Introduction
Effective communication in small companies is the goal managers try to achieve. Some people like to see information, some people prefer to hear information, and some people want to touch it and make sure that everything is real (Aileron 2017). The choice of communication mediums plays an important role in the work of a company. As a communicative manager of a discount electronics retail warehouse company Lee Electronics, my task is to communicate the news about successfully achieved sales targets and introduce monetary bonuses to the staff at Christmas time. I find emails to all staff, posters around the company, and a general manager presentation as the most helpful mediums to introduce new messages to employees.
Three Mediums
Each communication medium has its specific goals and effects on people. The choice of mediums depends on organizational communication tasks and the levels of their ambiguity. According to Miller (2015), ambiguity includes existing conflicts and interpretations of the facts, and managers have to inform their employees in an unambiguous way to avoid wrong and unnecessary judgments. In the case under analysis, the beneficial aspect of this method is the necessity to present positive news with a financial outcome. It is not enough to introduce a report and make sure that it is heard and understood by everyone. The manager has to explain the causes of this situation and motivate people to make new achievements.
Communication through email remains one of the efficient ways to connect people and exchange information. More than 100 billion emails are sent every day, and more than a half of addressees are glad to receive them (Sullivan 2017). The creation of a poster is a fundamental method of communication that proves the progress and impact of visual media (Deželan & Maksuti 2016). A presentation is a chance to unite people and make them listen to the same information under the same conditions. This medium not only promotes inspiration for employees but also helps the manager gain confidence (Hamilton 2018). All these methods have clear rationales and require a thorough planning process.
Choice and Reasons
Emails to all staff are chosen because these small pieces of information can be easily sent in a short period. They do not need many efforts to be created and provide employees with all the necessary facts. In Appendix, the example of an email is given. Posters are used to inspire people and prove that all employees have the same benefits and bonuses. This communication style removes any boundaries and promotes organizational equality. Finally, a presentation of a general manager is a chance to gather all the staff and verbally present the information. This method provides people with an opportunity to ask questions and demonstrate their reactions. Employers can observe their people and define the worth of the chosen announcement.
Message Communication
All three communication methods have their peculiarities and outcomes in a working process. A manager has to understand the relevance of mobile, online, and visual forms of communication. In addition, attitudes of people and their acceptance of the information have to be evaluated for further improvements and progress. Bonuses can motivate but also may frustrate because some people want to know that their work is more appreciated compared to the work of other employees.
Email to All Staff
Modern business is based on online communication because of a variety of benefits that can be achieved. People who like to avoid eye contact, have no free time, or should move constantly may find emails rather convenient for them. In many companies, employees prefer to use emails to receive news, read policies, and follow changes (Men 2014). However, email communication usually lacks information richness and cannot be used to influence and persuade people compared to other communicative means (Men 2014). Some employees may fail to check the email box regularly and stay uninformed for some period of time. Still, despite the existing shortages and doubts, email remains one of the best methods to exchange information in a company. Each email consists of a special greeting that makes an employee a unique receiver and the main body where information is clearly described, and the reasons for the letter are given. As a rule, an email ends with some pleasant words and wishes to motivate the reader and leave positive feedback. Email information can reach a person in any part of the world and be stored for a long period of time.
Posters to Be Put Around the Company
The creation of posters around the company is another interesting way to present the news and make sure every person can see it. Compared to emails where detailed information may be given, posters aim at presenting brief facts in a visually attractive manner (Hamilton 2018). Posters may have different formats, content, and structure, depending on the message that should be sent. To make them more attractive and memorable, humor can be used as an affiliation mark (Miller 2015). Employees can read an eye-catching poster together or look at it alone. Other posters should be removed not to make the working setting a mess. This means of communications serves as a good reminder of what has been done, and what outcomes can be expected.
General Manager Presentation to Staff
A presentation introduced by a general manager of a company is probably one of the most time-consuming and challenging mediums to be used. Still, its peculiar feature is that a presentation to a small group usually becomes a discussion where people can interrupt, ask questions, evaluate challenges, and demonstrate emotions (Sullivan 2017). It is necessary to be prepared for a presentation, gather data, choose a format, and make sure that all the material is clear to the audience. Then, even business presentations are closely connected to human emotions. Therefore, the manager should learn how to deal with fears, happiness, or other feelings and focus on the content. Finally, a human reaction may vary, and it is better to learn possible outcomes and think about appropriate answers. To create a solid presentation, statistical data, images, funny pictures (sometimes), and an appropriate font are recommended. Though technical aspects may force a manager to work hard and long, the results of a presentation to all the staff should be impressive with no questions or doubts left behind.
Conclusion
In general, communication in modern companies is inevitable because of current technological progress. With time, new forms of communication are introduced and prove themselves as effective ways to exchange information, gather opinions, and analyze feedback. In this report, the attention to three mediums – emails, posters, and presentations – was paid. Each method has its rationales, as well as positive and negative aspects to prove that a manager can deliver their messages in any way convenient for them.
Reference List
Aileron 2017, ‘How to solve the no. 1 small business problem’, Forbes, Web.
Deželan, T & Maksuti, A 2016, ‘Humanist propaganda: the poster as a visual medium of communication used by ‘new’ social movements’, Romanian Journal of Political Science, vol. 16, no. 2, pp. 56-86.
Hamilton, C 2018, Communicating for results: a guide for business and the professions, 11th edn, Wadsworth, Boston, MA.
Men, LR 2014, ‘Strategic internal communication’, Management Communication Quarterly, vol. 28, no. 2, pp. 264-284.
Miller, K 2015, Organizational communication: approaches and processes, 7th edn, Cengage Learning, Stamford, CT.
Sullivan, J 2017, Simply said: communicating better at work and beyond, John Wiley & Sons, Hoboken, NJ.
Appendix
Email to All Staff
- From: Manager
- Date: 20 September 2018
- To: Employee
- Subject: Important News
Dear Colleague,
I am writing this letter to inform about the bonus declared to our company because of the high sales targets met. The possibility to demonstrate a good profit is the achievement of our team, and you are its important part. Your help and contributions are highly appreciated by the company. Hence, this year bonus will be paid at Christmas time.
Hope you are happy to hear this news and ready to continue our cooperation. The Company congratulates you and wishes you can work even better and keep progressing the next year.
Congratulations,
Manager.