comm3327_Garza_midterm6
docx
keyboard_arrow_up
School
Lahore University of Management Sciences, Lahore *
*We aren’t endorsed by this school
Course
MISC
Subject
Communications
Date
Nov 24, 2024
Type
docx
Pages
10
Uploaded by ElderTeamMeerkat
Running head: MIDTERM BACKGROUNDER
Deliverable 1: Meeting Agenda
The memorandum included the organization of an assembly between the interdepartmental project team which included the Communications staff as well as representatives from the Operations, Legal, Sales and Marketing, Human Resources, and Information Technology teams. The purpose of the memorandum aimed to announce an urgent meeting to strategize a public relations response associated with Acme Petroleums proposed tank
farm concerns.
As provided by the book, the correct format was followed in the organization of the memorandum. The interdepartmental meetings purpose is to bring significance in strategizing cohesive public relations. Some of the advantages will include; important decisions being made
MIDTERM BACKGROUNDER at the end of the meeting and following an effective plan to approach situations from the opposition. This increased productivity within the meeting because it consisted of representatives
from different departments; thus, there was a collective involvement amongst the different teams meaning different ideas and perspectives were gathered regarding the addressed concerns. The other advantage is increased retention, loyalty, and commitment. This means that everyone involved felt as if they were equally apart of the company because several teams were involved and gave their input on the opposition. Thus, this collectively increased their loyalty.
The overall goal of the meeting was to gather different perspectives and inputs from the different departments within the company regarding the issue of the construction of the tank farm. Different representatives spoke for their different departments at Acme Petroleum. These people were also selected to attend the meeting as they are all essentially apart of the organization. The agenda was scripted and determined according to how the meeting would run, (Veltsos & Hynes, 2022, p. 91). The agenda included “what” the meeting would be discussing and “why” people needed to attend the meeting. It was then determined “when” the meeting would be held by associating it with a selected date and time and then “who” the participants would be attending the meeting. The announcement and agenda were effective in leading the team by organizing the teams goals to choose an effective leadership style, supporting the team, delegating, and being a facilitator.
The memo is a style of communication medium because of two reasons; brining attention
to issues and finding solutions for the issues. In this case, it was an effective strategy to communicate in the way for various reasons. It was inexpensive for the company; since the communication happened within the organization, any paper quality could be used. The memo is
MIDTERM BACKGROUNDER less disruptive than other forms of communication mediums such as phone calls. The memo also quickly passed the information to the receiver, (Veltsos & Hynes, 2022, p. 90).
I believe I followed the correct format as seen in the book. I chose to only invite “the organization members the problem affects”, (Veltsos & Hynes, 2022, p. 89). I wanted to begin the meeting by personally encouraging a free flow of ideas among every member in the organization. This was important because I believe this “Team Management” leadership style as mentioned by Robert Blake and Jane Mouton, (Wrench et al., 2015b, p.15), is important for the project because of the cohesion of the different departments. This type of leadership is a “concern for both task and relationship”, (Wrench et al., 2015b, p.16).
