Communication
Communication
At work, employees frequently encounter certain problems that interfere with convenient conditions. Therefore, they should be able to address the issues with the management to prevent undesired consequences. Moreover, a supervisor can consider the working environment to be convenient and productive.
However, the case “In the Vapor” shows that specific management approaches can disturb collaboration. Considering Linda’s situation, it is essential to inform the supervisor about her concerns and offer several suggestions to convince the management. A possible memorandum to Thomas Hale aims to express Linda’s concerns about approaches that cost great efforts (Appendix).
One can influence people and their actions by efficient writing. To convince an audience, the competence in writing has long been essential. Depending on the context, one can compose a letter, memorandum, or send an e-mail. For example, the rhetorical situation of the case “In the Vapor” requires using a memo as an influential communicative tool.
According to Johnson-Sheehan, memos are the most appropriate forms of communication inside the company or organization (2011). Both memos and e-mails have similar purposes and designs. However, where e-mails usually inform an addressee outside a company, memos address one’s colleagues, partners, or supervisors within the organization. Moreover, writing a memorandum implies a more efficient and reliable means of communication, as it is printable (Roberts, 2012). Therefore, composing a memo will help Linda address her team’s pressing questions and solve a currently tough situation with the management.
Creating the communication
A memo serves for a range of functions and, thus, demands a clear and consistent organization of ideas. In the case “In the Vapor”, Linda needs to create a proper form and medium to convince the management to implement the Flash-Time project. Behn recommends organizing each paragraph thoroughly and paying attention to key points (2012).
As recommended by Guffey et al. (2009), the memo highlights a subject, purpose and main ideas in the introductory paragraph. The body provides the information to support main ideas and includes several suggestions, making the memo more persuasive. Following Johnson-Sheehan’s guidelines (2011), the conclusion restates the main point and looks to the future. However, according to the formatting style, the sample memo misses a signature space (Johnson-Sheehan, 2011).
Writing memos effectively also means using appropriate tone and language. In this context, the medium of the message implies the method that conveys the information to the receiver (Ward, 2015). Considering the given circumstances, the message contains plain and understandable words. The content and design of the memo corresponds with the management current knowledge about the situation. Apart from this, it highlights both Linda’s and team’s concerns to offer an insight into the core dilemma. Moreover, the memo encourages choosing competing alternatives, which satisfy all the parties.
Conclusion
In overall, the sample memorandum incorporates all the necessary information, including a subject, purpose and main idea, which altogether provide a background to the situation. The message aims to inform Linda’s supervisor about her concerns and disappointment with the management approaches. The body offers a deeper insight into the dilemma along with possible alternatives. The conclusion restates the main ideas and includes a future vision. In order to influence the addressee, the sample memorandum encompasses a plain memorandum, appropriate design and relevant style.
References
Behn, R. (2012, August 18). The Craft of Memo Writing - Harvard University. Retrieved February 7, 2016, from http://www.hks.harvard.edu/thebehnreport/All Issues/Behn, Craft of Memo Writing 2012.pdf
Guffey, M. E., Rhodes, K., & Rogin, P. (2010). Business communication: Process and product (pp. 170-210). Mason, OH: Cengage Learning.
Johnson-Sheehan, R. (2011). Technical Communication Today (4th ed.) (pp. 93-131). New York, NY: Longman.
Lamb, S. (2006). How to Write It: A Complete Guide to Everything You’ll Ever Write. Berkeley, CA: Ten Speed Press.
Roberts, S. J. (2012). Fundamentals of business communication (192-217). Tinley Park, IL: Goodheart-Willcox Company.
Ward, M. (2015). Fire officer: Principles and practice (3rd ed.) (p. 63). Platte City, Missouri: Jones & Bartlett Learning.
Appendix
A sample memorandum
Memorandum
I am constrained to express my concerns about the Gink’s management approaches to marketing trends, which cause inconvenient working conditions.
As you know, our team has been working on the development of a new handled video game console for two months. Regardless of the steep ultimate aim, the team succeeded in creating the prototype of the console. However, as turned out, the Flash-Time project was solely a public deception to head-off Gink’s opponent CrisMark.
I have been a faithful computer engineer at Gink for years. The job has brought pleasure so far, but current issue threatens to disturb our collaboration. Our team put forth great efforts to complete an enormous amount of work. We stayed at the office for 18 hours per day, including weekends in order to achieve the plan. So, after exhausting work, my team as well as I was disappointed and discouraged to hear about the cancelation of the Flash-Time project.
Please, consider my suggestion to continue the project. I recommend that we actually create a new product. In such case, Gink will gain even more customer support and not lose invested money. Moving forward, I also suggest that the Gink’s management conduct a meeting in order to prevent costly errors and discordance.
Thank you in advance for your prompt response to this incident. I hope, you will rethink this issue and undertake measures that will benefit both the personnel and the company. You can contact me by phone at 123-4567, or e-mail me at .
