4-2 Final Project Milestone (1)
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4-2 Final Project Milestone Two: Training Plan and Framework
Tyler Williams
IT 520: Technical Communications Southern New Hampshire University
December 6th, 2022
Dr. Ann Peterson
Communication
The communication strategies that I plan to use when approaching training the Mobile Divisions management team is going to be face to face communication, video communication, email, and text messages. The reason I want to use these forms of communication is because I see the benefits that it will bring to the company, for instance when we look at email and text messages as a form of communication we know that it is quick and can almost be synchronous, which you could attach documents, web links, graphics, and sound and movie files. Next we have video communication which can be very beneficial with avoiding language barriers and giving clear actions for viewers to follow, plus videos can also be funny to some viewers. Lastly,
we have face to face communication which is beneficial because it lets you get the chance to communicate directly with your team or if a situation arises where you can not send the message over email because it may be misinterpreted face to face communication can clear the whole entire situation. It would also be a more efficient way to get some of the training done with certain team members who may be better visual learners instead of just reading everything off a list which may not be easy to understand. Collaboration
When looking at the mobile division unit at BoldFlash we can see that the Marketing Division and the Sales division seemed to butt heads a lot because sales continued to sell products at any price just so they could meet their revenue targets regardless of the impact it had on the margins. Some collaboration strategies that I wanted to implement to make sure that this does not continue
to happen is going to be making sure that we as a team are encouraging equal involvement and discussion, discourage taking sides, find the good and the bad, and deal with individuals individually. I believe that these collaboration strategies can help relieve some of that tension
that has been bubbling between those two divisions. Encouraging equal involvement would mean, that instead of the sales team promising certain orders to be ready by certain dates, there would be a brief meeting or conversation between the sales team and manufacturing team to see when this order can be completed and what date would be the best date for the manufacturing team to have all pieces to the order ready so nothing is missing upon a completed delivery and it gives the manufacturing team time to handle other assignments that they may be working on at that current time. When I mentioned discourage taking sides I believe that this would help out our team in the long run because even though certain things may be pushed onto departments in a short time frame we can not have one department always feeling like they are in the wrong so this would go
hand in hand with finding the good and the bad. For example we would train members on the team to know that you are not in the wrong for completing and giving your word to the customer for fulfilling an order, it would rather just be us letting them know that they missed certain steps that they should have followed to make sure that the manufacturing team could complete that order at that certain date that they had promised the customer. Following this process right here can help with team morale because if you have the sales
team thinking that they are in the wrong every time they try to complete their job they may start creating a certain feeling towards a department which can destroy the overall morale of the team and the company can’t function properly without each other. The last collaboration that I believe needs to be added into training to help the company succeed is going to be deal with individuals individually and the reason I feel that this is an important collaboration is because even though you may think that it would be better to just single someone out in a room full of coworkers, they
may feel embarrassed or outraged that you did not handle the situation in a professional manner.
