Organizational Communication-Discussion 6

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Please provide high-quality sentences with in-depth responses and more resources. See the links for guidance and questions



  

Activity 1: Develop a written message that states the message clearly

Hello Class,

1.) Develop a written message that states the message clearly

To: Organization Staff

From: Pablo Trujillo Silva

Subject: Closure 

Hello Staff,

I am emailing all of you to inform you about the local district's decision to close the center until further notice. Due to the rapid increase of COVID cases in the area, they had no choice but to close all schools in the area. This is a safety measure done in order to protect both us and our students from being infected. Many of you may feel concerned and have questions regarding what actions we will take. I will be sending another email within the next two days regarding how we will continue operations remotely. Please do not hesitate to contact me if you have any questions.

Best Regards,

Pablo Trujillo Silva

2.) Describe how you would present the negative message in person

The purpose of the email above was to let the staff members of my organization know that we would be closing due to safety precautions as a result of COVID. When I communicated this message, I did it through email because this was a situation that demanded an immediate reaction from all employees of the organization. Communicating this bad news message is "key to addressing challenges while maintaining trust and integrity with employees, stakeholders, and the public" (UMGC,2021). The four main parts of a negative news message are; buffer or cushion, explanation, negative news. and redirect. The following below is a description of how I would respond using each main part.

1) Buffet or Cushion: 

When meeting in person, I would thank all of my staff members for taking the time out of their day to meet with me. I would tell them we appreciate all of their contribution and compliance during these difficult times

2) Explanation:

I would explain to them that the purpose of the meeting is to inform them what the daycare will be doing in response to the COVID 19 pandemic

3) Negative News:

I would follow up my explanation by giving them the negative news that we will have to close until further notice due to the COVID 19 pandemic. 

4) Redirect:

We are not sure for how long we will be unable to meet in person, but until then we will be continuing operations remotely. The teacher's salaries will not be impacted, as they will be paid for having classes on Zoom. I would tell them that I appreciate their hard work and contribution and that if they have more questions, then they should either come to me or the director.

References

University of Maryland Global Campus. (2021). Chapter 17: Negative News and Crisis Communication. In HRMN 302: Organizational Communication: Fall 2021. [Learning Resource]. Retrieved from HRMN302_Chapter 17 - HRMN 302 7380 Organizational Communication (2218) (umgc.edu) 

University of Maryland Global Campus. (2021). Scenarios for Crisis Communication. In HRMN 302: Organizational Communication: Fall 2021. [Learning Resource]. Retrieved from Scenarios for Crisis Communication.docx (live.com) 

Activity 2: 

Hello Class,

Based on my birth month, the scenario crisis that I chose is the Online Market, INC. A well-developed crisis communication plan can improve with " a clear understanding of roles and responsibilities for an effective and swift response" (UMGC,2021). When developing a crisis communication plan, there are four items that should be included. The first is the contact information of those involved in the crisis communication information. The second is assigning the designated spokesperson. Thirdly is setting a meeting place/location.  The fourth and final item is to include a media plan and procedures. The following is how I will appeal to these four items as a response to the assigned scenario.

Background information of the scenario: A website has been accused of being accomplices to its users selling and purchasing stolen items. The company denies being a part of this as their only role is to include a source for them to post their items with pictures and text. 

1) Crisis communication team members with contact information:

As the representative of the organization, I am part of the crisis communication team. I will introduce myself to questioning law enforcement, ensuring them that the organization is willing to cooperate in the situation. I will also provide them with my contact information; personal and work. 

2) Designated Spokesperson:

As the representative, I shall be the designated spokesperson. This means that I will be the only one dealing with law enforcement when it comes to answering questions and concerns. I will also let employees know; especially managers and supervisors that they should hire lawers and be prepared to answer questions

3) Meeting Place/Location:

As the designated spokesperson, I will choose places to meet when discussing with law enforcement about the issue. It would be preferable to meet with them outside of the work environment in order to not cause a stir in morale and performance. When meeting with organization members it would be advisable to do so in the organization's office setting, during operation hours or weekends if necessary

4) Media Plan with procedures:

Before meeting and revealing information to law enforcement, I will need to meet with; the CEO, HR manager, Board of directors of the organization. The importance of doing so is so we can look over and deem which documents are appropriate and fit to give to law enforcement if requested. We want to demonstrate that we are collaborating, but we also cant just hand over all our documents.

References

University of Maryland Global Campus. (2021). Chapter 17: Negative News and Crisis Communication. In HRMN 302: Organizational Communication: Fall 2021. [Learning Resource]. Retrieved from HRMN302_Chapter 17 - HRMN 302 7380 Organizational Communication (2218) (umgc.edu) 

University of Maryland Global Campus. (2021). Scenarios for Crisis Communication. In HRMN 302: Organizational Communication: Fall 2021. [Learning Resource]. Retrieved from Scenarios for Crisis Communication.docx (live.com) 

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