COM FPX 1250 Assessment 4 Written Communication Communicating a Change 2
Active Listening: The Six Ws
Consider the problem you have been working to rectify, making notes of six Ws in the boxes below.
Who was affected by the problem?
All workers at XYZ Inc. are afflicted, but the shipping sector is directly impacted in this scenario.
What is the problem?
An essential email had been sent, but it was redirected to a junk email box, thus the receiver did not receive it. XYZ Inc. was not attentive in resolving the delivery error before the client approached us.
When and for what purpose should email be used? Why would it be an effective tool for this purpose?
Emails will be used for corporation warnings, non-time-sensitive order and project updates, and as a follow-up to in-person interactions. In a chaotic manner like XYZ Inc., people do not access their computers regularly during the day, thus emails should only be accessed for non-time-sensitive updates or messages.
When and for what purpose should an app be used? Why would it be an effective tool for this purpose?
The Microsoft Teams application can be used for single-time requests such as order or project upgrades, or if you need to ask for a quick explanation on a request. It is employed in a cross-team or cross-department setting for timely cooperation and issue resolution. It is being used to organize and preserve meeting notes, as well as to share files. It provides users with a single location to coordinate, communicate, chat, contact, and exchange files across teams.
Why did Wanda task you with investigating communication methods?
Wanda requested that I investigate why nobody from XYZ Inc. spotted the mistake with the concealed order until the client notified us. I was requested to look at potential solutions to ensure that this did not happen again.
How should messages be modified to fit within the digital tool you have selected?
Depending on the audience, messages made through Microsoft Teams might be less professional than emails. They should be brief communications that demand a rapid response without going into much detail. Teams can be leveraged for fast conversations and informal contact amongst employees, depending on ABC Inc.’s communication policy. In Teams, all material may be stored and arranged.