Unit 8 Assignment: Communication Modes
Instructions: Read each scenario below and choose from the list provided the mode that would result in the most effective communication experience. Be sure to justify your choice with a response of at least 100 words per scenario.
Choices of Mode: telephone, memo, email, text message, social media post, face-to-face conversation, mailed letter, video conference
| Scenario | Mode Choice | Justification for Choice |
| Your company is going through a reorganization and you have been tasked with firing three of your team members. | Face-to-face | When delivering bad news to someone, delivering it in person shows the person being given the bad news that they are respected. It allows the person to see that the person giving the bad news has empathy for them by means of their facial expression. By delivering it in an electronic way, the recipient feels “insulted and marginalized” . The meeting should be set at a time when there is ample time for a private meeting so that emotions surrounding the situation can be addressed in a healthy way to mitigate any animosity that may develop as a result of this separation. |
| You have a last minute change to a meeting agenda and need to let meeting attendees know about it quickly. | Text message with email | Text messages are designed to get important information to those they need to go to as quickly as possible, especially when an immediate reply is necessary. “Texts should be direct, concise, and spelled correctly” . While an email would also be appropriate to get information out, the recipients may not receive the information in time. But that does not mean that an email should not be sent as it leaves a permanent record of the information sent (Bateman, 2017). A picture should be sent if there is a lot of information that needs to be conveyed. As with emails, ensure they are free of spelling errors and have a professional tone. |
| Your company is running a special limited time promotional offer for customers. | Sending customers an email regarding a special promotion allows the customer to see details about the special promotion. Specific customers can get the information about the promotion, such as being directed to a physical store, or an online store where they can take advantage of the promotion. These messages can be delivered quickly and efficiently by sending the information to a specific list which contains the email addresses of customers who have signed up for the notifications (Bateman, 2017). Customers can also forward these emails to other potential customer, thereby getting the word about the company out and increasing the customer base by signing more people up for the email list to receive promotions. | |
| You are negotiating a new contract with a supplier and need to discuss several terms of the agreement that require clarification. | Face-to-face or video conference with follow-up email | When negotiating a contract, it is important that clarity and understanding are achieved between the parties. This allows for both parties to act in best faith with each other and their agreement. The best way to overcome the pitfalls of electronic communications, being able to hear someone’s voice, their tone and inflection (this is where most of the communication occurs (Bateman, 2017).), ensures each party feels they have been dealt with honestly. Meeting face-to-face over lunch is ideal, however it is expensive and time-consuming in the case that one party must travel. A video conference can accomplish many of the same goals because facial expressions can be seen, and voice can be heard. This can be done from the comfort of an office and scheduled easier. After clarification is achieved, an email follow-up allows for a permanent record to be created regarding what was discussed. |
| You are inviting several subordinates to an impromptu business lunch to build team camaraderie. | Emailing subordinates about an impromptu lunch allows for the information to be disseminated quickly to the intended parties. It can be sent earlier in the day with a meeting time and place, indicating what is being served, as well as general purpose for the meeting. Because things can be sent to a group, each person can reply to the entire group, or to the sender only with their reply about attending or not. An email also allows for a small amount of collaboration if the email solicits ideas about where or when to go. It also leaves a permanent record of the invitation should complaints arise later. |
Reference List
Bateman, T., Snell, S., Konopaske, R. (February 2017). M: Management, 5th Edition [VitalSource Bookshelf version]. Retrieved from vbk://1260149749
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