Public Relations Officer,
Habitat for Humanity,
1232 Mayview Ave.
Australia.
10th October 2017.
The Chairperson,
Youth Orchestra,
127 Arm Road,
Australia.
Dear Sir/ Madam,
RE: Regret
We have received your letter, and we thank you for your application requesting for donations to buy new instruments. This organization is determined to work together with you to help the community build a good society. Therefore, we always use all our available resources to help build our society in every way possible.
However, we regret to inform you that under our organization’s current situations, we will not be able to offer you the donation. This month we have just employed new staff members and also bought new equipment for the organization. These factors have greatly affected our financial position as a company. The company is expecting to have higher returns in the next two months, and therefore you will bear with us till the situation comes back to normal.
We sincerely value working together with you and what you are doing to the community. We will be glad if you will give us an opportunity to donate next year. Such a time will be appropriate for us to help since we will recover from our current financial status. We hope that you will be in a better position to understand the situation and continue working with us.
Yours Faithfully,
Organization’s public relations officer
Public Relations Officer,
Habitat for Humanity,
1232 Mayview Ave.
Australia.
10th October 2017.
The Manager,
Ski resort,
29103 Mathew Ave.
Australia.
10th October 2017.
To our esteemed tourists,
RE: Adventures of Ski Resort
I am writing to welcome you to Ski resort during other seasons of the year. It is evident that we love beautiful environments and exploring other cultures. The resort is now well made and ready to hold most of the visitors. Therefore, the company now prides in the resort which has made it stay above all other competitors in the market industry.
This resort is famously known for skiing during the winter season. However, it also has other qualities to offer. The resort is located in beautiful hills within a few kilometers from an alternative community that offers great cultural events and is famous for its organic produce. This way we can help learn about other cultures and have fun. Thus, no need to waste time but to pay a visit and enjoy this joyous resources which unique in the region.
Come and have beautiful views that will make you appreciate nature and also have fun watching the events prepared by this community. We pride in offering the best services within the region at a customer friendly price. I hope to see you during other seasons, and I believe you will enjoy your stay at the Ski resort.
Yours Faithfully,
Resort Manager.
The firm operates on a functional organization structure. This is because the organization consists of different portions or departments that carry out specific purposes. For example, there is a communication officer that represents a communication department (Ferrante, 2010, pp. 38-45). The functional organizational structure is also manifested because there are different levels of management on the firm consisting of top managers, middle managers, and lower ranking staff. A downward form of communication is used in this firm because the information comes from the superiors to the subordinates. The superiors communicate through memos which remain almost the same till they reach the staff members (Bidya, 2009, pp. 27-30). Thus, communication takes a critical position in the operation of this firm.
Feedback is a critical tool of communication, and it is not there then there is no communication. Whenever a sender passes a message to the receiver, they expect feedback and mostly in a positive way (Levine, 2007, pp. 72-73). This firm lacks feedback because ones the lower-ranking staff members report to the middle managers about lack of proper communication, they expect them to act on it and give them feedback and this way employees will work together (Khatri, 2009, pp. 1-9). Managers in this firm do not give feedback, but instead, they penalize employees who try to complain about an issue.
In this firm, communication is not carried out well between the management and the rest of the staff. If there is no good communication among employees, then some staff members will not be able to get the information needed so that they can work towards one goal (Kaul and Pandit, 2008, pp. 1-13). Due to lack of communication among employees services provided would not be excellent and this can quickly lead to the firm having a bad reputation. The lower-ranking staff members in the firm are kept in the dark, and they are not able to access some information yet they are the ones that deal with customers, and therefore they cannot be able to give precise information to the customers (Nelson, 2010, pp. 8-11).
Grapevine is a type of informal communication that does not follow the formalities of an organization. This informal communication is carried out mostly in groups or among employees of the same rank to spread rumors or gossip (Randall, 2010, p. 11). Rumors and gossip spread so fact and sometimes they can make a firm to lose a good image to the people it’s serving. In this firm, staff members are spreading rumors about the management leading to tension and therefore providing services that are not excellent (Ramsey, 2009, p. 14).
This is an era where technology is advancing on a daily basis to help us carry out communication efficiently. The communications officer can introduce the use of social intranet for communication. The intranet is used for internal communication. It can be accessed by only those people who are authorized by the organization (Anand and Shachar, 2007, pp. 211-237). Every employee can be given authority to access the intranet, and therefore any information available will be seen by everyone. This way, employees will work together to attain the same goal, and they will also be up to date with any information in the firm. Ones this is achieved, excellent services will be provided creating a good reputation (Loyarte and Rivera, 2007, pp. 67-77).
