Question

As a business manager, you may encounter situations that require a wide variety of communication responses. For this assessment, you will be creating a portfolio of communication documents. Please appropriately format each communication for the message type.

Scenario 3:

You are a manager of a research company. Your research team has developed a transition package that allows a gas-powered engine to transition to running on biofuels. The availability and low cost of biofuels make the transition package a potential game changer in the automobile market. You have named the product Sparkit.

In addition to tests completed by your staff, you have partnered with a large automobile producer to ensure the transition package works with many different types of vehicles. The large automobile producer remains a partner in the product as a result of their involvement, and you anticipate that future vehicles from the producer may use the technology when initially built. With the producer's assistance, you anticipate 50% of cars currently on the road can potentially be retrofitted with your product. The producer has created a guide for your sales force to ensure that Sparkit is not sold to customers whose cars are not compatible with the product.

This is the first big product developed by your company. Your sales and service teams do not have current relationships with potential buyers. One potential risk is that purchasers may choose to install the transition package on their own rather than choose a knowledgeable automotive professional to install it. You anticipate there may be issues with installation as a result.

The success of Sparkit relies upon an external business partner, Autojor, who manufactures a filter critical to the proper operation of the transition package. As the result of a natural disaster, Autojor recently lost a manufacturing plant that was responsible for producing 25% of your inventory. You will need to work closely with this partner to ensure their manufacturing operation is able to continue supporting the just-in-time environment to meet sales demands. Your contact’s name at Autojor is Mateo Kalani.

You have received a customer complaint via the company’s social media page. The customer is extremely dissatisfied, and the complaint has negatively impacted the company’s image. The customer’s complaint is as follows: “I bought and installed Sparkit. It doesn’t work! The instructions do not match my engine’s layout, and now my car doesn’t work at all. This was supposed to save me money, but now my car won’t run. I’ll have to put more money into getting it fixed. This is ridiculous. I have told all my friends, and now I am telling the world—do not buy this product! If you do, you will regret it.”

Requirements Your submission must be your original work. No more than a combined total of 30% of the submission and no more than a 10% match to any one individual source can be directly quoted or closely paraphrased from sources, even if cited correctly. An originality report is provided when you submit your task that can be used as a guide. You must use the rubric to direct the creation of your submission because it provides detailed criteria that will be used to evaluate your work. Each requirement below may be evaluated by more than one rubric aspect. The rubric aspect titles may contain hyperlinks to relevant portions of the course. Create a portfolio of communication documents based on one of the scenarios by doing the following:

Compose an informational email to external stakeholders (i.e., investors, shareholders) that discusses two distinct organizational and/or financial impacts the product will create.

Compose a persuasive letter to the business partner to discuss their challenges in meeting your production needs.

Evaluate the communication strategies and methods (i.e., email, letter, blog, and social media) used in items A–E by doing the following: Explain how the communication strategies support or do not support the desired outcomes and provide examples to support your conclusion. Explain how the four communication methods effectively or ineffectively serve the target audience and provide examples to support your conclusion.

Acknowledge sources, using APA-formatted in-text citations and references, for content that is quoted, paraphrased, or summarized.

Demonstrate professional communication in the content and presentation of your submission.

Answer 1

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Compose an informational email to external stakeholders (i.e., investors, shareholders) that discusses two distinct organizational and/or financial impacts the product will create.

To: External Stakeholders
From: XXX, Manager

Subject: Sparkit organizational/financial impacts

Good afternoon. I am excited to announce X automobile producer has decided to continue a partnership with Sparkit Research Company. I anticipate this partnership will result in future vehicles manufactured from X automobile will include the Sparkit transition package technology during their initial built process.

Additionally, with X automobile's assistance, we anticipate 50% of cars currently on the road can potentially be retrofitted with our Sparkit transition package. The X automobile has created a guide for our sales force to ensure that Sparkit is not sold to customers whose cars are not compatible with the product. .

Currently, we are mitigating any financial Impact of Sparkit transition package with Autojor. Recently Autojor was affected by the natural disaster and lost a manufacturing plant that was responsible for producing 25% of our inventory. We will be working with them to ensure their manufacturing operation is able to continue supporting the just-in-time environment to meet sales demands.

We are confident the Sparkit transition package will make a pivotal change for the automobile industry, increasing the use of biofuels and a greener tomorrow. If you have any additional questions or concerns, please contact me at 123-456-7809, [email protected]

Very Respectful,
XXX
Manager of Research Company
123 Fuel Drive, Anyplace, USA
Office: 123-456-7809, Cell: 980-654-7123
[email protected]

Compose a persuasive letter to the business partner to discuss their challenges in meeting your production needs.

SPARKIT
123 Fuel Drive, Anyplace, USA 123-456-7809

8/04/2020
Autojor
Attention: Mr. Mateo Kalani
711 Luckrun Road
Jackson, Mississippi, 39056

Subject: Manufacturing Time for SPARKIT Filter

Dear Mr. Mateo Kalani,

Per our conversation last week, I am following up with a formal letter. I had called you with concerns of Autojor filling our filter orders. SPARKIT understands that the natural disaster took out one of your manufacturing plants, which produced over 25 percent of the filters needed for our product. You guaranteed that Autojor would still be able to provide filters for our just-in-time environment sales demands.