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For example when you look at the BoldFlash product documentation artifact you can see that Jack Thompson, who is that manager of the technical support team emailed and got into contact with Chip Bryant who is the director of sales, and talked to him one on one with how he has been
feeling about the quality of the product documentation and let him know that it has not gotten any better since the last time that he told him about the situation. This is an example of handling the situation and dealing with individuals individually because instead of CC other people in the department and letting them know the current situation he kept it in between them and let him know how is feeling and what kind of pressure his department is currently going through because
of the situation. If the situation can not be resolved in between them then I would make sure that in the training that it is implemented that if you both cannot come to a resolution to a problem then you must escalate it to a person of higher authority within that department that can find a solution to the problem in a better way. Training Methods
The training methods that I believe will get this information across to management and everyone involved on the team will be through audio and video training modules the reason for this is because in the audio and video training modules will act as an instructional guide for each employee and it will go into detail step by step on what they should be doing to make sure that the company is successful in every aspect when it comes to communication within the team. To make sure that this training is ongoing until the communication problem is completely resolved their will be videos that you must watch daily that will only take about 5-10 minutes of your time, and then there will be a series of questions you must answer at the end of the video and those results you receive from answering those questions will let the company know that you are aware of the communication problem and they are understanding the do’s and don'ts when it
comes to communication within the team. The units that will be collaborating with the training audio and videos will be the Manufacturing team and the Sales team since there is a big dilemma
with communication there. With them collaborating with each other and creating videos and questions that should resolve all of the problems that both of these departments are facing when it comes to communication this collaboration will be very effective when it comes to telling what
is the proper way to do certain things when it comes to these departments for example what is the
proper way you should let the manufacturing team know that you're about to close on a sale that needs the items in a short time frame. This type of training will also be incentive based, meaning if they complete these training modules in a timely manner and answer the questions with a passing score there will be a reward for doing so. The benefits that these training modules will bring are the retention of hardworking employees since there is an incentive this will help employees understand a sense of value within the company that they are working for and it creates loyalty within the company too, also this will help create future leaders within the company which can help create business growth, and evolution. These training modules will also empower employees, they will feel that they have a greater sense of value, and confidence at the workplace when their work is completed the correct
way that the company wants it done. These modules will also boost workplace engagement, with
regular training and development initiatives in place this can help prevent workplace idleness and with that being prevented it can help create regular re-evaluation of the employees skills, processes, and will also help instill an emphasis on planning within the company. Lastly, these modules will help build a workplace relationship. With each unit having to explore new topics, refine their skills, and expand their knowledge will lead to team members facing challenges that they may be foreign too which will bring each other closer together to overcome the challenges
they are facing. With these five benefits that training brings to the table when thinking about working together as a team it's easy to see why employee training and development is crucial in the workplace.
Framework for Communication
When it comes to the Framework I know that I must identify the problem that we are currently facing and that we need to address. There has been a communication issue that has been going on that we need to fix, so we are focusing on improving the communication between each of the units that are working together to achieve one common goal. We are going to make sure that there is no more tension between departments under one unit that is focused on achieving that goal. The main group of stakeholders that I'm going to target are the employees and the managers. They will start with the training modules that will be videos that everyone on the team will have to watch weekly just to make sure that they are following the training. Specific Guidelines
As the CEO of the business, implementing a framework of communication is crucial to the success of the organization. Here are some steps that I would take to implement a framework of communication:
1 Identify the key stakeholders in the organization: This includes employees, customers,
shareholders, partners, and other key individuals or groups that are impacted by the communication within the organization.
2 Define the communication channels and channels of communication: This includes identifying the different ways that communication can take place, such as email, meetings, phone
calls, and social media.
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3 Develop a communication plan: This includes identifying the key messages that need to be communicated, the target audience for the communication, and the appropriate channels and channels of communication for each message.
4 Communicate the communication plan to all stakeholders: This includes sharing the communication plan with employees, customers, shareholders, partners, and other key stakeholders to ensure that everyone understands the communication framework and their roles in it.
5 Monitor and evaluate the effectiveness of the communication framework: This includes regularly checking in with stakeholders to ensure that the communication framework is working as intended, and making adjustments as necessary.
Overall, implementing a framework of communication is essential to ensuring that everyone in the organization is on the same page, and that communication is clear, effective, and efficient. By taking these steps, I can help ensure that our business is successful and our stakeholders are informed and engaged.
References Barr, E. (2020, December 23). Building an effective corporate communication strategy • sprigghr
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. Toolshero. Retrieved December 6, 2022, from https://www.toolshero.com/communication-methods/communication-strategy-framework/ Linton, I. (2017, November 21). What components make up a public relations plan?
Small Business - Chron.com. Retrieved December 6, 2022, from https://smallbusiness.chron.com/components-make-up-public-relations-plan-74870.html Gerson, S. J., & Gerson, S. M. (2018). Technical communication: Process and product
. Pearson.