COM 510 Assignment 2: Written Communication

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WEEK 1
IT’S A DIGITAL WORLD
ASSIGNMENT 2
WRITTEN COMMUNICATION
Due Week 9, worth 200 points
Business managers use written communication every day. Opportunities for
written communication in the business world include everything from reports,
memos, and documentation to emails, instant messaging, and social media.
Effective written communication can help build and grow business relationships, accelerate results, solicit input and feedback, and rally personnel toward
shared goals. Your ability to write messages that are clear and concise, while
positioned strategically and presented professionally, will distinguish you
in your field.
In this assignment, you will develop a written communication for the challenge
or opportunity scenario you have identified. The written message needed to
fulfill this assignment will depend on your scenario.
INSTRUCTIONS
Compose a written communication based on your Strategic
Communications Plan.
PART 1
1. Develop Your Written Communication
a) State your key message clearly
i. Do not “bury the headline” — the main point should be
presented directly
ii. Your key message must be clear and concise
b) Provide the necessary information and build credibility
i. Provide an appropriate amount of background
information for the audience, given the type of
communication
ii. Get to the point without unnecessary verbiage
iii. Build your position as an expert or trusted colleague
c) Support your key message with three or four supporting
points/reasons
i. Supporting points should be appropriate for the context
and needs of the audience
ii. Reasons should be compelling and relevant
d) Employ either the Consult/Join or Tell/Sell techniques
e) Clearly relay to the audience an actionable request
2. Write Professionally
a) Communication should be clear and concise
b) Communication should build logically
c) Sentences should flow smoothly, using appropriate
transitions and varying sentence structure
d) Employ appropriate formatting for ease of reading and clarity
of message (headers, bullet points, etc.)
3. Demonstrate Professional Presence
a) Be authentic and genuine in your communication
b) Use the appropriate tone and vocabulary for your audience
c) Establish rapport to connect with your audience and
grow the relationship
PART 2
4. Channel and Style
a) Explain why you chose the specific channel you used for the
written communication
b) Explain what style you employed in your written communication
and why (Sell/Tell or Consult/Join)
5. Use Feedback to Refine Your Communication
a) Describe or list the feedback you received on your written
communication from the week 5 Discussion Board
b) Explain how you used the feedback to revise and
improve your message
This course requires use of Strayer Writing Standards (SWS). The format is
different than other Strayer University courses. Please take a moment to review
the SWS documentation for details.
POINTS: 200
Criteria
1. Develop Your
Written
Communication
Weight: 25%
ASSIGNMENT 2: WRITTEN COMMUNICATION
Unacceptable
Below 70% F
Fair
70-79% C
The author
does not
include or
does not state
clearly and
concisely, the
key message.
The author
does not offer
or offers
insufficient
support for
the key message.
The author
does not
provide all
necessary
information or
fails to build
credibility.
The request
made of the
audience is
unclear, or
action cannot
be taken
based on the
communication.
The author’s
key message
is reasonably
clear and
concise, and
offers one or
two supporting reasons. A
minimal
amount of
necessary
information is
provided.
Some attempt
has been
made to build
credibility.
The request
made of the
audience is
fairly clear, but
may not be
actionable.
Proficient
80-89% B
The author’s
key message
is sufficiently
clear and
concise, and
three or four
supporting
reasons are
sufficiently
compelling,
appropriate,
and relevant.
The author
provides a
moderate
amount of
necessary
information
and makes a
reasonable
attempt to
build credibility.
The request
made of the
audience is
sufficiently
clear and is
actionable.
Exemplary
90-100% A
The author’s
key message
is clear and
concise. Three
or four supporting
reasons are
compelling,
appropriate,
and relevant.
All necessary
information
has been
provided and
successfully
builds
credibility.
The request
made of the
audience is
thoroughly
clear and
easily
actionable.
2. Write
Professionally
Weight: 20%
The written
communication is not
satisfactorily
professional.
It is unclear
and/or not
concise, and is
presented in
an illogical
order. Sentences do not
flow easily
throughout the
document.
Insufficient
formatting has
been used to
make the
document
easier to read
and understand and
business
formatting
standards are
not implemented.
The written
communication is somewhat professional. It is
fairly clear
and/or concise, and is
presented in a
fairly logical
order. Sentences flow
easily throughout some of
the document.
Formatting
has been used
to make the
document
easier to read
and understand, but the
formatting is
applied inconsistently and
does not
consistently
use best practices for the
type of business writing
that it is.