Deliverable 2: Letter to Publisher of Victoria Advocate
The letter was written by following the instructions provided within the paper. When forming any sort of written communication, it is important to remember to include the 7 communication C’s in your writing. The C’s are principles for spoken and written communication, ensuring effectiveness in communication. The C’s include; “clarity, correctness, conciseness, courtesy, concreteness, consideration, and completeness.” Clarity in the letter is establishing the reason why the public forum was being hosted. Essentially this could be seen as the problem in the situation. Correctness was ensured by taking time to review the letter and be sure that there were no grammatical or writing errors within the letter. The courtesy effect is found in the salutations of a letter as this is required. The letter was also clear spoken, specific, and meaningful which appreciates the concreteness. Also, every aspect of the topic was covered in the letter by using a selected few words making it very concise. The letter was considerate in that the opposition and community as a whole were invited to attend the campaign and learn
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
MIDTERM BACKGROUNDER more about the operation. The receiver’s mind was considered while crafting the letter by giving adequate and reasonable list of topics that would be spoken on at the campaign. The purpose of the letter was initiating an invitation to the Victoria Advocate publisher to essentially market and promote the public forum Acme Petroleum was hosting in response to the oppositions in the building of the tank farm. The letter was seemingly adapted to the select audience as it puts their feelings and opinions into consideration through our company. This can be illustrated where the letters provides the idea that there will be a question and answer session within the campaign which will essentially allow the community to connect with our company and gather a better understanding of the overall goals of the operation. The letter employs an indirect strategy as we see in the book where it is defined as approaching a negative situation through a form of written communication with the goal being to avoid negative backlash. This is why the letter format was the most effective approach because this strategy helps the writer to lead the receiver to the bad news by building a goodwill at the same time, (Veltsos & Hynes, 2022, p. 182). Within the letter, the bad news can be seen as the opposition or negative interactions Acme has received due to the concerns of the community environment from the implementation of the tank farm. The good news can be see as the public form or campaign Acme is hosting because the goal is to create a space and relationship with the consumers and address the concerns in a one on one setting. A letter was seemingly the most effective approach because it is preferred over the alternative text or email. Compared to emailing and texting, a letter can reach the entire targeted audience, especially the ones who do not have access to a way of texting or emailing to communicate. Letters guarantee tangible physical presences that will hold a readers attention longer rather than a standard text message or email.
MIDTERM BACKGROUNDER I believe my letter flowed the correct principles as seen in Chapter 7. The main idea was to try and persuade the Victoria Advocate to host a public forum. The main objective was too ideally have the advocate promote the forum which is seemingly an indirect approach. The strategy is “appropriate for persuasive messages”, (Veltsos & Hynes, 2022, p. 224). In the opening, I attempted to grab the reader’s attention by showing that “their goals are our goals” by giving people a chance to understand the purpose of our pronounced project, (Veltsos & Hynes, 2022, p. 225). The biggest limitation to electronic based messaging was to “diminish feelings of personal closeness” that could potentially come with them, (Veltsos & Hynes, 2022, p. 57).
Deliverable 3: Employee Memorandum via Email
The purpose of this memo was to communicate to the employees that it is essential and important that all inquires, statements, questions, or concerns regarding the opposition needed to be address directly to the communications director. With a similar approach, the same styles of writing were used to compose this interdepartmental email. The writing still follows the 7 C’s and these strategies are used in the same way. The memo a was also an indirect approach being that this was again a negative situation. The strategy is evident where the memo begins by pointing out that it is required for employees to address all negative statements about the situation involving Acme’s new tank farm were to be addressed immediately, (Veltsos & Hynes, 2022, p. 231). This could approach the receiver as if they have done something wrong and make the scenario seem very negative, however the statement is followed up by reassuring the employees that this is essential only to be able to resolve the conflict and provide accurate answers to the community come the day of the campaign.
MIDTERM BACKGROUNDER This memo was written in the form of an email rather than a letter. There are many reasons for this especially in a work environment. One important reason is so there is a record kept and can be noted who, what, when, and why this message was sent out. A email can also be sent out to a large group of people at one time, whereas a letter you have to type, print, handout, and even ensure you have the supplies available to due this all in a timely manner. That involves paper, printers, printer ink or anything else that goes into the process of creating a letter. If any of
these listed items run out or mess up it puts a hold on how quick you can deliver the message to the employees. It was important that the employees received this memo in a timely manner because it helps provide the organization as a whole with information on a current public relations event happening with the upcoming project. The main idea of this memo was to plainly state the protocol for any inquires that employees have regarding the current situation. In a way I also follow a direct strategy because the memo’s purpose is to present “nonsensitive messages that follow the direct order strategy”, (Veltsos & Hynes, 2022, p. 230). The memo is adapted to the audience because it is short and simple which makes it easy for my receiver to digest and won’t cause an interruption of someone’s flow of work.
Deliverable 4: Interoffice Email to CEO
The purpose of composing this specific memorandum was to inform Acme’s CEO of the developed public strategy attempts which would be used to address the arising concerns of the building of the new tank farm. The email is adapted to the CEO because it allows the CEO to have access to all the plans and actions that have been taken to overcome this issue of opposition.