I was notified this week from our SPARKIT team that the just-in-time orders are now two weeks behind. The delivery date and our transition packages cannot be sent out to X-automobile and our customers. Our customers are now canceling orders of our product.

We have great respect for your filter product and which to continue business as per our original contract and agreement. Please contact me at 123-456-7809 or [email protected].

I look forward to our continued partnership and future endeavors together.

Very Respectfully,
XXX
Research Company Manager
SPARKIT

Evaluate the communication strategies and methods (i.e., email, letter, blog, and social media) used in items A–E by doing the following:

Explain how the communication strategies support or do not support the desired outcomes and provide examples to support your conclusion.

In task one for the Management Communications course, students had to develop an understanding of different methods of communication. This assignment included the following types of communication; email, blog, letter format, response to an internet comment, and a direct private message. The student had to learn how to send a complete, effective, and efficient message that would be understood by whomever they were addressing in the communication process. Excellent communication and the right message conveyed to the recipient will affect one's professionalism and reflect upon the company they represent.   

The first two parts (A, B) of the assignment was to write an email. The first email was a motivational email with the advantages and disadvantages of the product the student chose along with mitigating any disadvantages. The student had to use factual information to balance the message to the rest of the team. Just listing the problems out in a simple short email, the messenger had to focus on the positive and a solution to the issues. In the second email, the student had to focus on the operational or financial impact on the stockholders. When writing this email, the student had to focus on their professional ethics and ensure the stakeholders received pertinent information. The stakeholders need to know the risk and benefits of their investment.

Blogging is a relatively new source of communication. Blogging is for various reason in this assignment (C), the student had to write a consumer blog, with three distinct benefits of the product and informed the consumer how this product was beneficial. Blogging is an excellent means of doing new business. This method of communication can increase revenue, customers, stakeholders, and heighten awareness of a new product. Blogging can be an inexpensive way of communicating and have high-value results.

Next, the student had to write a professional persuasive letter to the business partner to discuss the challenges in meeting the production needs of their company (D). Letters are the old fashion means of communication. Due to how long the mail service takes to deliver a piece of mail compared to the method of using email, one may choose not to use a letter. Additionally, unless you send the mail certified delivery or receipt to sender, the person receiving the piece of mail someone may never know if the letter was delivered.   With new technology, emails can be encrypted and sent in a few minutes with a letter attached with a request a delivery receipt and a read receipt.

Lastly, the student had to develop two responses to a complaint (E). The first response is to the comments left on a social media website. This response requires the etiquette of communication. A company does not want to publically accuse the customer of wrongdoing or provide too much sympathy, which could lead to further legal issues. One must ensure everyone reading the message understands the overall message and resolution. The overall message needs to provide facts, and specific information in a positive manner to give everyone reading social media a positive feeling about the company and response. The second response was a private message to the complaint. The company wants to encourage a positive image by providing assistance and building a healthy relationship with all of their customers. In this response, the company tries to promote trust through services or other means or resolution in an informal personal manner. It’s import for the company to articulate clearly and effectively to build a better customer relationship and leave the customer with a positive experience.

Overall the messages for communicating in this assignment were suitable to the situation. In the task of writing a letter, it would be more fitting to use an email with a formal letter attached with a delivery method to ensure the reader read the email. When building relationships often a phone call or a person to person conversation is needed, especially when the goal is to promote others to work towards your purpose. Often, in the new days of technology, we work behind a computer and use email and the internet as a means for communication. Communication is only useful when both sides listen and understand the message.

Explain how the four communication methods effectively or ineffectively serve the target audience and provide examples to support your conclusion.

Four of the communication methods used in this assignment were email, social media, blogging, and formal letters. All four means are useful and serve an appropriate means to communicate. In today's age of technology, employees are texting, twitting, Facebooking, Instagram, snap chat, all of these are means of communicating. And when employees in different geographical locations, some of these means of communicating can be the only means of getting the message through.

An email can work, but when the messenger wants to get a message across, there is nothing that can replace praise and go over strategic goals like a face to face meeting. If the messenger wants the message to be more private and personable a face to face conversation cannot be replaced. Employees like to hear good news and bad news and know that the supervisor or manager has an invested interest in them.

Once using regular mail was popular, now such letters are replaced with inter-office memos, policies, and email. Official correspondence can take a long time to be received or even lost in the mail system. Today's age of technology has replaced the United Postal Service with texts, email, and chat applications.

Blogging has become an effective means to advertise and to gain a social media following. The President of the United States is known to blog on Twitter. For beginner bloggers, there are social media platforms such as Facebook, Pinterest, and Tumblr. People can express anything and everything, and often comments can go viral on social media platforms. You can build a blogging site is as easy as 15 minutes and a YouTube video. Blogging comes in many forms, of just comments, or it can be made by the company to send a message and a visual platform to visit the company's website.

Communication is effective when all parties of the communication method understand the message. Communication is ineffective when the news is dilute or conveyed in a manner that is not understood. The messenger must understand the audience which type of method to communicate would be most effective.

References

Guffey, Mary Ellen; Loewy, Dana, (NA). Business Communication: Process &Product, 9th Edition, Retrieved from WGU, Cengage.

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