The written
communication is professional. It is
mostly clear
and/or concise, and is
presented in a
mostly logical
order. Sentences flow
easily throughout most of
the document.
Formatting
techniques are
mostly consistent and
aligned with
best practices
for the type of
business
writing and
help the
reader quickly
understand
the message.
The written
communication is highly
professional.
It is completely clear and/or
concise, and is
presented in a
thoroughly
logical order.
Sentences
flow easily
throughout the
entire document.
Formatting
techniques are
consistent
throughout,
utilize best
practices for
the type of
business
writing, and
help the
reader quickly
understand
the message.
3. Demonstrate
Professional
Presence
Weight: 15%
Does not
demonstrate,
or demonstrates incompletely, a level
of professional presence.
The written
communication lacks an
authentic
voice, uses an
inappropriate
tone for the
type of communication,
and contains
inappropriate
vocabulary in
context. Document does not
help to build
confidence in
the author
while maintaining clarity
for the
audience.
Demonstrates
a passable
level of professional presence.
The written
communication has a
fairly authentic voice, uses
a somewhat
appropriate
professional
tone for the
type of communication,
and employs
contextually
appropriate
vocabulary
that attempts
to build confidence in the
author while
maintaining
clarity for the
audience.
Demonstrates
a moderate
level of professional presence.
The written
communication has an
adequately
authentic
voice, uses a
mostly appropriate professional tone for
the type of
communication, and
employs contextually
appropriate
vocabulary
that helps to
build sufficient confidence in the
author while
maintaining
clarity for the
audience.
Demonstrates
a high level of
professional
presence.
The written
communication has an
authentic
voice, uses an
appropriate
professional
tone for the
type of communication,
and employs
contextually
appropriate
vocabulary
that helps to
build confidence in the
author while
maintaining
clarity for the
audience.
4. Channel
and Style
Weight: 15%
The student
does not
describe their
channel and
style choice or
does so ineffectively.
The student
satisfactorily
describes their
channel and
style choice. It
may lack
some clarity
or sound
reasoning to
support the
decision.
The student
adequately
describes their
channel and
style choice
rationale. It is
mostly logical
and sound.
The student
fully describes
and makes a
highly logical
and sound
channel and
style choice
decisions that
are fully
explained and
supported.
5. Use Feedback
to Refine Your
Communication
Weight: 15%
The student
does not
describe
feedback
received.
The student
does not
explain how
feedback was
used to revise
and improve
the written
communication.
The student
satisfactorily
describes or
lists feedback
received.
The student
partially
explains how
feedback was
used to revise
and improve
the written
communication.
The student
adequately
describes or
lists feedback
received.
The student
sufficiently
explains how
feedback was
used to revise
and improve
the written
communication.
The student
accurately
describes or
lists feedback
received.
The student
fully explains
how feedback
was used to
revise and
improve the
written communication.
6. Write in a
professional
manner using
proper
grammar,
mechanics,
spelling, and
formatting.
Weight: 10%
Writing does
not meet
minimal standards.
Tone is not
professional.
Communication is wholly
lacking in
logic, clarity,
and/or consistent formatting.
Contains
many spelling,
mechanical,
formatting,
and/or grammatical errors.
Writing is
satisfactory.
Professional
tone is developing.
Shows moderate logic,
clarity, and/or
consistent
formatting.
May contain
more than a
few spelling,
grammar,
mechanical, or
formatting
errors.
Writing could
be improved,
but meets
acceptable
standards.
Tone is professional.
Shows logic,
clarity, and
consistent
formatting.
May contain
few or no
spelling,
mechanical,
and/or grammatical errors.
There may be
a small
formatting
error.
Writing is
excellent.
Tone is professional and
sophisticated.
Shows logic,
clarity, and
consistent
formatting.
Contains no
spelling,
mechanical, or
grammatical
errors, and
formatting
meets
standards.
Running head: WRITTEN COMMUNICATION
Written Communication
Name
Institution
Date
WRITTEN COMMUNICATION
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PART ONE: KEY MESSAGE
A meeting scheduled to take place on 1st September for Departmental Heads to solve
communication breakdown within the organization.
Background Information
It has been keenly observed that there has been a notable and substantial breakdown
within and between management positions. Consequently, managers, especially operational
managers, have not been able to communicate effectively with top-level executives as well as
with personnel under them. This communication breakdown has been quite detrimental to the
company.
