Telephone Communication - Lab Report Example

Business Diary: Name: Course Professor’s name University name City, State Date of submission Business Diary Date Mode Type Summary of Content Style Effective? Yes/No Why/Why Not 20/4/2014 Postal Letter Letter of correspondence (general) The PWC company regrets to inform that the firm does not have positions that suit the experience and skills that the addressee possesses. The company therefore extends its best wishes towards the addressee job search in the future. Many thanks. PWC. Formal Yes Clear and concise message. Straight to the point and well understood without mixed reactions. 21/4/2014 Email Gentle reminder Any incoming mails directed to the company ought to include the company name on it and add up to the recipient’s name. The purpose is to prevent non-deliveries of mail sent to the ABS’s employees to the sender since it lacked the company’s name. The handling of outgoing mail should also be formal and tapping of labels to the packages negates intended use of the adhesive provided by the ABS company friendly No The message was ambiguous and contained interpersonal and intercultural elements that evoked mixed reactions among the employees. 22/4/2014 Memo Synopsis All the workers need to spend more time correcting sloppy mistakes, which they missed during exchange of chapters for the publication of next month’s edition. It is disheartening to find reviewers complaining of mistakes in the text committed by the authors. To that effect, the company discourages committal of such errors in future. Warning No The presentation of the message did not consider the language and mode of delivery used by the editorial team 22/4/2014 Telephone Point to Note The Last article you wrote contained many technical terms that are un-understandable to a nonprofessional. Please see to it that the misunderstanding is corrected with immediate effect. Thank you. Formal Yes The message incorporated all the necessary interpersonal, intercultural and timeliness factors of communication. Clear and to the point. Well Constructed Communications The postal letter was well constructed and incorporated all the necessary aspects that are necessary for the communication process. The letter posted on 20 April this year addressed to the writer by the PWC Company. The reason of communication was in regard to the position applied to earlier in the year and the letter reflected a response that informed of the progress of the application. To start with, the message in the letter was well encoded and contained correct, precise and direct information (George, Carlson, & Valacich, 2013, p. 1233). It was also a postal letter that means it used the post as a channel of communication and thus presented in a formal manner. The message decoding was easy and well understood, that is, there was no ambiguous presentation of information in the message presented through the letter. The method of communication also addressed intercultural aspects in its message of regret. To that effect, a letter addressed that the regret was not in any way related to either the socio-cultural, ethnic or the religious orientation (George et al., 2013, p. 1234). The PWC Company put it clear that there were no positions vacant that required the skills possessed by the addressee at that time. In this regard, the choice of using postal delivery indicated that the company valued the communication and thus made it as formal as possible. In regard to timeliness, the communication was immediate and, therefore, reflected the priority placed on such issues. The telephone communication was also well constructed. The communication was addressed to the writer by the editorial director and dated 22 April this year. The conversation incorporated interpersonal components such as the use of figurative speech and elements such as greetings, humor and friendly and polite references (George et al., 2013, p. 1235). In effect, the message was well relayed. The editor orientation matched well with the difference in the cultural background of the audience. In effect, the message was well relayed in a way that did not express that the communicator had any ill and negative sentiments on the cultural, social or religious orientation of the audience. The choice of words reflected that the communicator was well aware not to invoke any sense of prejudice though the message remained formal. In this effect, the tone of the conversation indicated concern and the need to address the issue at hand. The telephone communication also came in a timely manner in as such that the message was at a convenient time before the publication. The time was adequate to allow the audience to correct and make the necessary adjustments before the deadline elapsed (Sharp & Brumberger, 2013, p. 5). Poorly Constructed Communications The email communication was one of the methods that were not well constructed. It was addressed to the employees on the 21st April this year. The communication, however, did not include any forms of interpersonal components. It addressed to all people and lacked specificity. The message also included capitalized text that in a way suggested that the sender was shouting at the recipients of the intended message. The choice of the media did not go well with the message that was to be delivered. In effect, the mailed information invoked various sentiments among the employees some of which termed it as discriminative and inconsiderate of people's cultural, social and psychological feelings (Sharp et al., 2013, p. 18). The memo addressed on 22nd April was addressed to all the editorial department employees in the company. In effect, the message evoked negative interpersonal components due to the harsh tone that was directed towards the audience. The effect is that there were mixed perceptions on the real intention of the author and in that regard did not prove to be effective. There was ignorance of intercultural aspects as the author of the message plainly put the message in a way that could evoke the feelings of prejudice among those employees that had different cultural, social, economic and psychological orientations with the author of the message (Sharp et al., 2013, p. 20). Methods to Improve Poorly Constructed Communication The sender of the email message should understand the backgrounds of the employees well before composing the mail messages. In this regard, learning and understanding the cultures, religious, socio-economic and psychological backgrounds of the receivers could help the sender to tailor the message in a general manner that does not invoke mixed feelings (Sharp et al., 2013, 23). The sender could have addressed the issue using other channels such as oral presentations in order to connect well with the audience. The message in the email was also not clear and concise and thus not well understood to whom and why the necessity of communication. Thus, clear and concise messages ought to be a key point in any messages to enable effectiveness. The sender also in the case of memo should have understood the practices and the language that the organization unit such as the editorial uses in order to improve on the understanding of the message (Sharp et al., 2013, p. 27).   References George, J, Carlson, J, & Valacich, J 2013, 'Media Selection as A Strategic Component of Communication', MIS Quarterly, 37, 4, pp. 1233-1236. Sharp, M, & Brumberger, E 2013, 'Business Communication Curricula Today: Revisiting the Top 50 Undergraduate Business Schools', Business Communication Quarterly, 76, 1, pp. 5-27. Read More