The communication officer can decide to come up with discussion forums as a tool of communication. These forums bring together management and employees. In this forum, employees can air out their views since it is an open discussion and the management can also do the same. This type of forum also brings them closer and therefore creating good relationships among each other (Kurokawa, 2007, pp. 11-20). This forum makes employees feel appreciated and part of the working community. Arising problems can be answered in this forums, therefore, creating rapport among employees (Conchie and Burns, 2008, pp. 141-149).
The communication manager can come up with chat forums that can make groups for each department. For example, creating WhatsApp groups and Facebook groups so that employees can be able to communicate with each other. A manager can find out about what happened during the day on these groups and even engage in a conversation with employees. This way one can easily keep track of what is happening without meeting face to face (Vijaya and Tiwari, 2010, pp. 22-38). It is easier to maintain and sustain a group messaging forum and also gives a good opportunity for other members to participate in the shared information and thus discuss the important information together.
The firm could come up with social media platforms, for example, twitter handle, Facebook page and WhatsApp group for their customers. On these platforms, the customers should be encouraged to give any idea they feel it is good for the firm and also make inquiries where they have problems. The media platforms help keep in touch with customers and even reach a larger audience. Keeping in touch with customers also makes them feel like part of the firm, and they will even be ears of the firm out there and also help advertise the firm (McLean and Lewis, 2010, pp. 30-31). Currently, social media platforms have provided a modern way of reaching people from different parts of the world since there is a huge online community that can listen to the communications form the firm.
The communications officer can develop a website for the firm that will keep both the employees and the customers informed. Websites are part of people’s lives these days. Information that is put on the website is always specific that can attract other customers and also keep current customers in the loop. The firm should convince their customers to provide details so that they can participate in services offered by the websites and these way a good image of the firm will be created in the customer’s mind and therefore maintaining good relationships with them. Besides, the company can integrate additional services to the website that can create convenience and attract many customers. Such services include online customer order processing.
News releases are there to reach essential audiences, for example, the customers and stakeholders. News releases can be in the magazine, online or in a newspaper. The news releases help attain goodwill because a firm can use to tell the customers about new changes and also help in winning the stakeholders. The reputation of the company can be gained back using these news releases, for example, the communication officer can give a reason to why quality services were not provided and give information saying that that has changed and the firm is back to its original state of delivering quality services.
Conclusion
In conclusion, communication plays a critical role in the operation of every business organization. It provides an opportunity for the company to convey essential information to its stakeholders and also a way to receive important feedback which can help the company to grow. Firms experience various communicational issues which affect their efficiency in exchanging the information with their stakeholders. Therefore, it is important to put in place the appropriate communication strategies to address the various communication issues within the organization. This helps in increasing the firm’s performance and profitability.
References
Anand, B. and Shachar, R. (2007). Noisy Communication. Journal of Quantitative Marketing and Economics, Vol. 5, pp. 211-237.
Bidya, D. (2009). A study on Performance Management through Recession Metrics during the downturn. Journal of Advances in Management, 2(10), pp. 27-30.
Conchie, S. and Burns, C. (2008). Trust and Risk Communication in High-Risk Organizations: A Test of Principles from Social Risk Research. Journal of Risk Analysis, 28(1), pp. 141-149.
Ferrante, P. (2010). Risk and Crisis Communication. Journal of Professional Safety, pp. 38-45.
Kaul, A. and Pandit, A. (2008). Playing the Game of Communication: Enhancing the Skills through a Reading of the Literature. Journal of Vikalpa, 33(2), pp. 1-13.
Khatri, N. (2009). Consequences of power distance orientation in organizations. The Journal of the Business Perspective, 13(1), pp. 1-9.
Kurokawa, T. (2007). Ontology for Cross-Organizational Communication. Science & Technology Trends, quarterly review No. 25, pp. 11-20.
Levine, S. (2007). Wanted: Real Communication. White Paper Directorship, pp. 72- 73.
Loyarte, E. and Rivera, O. (2007). Communities of Practice: the model for their cultivation. Journal of Knowledge Management, 11(3), pp. 67-77.
McLean, J. and Lewis, R. (2010). Communicating across cultures. The British Journal of Administrative Management, summer, pp. 30-31.
Nelson, C. (2010). Communication styles and the business growth. Journal of the Financial Planning, third quarter, pp. 8-11.
Ramsey, D. (2009). Loyalty and Unity. Sales and Service Excellence, p. 14.
Randall, R. (2010). Break the status quo on the dysfunctional use of business e-mail. Central Penn Business Journal, p. 11.
Vijaya, V. and Tiwari, B. (2010). Elements in Cross-Cultural Communication Competence: Derivative of the case study comparing Indian and Japanese Communication. The IUP Journal of Soft Skills, 4(3), pp. 22-38.
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