Objectives of this meeting include;
▪
To identify all possible causes of this communication breakdown
▪
To find a professional and effective solution to this issue
▪
To come up with a follow-up procedure ensuring the sustainability of the newly
developed communication channels
The meeting will be held at the company’s board room, and the following tools will be
used to enhance communication during the session
▪
PowerPoint presentations
▪
Discussions in various groups
▪
Case scenario study
▪
Pamphlets
WRITTEN COMMUNICATION
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Establish Your Credibility
In my position as a manager, I have invited a communication consultant who will act as a
resource person and help to give significant alternative mitigation strategies to this problem
through a problem-solving session. You are humbly requested to give any feedback regarding the
meeting which you think should be fixed in a period not exceeding two days. This is expected to
improve the nature of the meeting and involve you as the participant fully.
Use Consult, Tell/Sell
This method will be mostly interactive more so when identifying the causes of the issue
(communication Breakdown) (Consult/Joint). In this case, the persons involved will be required
to identify and communicate their findings with the meeting facilitator. In so doing,
recommendations will have to come first from the participants for possible mitigation strategies
and later invited communication consultant will give a precise and clear method of solving the
communication breakdown issue (Consult/Joint). The consultant will also provide a mitigation
strategy and a follow-up procedure on the sustainability, and overall success of the solutions
provided (Tell/Sell).
Actionable Request
All managers are expected to be in attendance, and they should confirm their presence on
the meeting day. Further, they are also expected to fully participate during the meeting by
contributing points aimed at achieving the above-outlined objectives.
WRITTEN COMMUNICATION
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PART TWO: Channel and Style
Description as to why the specific channel of communication was chosen
Style of written communication (Joint Consult, Sell/tell)
The following message will be conveyed via a Tell/Sell channel. Comprehensive
information can be found at Departmental notice boards as an internal memo. Emails have been
sent to individual departmental heads who are currently not within the company to read the
memos. Managers from other branches of the company can also read part of the meeting. It’s the
best method of first conveying the message.
Upon receiving the messages, the recipients are required to give feedback on what else
should be included in the meeting in not more than 2 days to ensure that the meeting will be a
success (consult/joint channel).
Feedback received
▪
At least one representative from the top-level management should be given an invitation
▪
Starting time for the meeting was not indicated
▪
Meeting duration should be communicated
▪
There will be a need for a writing board and notebooks during the meeting
Action on the Received Feedback
▪
I will indicate the time the meeting is anticipated to start and end
▪
I will organize for the purchase of listed materials such as notebooks, writing boards and
so on
WRITTEN COMMUNICATION
▪
A representative of the top-level executives will be included as persons in attendance.
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Running head: STRATEGIC COMMUNICATION PLAN
Verbal Communication
Name
Institution
Course
Date
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STRATEGIC COMMUNICATION PLAN
Verbal Communication
The main reason why this meeting has been held is to help in solving the communication
breakdown which is currently being witnessed in our organization. In order to achieve this, there
is need to use some significant strategies which include; creation of a safe space which allows for
communication. It would be important to ensure that all the employees within our organization
feel comfortable while sharing their ideas, opinions as well as criticisms, and while asking
questions.
It is worth noting that there will be need to set clear expectations and norms. The
employees should be made aware of the communication methods to be used and these methods
should be clear such that if communication is through emails, they will make it their norm to
check on their mails regularly. Another strategy is to proactively seek for feedback. According to
research from Gallup, over 50 percent of American employees are not engaged at work, an
indicator that most employees are never consulted (Gallup, 2019). Therefore, it would be wise to
seek for feedback from the employees rather than having to wait for them to approach top
management with issues.
Another technique of solving the communication breakdown being experienced in the
company would be to master meetings. The meetings would be important since they will play a
big role in passing information to different employees and allowing them to also actively
contribute any ideas they may have. In order for the meetings to be effective, they should be kept
short as well as on topic, agenda to be send before the meeting and ensuring that only people
who are needed are invited for the meeting. Further, there should be accountability in the
communication as well the information provided. This would ensure that there is someone in
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STRATEGIC COMMUNICATION PLAN
charge of ensuring that a given piece of information reaches particular individuals in the
organization and if such does not happen, then the individuals should be held accountable.
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STRATEGIC COMMUNICATION PLAN
References
Gallup. (2019). State of the American Workplace.
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