Institutors
I received an email from my job informing me about planned changes in the management of the company (Northrop Grumman Corporation). The board of directors had restructured the operations and, therefore, all of the employees needed to know there was a possibility for new roles, titles, and offices. Although the company had introduced just one more department, it was affecting the work of all other departments. The restructuring time was three months.
I rate the emails as one of the most efficient and effective modes of communication because of various reasons. First, emails are preferable if the information shared is not time-sensitive. Although an email is instantaneous, the receiver may not read it immediately. It follows that the response could delay. The restructuring schedule was three months and, therefore, an email was appropriate for communication because there was no need for an immediate response (“Effective E-mail Communication,” 2014). Besides, the email allows attachments of other forms or data that other methods cannot handle. For instance, letters or mobile phone calls may not accommodate attachments or may be expensive in this regard.
Secondly, the email was good because it had a clear heading. According to Adam (2013), one needs to know the most important issues to communicate and put it in the title. In this respect, the author of the email clearly stated the reason of the emails that the company was creating a new department.
Adam (2013) opined that long winded messages imply that one is not sure of what they want to say. In this respect, one should not use prolonged write-ups that do not add any value to the message. Long emails may lead to misunderstandings that can create problems other than solving them. Hutton (n.d) stated that effective communication contributes positively to the growth of a firm. Without a proper external and internal communication, organizations would struggle to survive.
Moreover, the email had the appropriate subject lines, and as a result, each paragraph was clear. The tone was polite explaining the need for the restructuring and the benefits associated with it. Although the subordinate staff may have no right to know all issues facing a company, the management was willing to share the details for purposes of building a strong team.
In this case, the email was not only passing information but also induced the right mindset among the workers in readiness for the changes. There were necessary attachments on the same and contact details for clarification besides setting different days for the workers to meet the management for one on one briefing on the changes. The grammar and choice of words were within the standard communication in a business environment.
The message had a significant impact on the recipients. It prepared all the worker for the imminent changes. The workers could be surprised if changes occur in the company without their input or knowledge. Fundamentally, the workers may be resistant to the changes if not involved in shaping them.
In this respect, the email called for suggestions from the employees. Some of the workers viewed the proposed restructuring as a demotion or promotion since the new department reduced duties of the existing ones and also changed the command chain in the business. As a result, the message triggered debate for weeks in the workplace. Some of the workers protested the changes while others supported them.
References
Adam, S., (2013). How To Communicate Effectively At Work. The Forbes Nov. 19 2013. Retrieved on March 7, 2016 from http://www.forbes.com/sites/susanadams/2013/11/19/how-to-communicate-effectively- at-work-3/#4ce20640514e
Effective E-mail Communication. (2014). Retrieved on March 7, 2016 from http://writingcenter.unc.edu/handouts/effective-e-mail-communication/
Hutton, L., (n.d). 6 reasons why effective communication should be a focus in your business. Retrieved on March 7, 2016 from http://aib.edu.au/blog/6-reasons-effective- communication-focus-business/
