6-2 Short Paper (1) (1)
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Feb 20, 2024
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6-2 Short Paper: The Importance of Clarity and Conciseness Tyler Williams Southern New Hampshire University IT-520 Q2560 Technical Communication
Dr. Eva Hamburger
Dec 19th, 2022
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Introduction
Since taking the position of the new corporate communications manager I have come across some ineffective communications methods including some older directives that were put into place but never were carried out for example there was an email stating that the recipient (within the research and development team) was to “create a presentation discussing the new product and send it to interested departments”. Others included a request from sales to technical support for “ a list of the biggest problems with our hot products” and a memo from finance to all departments to “reduce the number of suppliers being used to better control costs.” We can see from these two email examples that there is no instruction being explained in any of these messages which leaves an open area for confusion that the audience will have to face. The way that I plan on avoiding this type of confusion when it comes to communication is making sure that I have an effective set of instructions that will have the following, clear, precise, and simple writing. A thorough understanding of the procedure in all its technical detail, the ability to put yourself in the place of the readers, the ability to visualize the procedure in detail and to capture that awareness on paper, and willingness to test your instructions on the kind of person you thought they were. Using these instructions will help create clarity for any audience that we will be talking to and with it being so simple to understand any employee from Detroit all the way to Shanghai will be able to understand what is being communicated.
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Audience Analysis
The steps that International Gadgets (IG) department employees should take when it comes to analyzing their audience for communication is that they need to identify the audience and adapt their interests, level of understanding, attitudes, and beliefs. The reason for taking an audience-centered approach is important because a speaker’s effectiveness will be improved if the presentation is created and delivered in an appropriate manner. When it comes to analyzing their audience they need to know the demographics they will communicate with, and their prior knowledge of the topic that is being discussed. Once this information is established we can start moving towards determining the message that IG wants their department employees to use when it comes to communication. The purpose of a message is to make sure that you are informed and persuade the audience that you are communicating too. The message that IG wants to send to each employee is going to be that the communication that is being used is clear and concise so that everyone in each department can understand what is being said. Clear and Concise Writing The steps that an IG department employee should take to ensure that communication is written clearly and concisely is that there should be no jargon being used when communicating with an audience that is not familiar with the topic that is being communicated about. You want to make sure that you eliminate redundant pairs of words, identify and reduce prepositional phrases, make sure that you locate and delete unnecessary modifiers, replace a phrase with a word, think about your argument, and lastly think about your audience when it comes to making sure that you are speaking clearly and concisely.
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If these steps are followed when it comes to communicating within the department teams this can reduce the problems that the company was facing when the Detroit Manufacturing was unable to meet a product delivery deadline because of parts shortages from supplies. These component parts order had originated in Brazil but had been recently deployed due to a dockworkers strike at the U.S. West Coast ports. The manufacturing team thought they had informed the sales team of this delay but the message was not properly relayed to the sales team which had resulted in the company losing this buyer to a competing company.
Another example of bad communication that resulted in problems that the company was facing is going to be when European sales were impacted when Switzerland unexpectedly devalued its currency, impacting IG’s profitability. Revised profitability forecasts were provided by several of the European sales offices, but others did not understand the request from the corporate office because of how it was worded, and the delay in response led to unnecessary costs. This was the result of the bad communication from within the team. If the proper steps are taken when communicating across the team this will improve team efficiency and reduce any communication problems that the team may be facing at the time.
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References
Write clearly and concisely: IEEE
. IEEE Professional Communication Society. (n.d.). Retrieved December 20, 2022, from http://pcs.ieee.org/communication-resources-for-
engineers/style/write-clearly-and-concisely/ Neveu, C., Smith, M., Gaudet, L., & Last, S. (2019, January 1). 2.2 communicating with precision
. Technical Writing Essentials. Retrieved December 20, 2022, from https://pressbooks.bccampus.ca/technicalwriting/chapter/communicatingprecision/