Business Communication for Success, "Negative News and Crisis Communication

timer Asked: May 6th, 2018
account_balance_wallet $10

Question Description

tep 1: Post your research report as a Word or rtf attachment (this is so a classmate can read it);

Step 2: Choose a classmate's research report and post a response telling him/her that you are reading his/her report - only 1 reader for each report, please;

Step 3: (Here's the hard part - and where Chap. 17 helps). In a memo (check Week 1's topic on standard business writing types for correct memo format), tell the person whose report you have read that the company/community/etc. WILL NOT be implementing the recommended solution to the problem he/she has proposed. You will have to be creative in offering reasons why the solution cannot be implemented (money, opposition from stock holders, higher command or management, etc., are typical reasons for such decisions). Here is a helpful explanation of how to handle such a memo:

Unformatted Attachment Preview

To: Ms. Jones, Human Resources Manager From: Kevin J. Brochhausen, Customer Service Manager Date: May 5, 2018 Subject: Request to Conduct Research on improving communication in the workplace Dear Ms. Jones, I would like to see if it would be possible to do research on improving communication in the workplace for our company. I feel this research will not only benefit myself as a manager but could benefit the company as a whole. When it comes to dealing with individuals and corporate issues, communication whether good or structural seems to be lacking. Our company always preaches that we are a family. In order to be an effective family, improving communication will help bring the company together as one. Individual’s Thoughts on Communication I've talked with a few individuals and have received the same reaction when I brought up how they felt the communication was at the company. They feel they are being left out of important milestones the company has. An example of this would be when we closed our fiscal year 2017, the company achieved a milestone in sales which was never communicated to the entire company. All too often I’ve seen managers providing feedback to their employees when something is wrong. Providing feedback is important, but providing positive feedback is also important. As a manager, I understand having to provide feedback to an employee when something goes wrong, however, I also feel following up with some sort of positive feedback is crucial. Effective Communication Constant and effective communication in the workplace can help employee morale which would lead to improved performance. A lack of communication can lead to the collapse of an organization. When there is poor communication from managers and or company leaders, this could lead to employees’ lack of trust in the company, poor decision making when it comes to projects and a negative attitude all around. “The language used in the workplace sets a standard of how people will treat their colleagues, customers and themselves” (Silence, 2014). Silence states that “when we do not speak up and stand up for ourselves, or what I call being a doormat, it teaches people in the office that we can be taken advantage of”. This means that we shouldn’t come off as rude to someone, but don’t let them thing that they can take advantage of you because you are a nice but quiet person. People often look to see what they can do or use to take advantage of a person. In order to present this memo to you, I did some research so I would be prepared. If granted permission to do research on this subject, I would research scholarly journals, articles and books on how to improve communication in the workplace. I would provide research on managerial and corporate effective communication and the positive impact on an organization. “A strong interest and need exist in the workplace today to master the skills of conducting difficult conversations” (Jacquelyn M. Polito, 2013). According to (Silence, 2014), you can either embrace or reject conflicts that are at your workplace and life. If you just let someone walk all over you in life and at work, how this action is going to help you move up in the company. One way of improving communication would be to try and be as transparent as possible. If we can effectively communicate and show the organization how we are doing as a company I feel this would boost the employee morale. We could start by holding a quarterly town hall meeting to go over the sales from the previous quarter and provide any other imperative information. I feel the organization would have a better understanding of where we stand and what needs to be done to meet our goals for the following quarter. Being an effective manager means providing critical feedback whether it is influential or providing information based on poor performance. Personally, I believe that providing feedback on poor performance is crucial to help improve an employee. I feel that once you’ve spoken about the poor performance, you should follow that up with something they are excellent at doing and also let the individual know that you are there to help them understand how to improve. According to (Jacquelyn M. Polito, 2013), “the manager should use the body language of a leader, such as sitting up straight and not turning away. The tone of voice should be calm, firm and unapologetic”. To me this means that as a manager, you should be calm and caring for the individual, but also make sure you stand your ground and don’t let the employee take advantage of you. If I’m doing poorly at my job, I know I would want my manager to let me know so I could work on improving myself to help meet our goal. Holding Individual & Team Meetings Managers holding team meetings as well as one on ones with their employees helps build a relationship with the team as well as each individual member of the team. Holding a team meeting allows for each individual to understand where everyone is at with their work and if anyone is behind or needs help, they can ask. I always tell my team that if you need help don’t hesitate to ask myself or any of your team members. We are a team and we either succeed or fail as one. “All managers, at