The strategy surrounding this email is a direct approach. This message conveys good or neutral news, which in this case, the email communicated positive points, handling the issues regarding
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
MIDTERM BACKGROUNDER the communities concerns of the tank farm, (Veltsos & Hynes, 2022, p. 213). The inter-official email communicates within the organization which is preferred in a situation such as this one because it is effective in a time such as this. Once again, there can be record kept as the who, what, when and why this message was constructed and considering the recipient is the CEO it is important to be able to recognize those key concepts clearly. The email enable the ability for a response to take place immediately and gives valuable information to the higher ups in the organization in a timely manner. To dive a little deeper, it is also a cost effective strategy for the company considering the organization already has the technology implemented to be able to communicate with one another through an email setting. In this case it was effective because the message was directed specifically to the CEO as it was only meant for this selected person which
means no other person will have access to these updates compared to a letter that could easily come into someone else’s possession. The seven C’s were also followed by ensuring a clear recognizable language, composing a correct message, considering the feelings of the CEO, (Veltsos & Hynes, 2022, p. 182), the message being specific and meaningful, using strong words and terms, recognizing the perspective of the CEO, and the email effectively answered the what, why, when and where questions. I do believe I followed the correct formate based on the examples shown in the book which illustrates the principles in Chapter 7. The overall interpretation is stated clearly and that the email is worded effectively. I emphasize a direct message strategy for this because it is best used for, “messages conveying good news or neutral news”, (Veltsos & Hynes, 2022, p. 212). The email is well adapted to the audience because I convey the largest amount of information in a short amount of time. The CEO more than likely gets large numbers of emails a day, so it was
MIDTERM BACKGROUNDER important that I composed the email in an effective but timely manner to keep the receiver hooked.
Deliverable 5: Interoffice Email to CEO
For deliverable 5, my PowerPoints followed points listed throughout Chapter 6. This was created by the though that a presenter would be presenting and the slides a supplemental to the discussion. Regarding the building blocks, my slides are seemingly aligned to make it as clear as possible for the targeted audience. The presentation is thought out with the same color pallet and follows a convention flow of information. I included a pie chase to illustrate certain types of data
to incorporate a clear visual view that would be associated with the information. The information
is shown on each slide at a surface level and is easily distinguished. I even was aware to not include slides with a dense amount of information so the audience is able to keep a steady flow of understanding and can relate the information to the speech and not get confused in a sea of worlds. A Powerpoint is the best medium in this situation because you are able to cover a mass amount of information with a useful visual tool to keep the audience interacting with the presentation and can be conveyed verbally. The different forms of communication mention illustrate a “Transactional Model” attributed to Dean Barnlund, (Wrench et a., 2015a, p. 4). The model has relevancy to a letter to the Victoria Advocate because the companies desire to communicate with their consumers and community and the Victoria Advocates desires to have the public heard correlates because our “fields of experience overlap”, (p.4). The Powerpoint provides the same relevance because instead of the communication overlapping, it is the financial and quality of life factor that apply to both the company as well as the community. The other forms are communications within the company so the topics themselves overlap.
MIDTERM BACKGROUNDER All of the forms of communication used as a whole illustrates the “Contingency Approach to Management Communication” because the “recognize the importance of matching different situations with varying communications strategies”, (Veltsos & Hynes, 2022, p. 10). I hope that I have illustrated to the most of my abilities the principles learned throughout the course can be applied to different types of communication styles and formats listed within the instruction of the midterm. It was very enjoyable and I related it to a previous job title of mine where I experienced these real life occurrences.
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
MIDTERM BACKGROUNDER References
Veltsos, J. R., & Hynes, G. E. (2022). Managerial communication: Strategies and applications
(8th ed.). Sage.
Wrench, J. S., Punyanunt-Carter, N., & Ward, M., Sr. (2015a). Organizational
communication: Theory, research, and practice. Flatworld.
Wrench, J. S., Punyanunt-Carter, N., & Ward, M., Sr. (2015b). Organizational
communication: Theory, research, and practice.
Flatworld.
TXOGA 2021 Annual Energy & Economic Impact Report. Texas Oil & Gas Association
. (2022, January 11). Retrieved Oct 2, 2023, from https://www.txoga.org/resources/2021eeir/