Methods of communication

1. Letters

Advantage: Are able to show emotions without really shouting

Disadvantage: Takes time to get delivered (Benham-Hutchins and Effken, 2010).

• Meeting minutes

Advantage: They remind people about previous agreements

Disadvantage: Sometimes the wrong item may be written in the minutes (Benham-Hutchins and Effken, 2010).

• Memo

Advantage: Appears formal and is easier and quicker to write

Disadvantage: May pass the wrong meaning (Benham-Hutchins and Effken, 2010).

• Post card

Advantage: It allows for one to pass an image of where you are along with the message

Disadvantage: it has little space and may not accommodate the entire message

• Intercom

Advantage: enables the organization to pass over information and efficiently to everyone in the company.

Disadvantage: it informs people about things that do not mean anything to them (Benham-Hutchins and Effken, 2010).

Resolving scenarios

Different communication methods are suited for different scenarios. Some scenarios require an interview; others require a simple phone call while others require a formal letter to address. The method selected should be fast, clear and effective.

Take an example of a co-worker who is constantly late and leaves food and drinks at his workstation for others to clear. This situation should be resolved as informally as possible (Hill, & Griswold, 2013). First, I would make a call to him to let him know that that was unfair to me and to the other employees. I would also let him understand that prompt action would be taken if he did not respond positively. Second, if he did not change the habit, I would po0st a memo requiring foot to be kept away from the working stations. This would reduce similar occasions. Employees who disregarded the memo would at least leave their work stations clean.

To inform the entire company about a special event, there are several methods that can be employed. First, the intercom may be used. This would inform several employees at the same time. All employees who are at the work station would get informed (Price, 2012). Second, memos can be employed. The memo would be required to hold as much information as possible about the event. This information would include the dates, the people required at the event, the people invited, and the roles to be played by the different employees.

For a client who is signing up with another company, different measures would be taken. First, I would call the client on the phone and set up an appointment. Immediately after setting up the appointment, I would try to find out internally what could be the cause of his leaving. On the appointment day, I would inform him about what I have heard and request him to inform me what has made him to prefer the other company. If possible, I would consider making changes to my company’s product to ensure similar cases did not occur (Price, 2012).

Finally, to decide on which bid to accept for an item, I would require calling a specialists’ meeting. The board meeting would ensure that the information contained in the bids was clear and that all required information was made clear (Hill, & Griswold, 2013). A specialists’ meeting would also open up the bids making them clear to the company for the company what the gains were. A specialists’ meeting would be the best for more prompt and well advised. I would then inform the bidders about the selection through a formal letter. The letter would serve to ensure that the information was passed on formally and would encourage future business.

References

Benham-Hutchins, M. and Effken, J., 2010. Multi-professional patterns and methods of communication during patient handoffs. International journal of medical informatics, 79(4), pp.252–267.

Hill, S., & Griswold, P. (2013). Potential for Collaborative Writing in Professional Communication and Health Studies Through Service-Learning. Business Communication Quarterly, 76(1), 54-71. doi:10.1177/1080569912470711

Price, G., 2012. Methods of communication.