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COM10007 Professional Communication Practice

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COM10007 Professional Communication Practice

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COM10007 Professional Communication Practice

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Course Code: COM10007
University: Swinburne University Of Technology is not sponsored or endorsed by this college or university

Country: Australia

As the communication manager of a discount electronics retail warehouse Lee Electronics, you have been asked to communicate some news to all staff. Your general manager has just informed you that the sales targets were met for the year and bonuses will be paid at Christmas time. You need to make an announcement that will reach all staff from the entire company including middle management. 

Communication is the key to success for all the organisations. It is not only the external communication that needs to be effective but the internal communication should also be effective (Bovee, Thill and Raina, 2016). This is because circulating the information to all in an effective manner help in easier flow of information that results in enhancement of performance. This is the report that discusses about the communication channels that should be used by the company called Lee Electronics. It also focuses on the process that needs to be followed to use the particular communication channel.
Recommended communication channels:

Article in company newsletter
Presentation by General Manager

(Guffey and Loewy,  2010). 
Effectiveness of the selected communication channels:
Emails: Emails can be defined as the written material or the collection of words that contains a message and sent to the people through electronic medium. Emails are used as one of the most effective tools of business communication in the internal communication process of the organisation. This is easiest form of communication and also helps in targeting many receivers at the same time.
Effectiveness: It is the considered as the effective form of communication because it is a very fast process and requires very less amount of efforts. It also provides the facility of customization.
Article in company newsletter: It is the form of communication that is very attractive in nature. Information that needs to be circulated by this method needs to be framed very creatively so that readers find it attractive to read. It should be written in the manner that is easy to understand the readers (Guffey and Loewy, 2012). The newsletter should be then circulated to all the employees of the company. This method is effective because it acts as the attention of the readers.
Effectiveness: as far as this communication channels is considered, it has been analysed that it is the form of communication that helps to attract the reader as it is very creative in nature. It can act as the evidence of the company policies and can be used to showcase the image of the company.
General Manager Presentation: This is one of the best methods that can be sued to deliver the information. This is because presentation is the form of communication and it can be made interactive by sharing some views and taking the considerations of the employees in that as well. Presentation helps in providing detailed information. It is easy for the members or the employees to understand the things in presentation (Van Riel and Fombrun, 2007). They can even ask their queries at the same time, and there will be no scope of doubts or miscommunication.
Effectiveness: it has been analysed that presentation is found to be the most effective methods out of three. This is because it allows the two way conversation between the employees and the top management of the company leaving no sign of doubts in the minds of any of the parties.
Process of communication:
Following steps needs to be followed in order to implement the strategy of email communication:

Drafting of email: It is the first step in which all the details of the information that needs to be communicated should be drafted in a particular message. This email needs to be generated from the site of the company or from the email site of the HR of the company.
Add recipients: It is the step where all the recipients who need to be informed should be included. Add the email address of all those people to whom this information needs to be sent (Soucek and Moser, 2010).
Customize the mail if required: emails also facilitate the sender to customize the message for the different sender. It is not that much time consuming and thus it is the time to send the mail.

Following steps needs to be followed in the process of article in newsletter communication:

Information gathering: It is the step where all the information that needs to be circulated should be gathered. A very creative team is required to develop the newsletter out of that information (Zheng, Yang and McLean, 2010).
Development of article: It is the spent where the article needs to be designed or developed including all the information required to be shared.
Publish: Now, the article that has been developed needs to be published in the newsletter.
Circulation of the newsletter: It is the time when the newsletter magazine needs to be circulated amongst the employees of the company. This can be easily done by assigning the responsibility to the department managers to circulate the magazine amongst their team. Any members who have not been given the newsletter should be allowed to collect it from the reception area (Cornelissen, 2004).

Following steps should be followed to communicate through presentation:

Preparation of presentation: it is the first step that needs to be conducted. The presentation has been made by the team of the company in which all the necessary information should be presented in brief.
Content: the content that needs to be spoken by the General Manager should be drafted down so that he can clearly explain the points to the employees.
Day and venue: A day and venue needs to be decided for presenting the presentation and all the employees’ needs to be invited to present on the time given to them (Ramdoss, et al.).
Presentation: The presentation should be presented clearly to all the employees in the same gathering and their queries should also be resolved.

Email that needs to be circulated in this case:
Hi all!!!!
This is to inform you all that this time, we have performed with great efforts and achieved the targets. Lee Electronics is at this position because of you, the employees of the company. The company wants to show the gesture towards the efforts you all have made and wants to congratulate you with the some of the handsome bonuses to the performers. The bonuses are to be distributed amongst all the employees at the time of Christmas to make your celebration more blissful.
Hope!! We all will get more and more success in the coming years…..
Thanks and wish you all a very good luck for the coming years of you professionalism.
Communication Manager
Lee Electronics
Lee Electronics is the company that wants to implement some internal communication strategies that can have great impact and supports easy flow of information. It has been concluded from the report that there are three effective communication channels such as emails, article at the newsletter and presentation by the general manager. All these communication strategies have different effectiveness for the company and thus it is required by the company to implement it effectively.
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson Education India.
Cornelissen, J.P., 2004. Corporate communication. John Wiley & Sons, Ltd.
Guffey, M.E. and Loewy, D., 2010. Business communication: Process and product. Cengage Learning.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Ramdoss, S., Lang, R., Mulloy, A., Franco, J., O’Reilly, M., Didden, R. and Lancioni, G., 2011. Use of computer-based interventions to teach communication skills to children with autism spectrum disorders: A systematic review. Journal of Behavioral Education, 20(1), pp.55-76.
Soucek, R. and Moser, K., 2010. Coping with information overload in email communication: Evaluation of a training intervention. Computers in Human Behavior, 26(6), pp.1458-1466.
Van Riel, C.B. and Fombrun, C.J., 2007. Essentials of corporate communication: Implementing practices for effective reputation management. Routledge.
Zheng, W., Yang, B. and McLean, G.N., 2010. Linking organizational culture, structure, strategy, and organizational effectiveness: Mediating role of knowledge management. Journal of Business research, 63(7), pp.763-771.

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