COM-FPX1250_BluntBrandon_Assessment4-2

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Capella University *

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1250

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Information Systems

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Jan 9, 2024

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docx

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Written Communication: Writing a Memorandum (Memo) To: Ms. Wanda Bell, Vice President of Customer Service From: Brandon Blunt, Customer Service Specialist, ABC Incorporated Date: 10/25/2023 Subject: Internal Business Communication at Our Company I am writing to propose a solution to the recent oversight in the Shipping Department, where an important internal email was mistakenly sent to the manager's junk box. In order to prevent similar incidents from occurring in the future and enhance employee engagement, I suggest implementing specific criteria for sending internal emails and introducing a digital tool for efficient communication. Criteria for Sending Internal Emails: 1. Urgency: Internal emails should be reserved for time-sensitive matters that require immediate attention or action. This ensures that critical information reaches the intended recipients promptly. 2. Complexity: Emails should be used for conveying detailed information or instructions that may require reference or documentation. This eliminates any ambiguity and allows employees to have a clear understanding of their tasks or responsibilities. 3. Formality: Emails should be the preferred medium for official announcements, policy updates, or any communication that requires a formal tone. This ensures that important information is delivered professionally and can be easily documented for future reference. 4. Collaboration: Emails should be used when communication involves multiple individuals or teams who need to be kept in the loop or contribute to a discussion. This facilitates transparency, encourages collaboration, and avoids information silos within the organization. The selected criteria are the most appropriate for communicating via email to our team at ABC, Inc. because they align with the culture and work environment of our organization. As discussed in our previous communications course, emails are ideal for conveying detailed information, providing a written record, and reaching a broad audience simultaneously. By adhering to these specific criteria, we can ensure that internal emails are utilized effectively and efficiently. 1
Introduction of a Digital Tool - Slack: I propose that we introduce Slack as a digital tool to complement our existing communication channels. Slack is a messaging app that allows for real-time communication, file sharing, and team collaboration. It offers several features that would be beneficial for our team's communication needs. Slack can be used for the following purpose: 1. Updates and Problems with Shipments: Slack can be used to promptly communicate any updates or issues related to shipments. This would enable real-time discussions and facilitate quick problem-solving within the team. Why Slack is an effective tool for this purpose: a. Real-time Communication: Slack provides instant messaging capabilities, ensuring that time- sensitive updates or problems can be addressed promptly. b. File Sharing: Slack allows for easy sharing of documents, images, and other relevant files related to shipments. This ensures that all team members have access to the necessary information in one centralized location. c. Channel Organization: Slack offers the option to create dedicated channels for specific topics or projects, enabling focused discussions and minimizing the chances of overlooked messages. d. Search Functionality: Slack's robust search functionality makes it easy to retrieve past discussions or information, enhancing efficiency and reducing the chances of miscommunication or information loss. Modifications to Fit within Slack: When communicating through Slack, messages should be concise, direct, and informal. The tone can be more conversational compared to formal emails. Additionally, it is important to use appropriate hashtags or channel names to categorize and organize discussions effectively. By implementing the proposed criteria for internal emails and introducing Slack as a digital tool, we can enhance communication efficiency, minimize overlooked messages, and promote employee engagement within our team. Thank you for considering this proposal. I am confident that these measures will address the recent communication challenges and contribute to the overall improvement of our team's performance. 2
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