Written Communication: Communicating a Change

• Write a formal memo to your manager using appropriate tone, language, and structure.

Introduction

Communication has changed over the years, and this has affected how we communicate with each other in our personal and professional lives. We use different communication tools every day, from texts and email to video and computer software. There are many benefits to this, and one of these is collaborative communication. For example, multiple people can make changes to one document using services like Google Drive and Microsoft Office 365, making digital collaboration much easier!

For this assessment, you will craft a message to your supervisor recommending guidelines for communication. You will also demonstrate your digital proficiency by choosing an appropriate communication tool for your team to use.

Overview

Communication has changed over the years, and this has affected how we communicate with each other in our personal and professional lives. We all use different communication tools every day, such as text, email, video, and computer software. There are many benefits to this, and one of these is collaborative communication. For example, multiple people can make changes to one document using services like Google Drive and Microsoft Office 365, and others! However, with so many communication options, miscommunication and overlooked messages can cause problems in the workplace.

For this assessment, you will craft a formal memo to your supervisor, Wanda, and offer suggestions to streamline your workplace’s communications. You will also demonstrate your digital proficiency by choosing an appropriate communication tool for your team to use.

SCENARIO

After you re-send Printables’ shipment and ensure that Sara Robins received it and her refund for the missing package, your manager, Wanda, asks you to determine why no one from ABC, Inc. noticed the error until the customer contacted her. Upon investigating, you determine that an important internal email went into the Shipping Dept. manager’s junk box. In order to ensure this does not happen again, you propose that email be used for certain, pre-determined communications only and that another digital tool be used as a way to encourage employee engagement and to minimize overlooked messages.

Instructions

• Consider the scenario above and craft a formal memo to Wanda, using the Memo Template [DOCX], in which you:
  • Develop criteria for sending internal emails. Be sure to consider the culture of the work environment and the team at ABC, Inc.
    • Hint: bullet lists are common in workplace communication.
  • Write a summary of why the criteria you selected are the most appropriate for communicating via email to this particular team. You may use and cite course material in your memo. Be sure to consider the four components of written communication—purpose, audience, tone, and structure—to describe why some messages should be communicated via email and why some should be communicated via an app.
• In addition to an internal email, you realize that it would be easier to use a messaging app like Slack or WhatsApp to communicate updates and problems with shipments. Write a brief explanation that identifies a digital tool that would be appropriate for your team to communicate some messages in the future. In your memo to Wanda, report on the tool, including:
  • When and for what purpose it could be used.
  • Why it would be an effective tool for this purpose.
  • How a message may need to be modified to fit within the digital tool you selected (consider formality, tone, length, et cetera).
• Evaluate your memo and how Wanda would react by completing the Six Ws Worksheet for Assessment 4 [DOCX]. If needed, edit your memo.
• Submit the memo in one Word document using the Memo Template [DOCX]. Also, submit your completed Six Ws Worksheet for Assessment 4 [DOCX] worksheet.

Requirements

• Format: Use the Memo Template. Use Microsoft Word, Calibri 12-point font.

Competencies Measured

By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and scoring guide criteria:

• Competency 1: Interpret a speaker’s message to develop an appropriate response.
  • Evaluate a memo and anticipate audience reactions by considering the Six Ws of communication.
  • Competency 2: Develop professional written communications in a well-organized text, incorporating appropriate evidence and tone in grammatically sound sentences.
    • Write concisely and directly, using active voice.
    • Support main points, assertions, arguments, conclusions, or recommendations with relevant and credible evidence.
  • Competency 3: Use appropriate technology solutions to effectively communicate time-related tasks.
    • Articulate appropriate criteria for a team to communicate via email, providing reasons for the criteria being the most appropriate.
    • Make a case for a chosen digital tool being the most effective for a team to use as an alternative to email, explaining when, why, and how it would be effective.