant as a resource person who will provide possible alternatives and guide us through problem-solving session.

2. You are also requested to provide any feedback concerning the meeting which you feel should be adjusted within 2 days. This will help in improving the nature of the meeting and involve you as the participant fully.

Employ consult /joint, tell/ sell

1. The method of communication will be majorly interactive especially when identifying the causes of the problem (Consult/joint). The participants will be required to identify and communicate their findings with the meeting facilitator.

2. Recommendations will first come from the audience for possible solutions and later the invited communication consultant will provide a clear and concise method of solving the communication problem at hand (Consult/joint). He will also give a method to sustain, implement and follow up on the success and sustainability of the solutions given (Tell/sell).

Actionable request

1. The managers available for the meeting are requested to confirm their presence on the meeting day. They are also required to participate fully and prepare to tackle all sections of the meeting objectives to be able to come up with better results after the meeting and for the overall progress of the company.

PART 2: Channel and Style

1. The explanation for choosing the channel of communication

a. Style of written communication (sell/tell, joint consult)

b. The message is conveyed through a Tell/ sell channel. The information is available on Departmental notice boards as an internal memo. Emails have also been sent just to reach any departmental head not available within the company to read the memos. Managers from other branches of the organization can also be part of the meeting. It is the best method of first conveying the message.

2. The messages require the receivers of the letters to provide any feedback on what should be included in the meeting within 2 days to help in improving the message and success of the planned meeting (This is a consult/joint communication channel).

Feedback:

1. The list of feedback received included

2. The time at which the meeting is to begin was not stated

3. The duration should be communicated

4. A writing board and notebooks plus writing materials will be needed

5. A representative from top management should also be invited

6. Lines personnel can also be invited to ensure that all areas are represented within the meeting.

Utilization of feedback to improve communication:

1. I will include the time and duration of the meeting within the message title

2. Purchase and include writing boards and books as part of the communication tool aiders at the meeting

3. Representatives from top management and lines operation personnel will be included as individuals in attendance.