Short paper 6
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Southern New Hampshire University *
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520
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Communications
Date
Apr 3, 2024
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docx
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Module 6 Short Paper: Clear Directives for Effective Communication at IG Qian Chen
IT 520: Technical Communications
Southern New Hampshire University
Aug 12
th
2023
James Galllion
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As the new corporate communications manager at International Gadgets (IG), I play a crucial part in ensuring communication effectiveness within our organization. I've formulated the
subsequent step-by-step instructions to guide our IG departments in creating clear and concise directives. These instructions directly tackle the challenges we've identified in ineffective communications. This instructional guide comprises the following sections: introduction, audience analysis, message determination, and clear and concise writing.
Introduction
Ambiguous directives can result in misinterpretation, confusion, and overlooked prospects. To address these concerns, the subsequent instructions offer a structured method for formulating clear and succinct messages, thereby improving communication within IG.
For instance, consider the recent case where Detroit Manufacturing faced challenges meeting a product delivery deadline due to supplier parts shortages. Although the manufacturing team believed they had communicated the delay to the sales team, miscommunication occurred, and the sales team needed to be made aware, ultimately resulting in the loss of a customer to a competitor. Such incidents underscore the importance of precise directives and effective communication within our dynamic organization.
Audience Analysis
1.
Identifying Key Recipients:
Imagine we're introducing an exciting new product. The core individuals who should be kept informed include the product development team, the savvy marketers, and the sales force responsible for promotion.
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2.
Assessing Knowledge Levels:
Now, if we're delving deep into the specifics of a software update, our tech experts will want all the intricate details. On the flip side, our support team may require a simplified explanation to assist users seamlessly.
3.
Cultural and Linguistic Considerations:
Let's envision a scenario where we implement changes globally through a new policy. It's crucial to consider each region's cultural norms
and language fluency. Remember that specific catchy phrases might translate poorly, leading to potential misunderstandings.
4.
Adapting Communication Styles
: Engaging with a team of project managers? They might appreciate a succinct list of key takeaways. However, when addressing senior executives, a comprehensive report could better cater to their preferences.
5.
Foreseeing Potential Questions: Let's paint a scenario - we're informing individuals about updates to their employment benefits. It's wise to anticipate the questions that may arise. For instance, if we're altering the benefits structure, they'll likely want to understand the implications for health coverage and retirement plans.
IG can skillfully refine our communications to accurately address the recipients' requirements
by profoundly engaging with these elements while customizing our messaging for the audience. Visualize it as crafting a meticulously tailored message that perfectly aligns, ensuring our instructions are on point.
Message Determination
Articulate the Communication Objective:
Provide a clear and concise overview of the communication's primary goal or purpose. This establishes the course for the entire message and facilitates swift comprehension by recipients.
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Highlight Key Points:
Identify the essential steps, details, or standout elements the audience should extract from the communication. This guarantees the effective conveyance of the central message.
Organized by Importance:
Structure information according to its significance for the audience. This ensures that recipients concentrate on the most relevant parts of the message.
Create a Clear Flow:
Arrange the message in a logical order that smoothly moves from one point to the next. A well-structured message makes it easier to understand and remember.
Use Examples, Data, and Visuals:
Add real-life examples, facts supported by data, or visuals such as charts and diagrams to the message. These things make it easier to understand and make the message more attractive.
Crafting the message is like building the core content. It begins by stating the purpose and setting the stage. Identifying key points ensures clarity. Prioritizing info focuses on what matters,
organizing provides smooth reading, and examples add depth. This all resonates effectively with the audience.
Clear and Concise Writing
The IG department employees can follow these guidelines to ensure our directives are clear, concise, and easily understood. By implementing these steps, we can foster efficient communication across all levels of the organization:
1.
Begin with a clear subject line.
2.
Use simple language and avoid jargon.
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3.
Keep sentences and paragraphs short for readability.
4.
Stay focused and skip extras.
5.
Use bullet points for steps.
6.
Proofread to clear errors.
With these instructions in place, IG can uphold its commitment to seamless and effective communication throughout the company.
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References
Gerson, S. J., & Gerson, S. M. (2016)
, Technical Communication: Process and
Product
(9th ed.). Pearson Education
(US). , https://mbsdirect.vitalsource.com/books/9780134118277
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