one time or another, are faced with office breakdowns resulting from disgruntled employees, unhappy customers, low morale and time management issues” (Silence, 2014). For one on one meetings, I set up an invite on the employees’ calendar and provide two questions I want them to think about and respond to how they feel they should respond. A good way to run a one on one meeting would be to let the employee run the meeting. Let them have the control and ask questions they’ve been wanting to ask, but haven’t done so yet. A great question to ask while in your meeting is “Where do you see yourself in five years? Do you want to move up in the company? How can I or the company help you as an individual reach your goals?” Asking these questions makes the individual feel that you really do care about them as an individual and that they aren’t just some employee of the company. “Be willing to listen to what your employees have to say” (Silence, 2014). By listening to what your employee has to say and maybe repeating some of it back to them, might give them the confidence in you that you and they are looking for. What I mean by this is that it shows them you are paying attention and are willing to try and do something about what they are saying or asking. If your team isn’t preforming to your standards, you should bring them in and have a calm conversation pointing out what is wrong and ask what they feel can be done to improve. If we aren’t effectively communicating that there are issues or no issues, then we shouldn’t hold the employee accountable. As a manager or leader, you have to do your part in letting the team know that they are doing a good job or insufficient job and explain what areas need to be improved. According to (Silence, 2014), having company and managerial standards allow your employees to feel empowered. For my employees, I have a standard work ethic that I expect from them. I expect them to come in on time, do their job in a timely manner, and ask questions when needed as well as to make sure our customers are happy. If any of these requirements aren’t met, they know they will be in my office for a meeting. I would be asking why these requirements weren’t met and what can we do going forward to ensure something like this doesn’t happen again. Empowering Your Team “Empowered employees produce greater results. Leadership that empowers produces employees who are more fulfilled, more team oriented and more willing to do whatever it takes to get the job done” (Silence, 2014). I think if you are willing to empower your employees to make certain decisions on their own and stand behind those decisions, you will have employees who will be willing and wanting to learn more. Some ways that (Silence, 2014) talks about empowering your employees are to “listen to your employees, have clear expectations, an open door policy, enforce your polices and consistently follow through and be your word”. These are some really good tools one can use in order to help empower your employees. Listening to your employees’ is always key. If an employee comes to you with an issue with another employee or just a problem in general, not listening to them doesn’t only harm them, but it harms you as they won’t be effective at doing their job. During your meetings, make sure you are listening to your employee. Take notes so it shows you care and are willing to look into helping them with what they need. Having clear expectations about what you want out of your employees and what is needed by the company is important. You need to show them what you expect, and make sure that you keep those expectations. If they start to slack on your expectations, have a quick five minute meeting to see what’s going on. There could be a good reason as to why they aren’t preforming to your expectations. Maybe the expectations aren’t realistic anymore and need to be changed. Having an open door policy is a great idea. This policy doesn’t mean if you have an office keep the door open. It means you are here for your employees and are willing to listen and help them out when you can. My employees know that even if I’m not in the office, they can call me on my cell and I’ll always take their call. If I cannot, they know I’ll always call them back to see what’s going on. Everyone deserves a vacation or a break from work at some point, and I always make sure that my employees know that if I’m on vacation or traveling for work or just needed a day to myself that if they call, I’ll always be there for them. My team is pretty self-sufficient at the moment and I have the upmost trust in them to run the department while I’m not around. Besides listening to your employees, I think that consistently follow through and be your word is one of the most important tasks a manager or leader can do for their employees. If you say you are going to do something to help out or look into something, make sure you follow through and follow up with your employee. This will help the employee build their trust and respect towards you. Conclusion By improving communication within the organization, I feel this could push our company to new heights that we haven’t been to yet. Bringing the employees of the company together as a family allows each other to work together and build a lasting relationship that will help not only improve company moral but also improve the company as a whole. Employees would feel a sense of worth and want to strive to help the company hit their goals. Not only does this empower employees, but it helps build the moral of managers and leaders. I hope you approve my request to do research on improving communication in the workplace. I truly believe that this research will help the organization and instead of being a company of employees, we would be a company that is a family. A family looks after each other and I want to help to build this company to become the biggest and most profitable family that has ever been around. REFERENCES Bibliography Jacquelyn M. Polito, R. E. (2013). Effective Communication during Difficult Conversations. 11. Retrieved from Silence, R. L. (2014). Learn How to Manage Difficult People. Retrieved from ...
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