BIZM503 Communication Proposal: Improving One Tech's Communication

This report presents a comprehensive communication strategy proposal for One Tech, encompassing a detailed analysis of the current communication landscape within the organization. The report begins with an introduction outlining the importance of effective communication in organizational settings. It then delves into the methodology employed, including survey design, question types, and participant selection, along with a discussion of ethical considerations. Key findings from the survey are presented, highlighting employee satisfaction levels, preferred communication methods, and perceptions of information clarity and accessibility. The research section explores various communication strategies, such as meetings, email communication, internal memos, and newsletters, evaluating their potential benefits for One Tech. A rationale is developed, advocating for the use of email communication and newsletters to improve internal communications. The report concludes with a proposed action plan, outlining SMART objectives and a timeline for implementation. The report is well-structured, including a table of contents, references, and an appendix with the survey questions.

Communication Proposal

Table of Contents
INTRODUCTION......................................................................................................................1
METHODOLOGY.....................................................................................................................1
ETHICS......................................................................................................................................1
SURVEY FINDINGS................................................................................................................2
RESEARCH...............................................................................................................................2
RATIONALE.............................................................................................................................3
STRATEGY IDEA....................................................................................................................5
Internal memos.......................................................................................................................5
Newsletter..............................................................................................................................5
ACTION PLAN.........................................................................................................................6
Smart objectives.....................................................................................................................6
CONCLUSION..........................................................................................................................7
REFERENCE.............................................................................................................................8
APPENDIX..............................................................................................................................10
SURVEY QUESTIONS.......................................................................................................10

List of tables
Table 1: Action plan...................................................................................................................6

INTRODUCTION
Communication is an important part of the organization working that helps to send
and receive the data related to plan and changes in the operations. The report will survey and
analyzing communication strategy of One Tech organization and provide detail information
about the methodology, ethics and finding. Moreover, the report will evaluate different
communication strategy and develop the rationale for improving the communication strategy
of the One Tech focusing on the SMART objectives.
METHODOLOGY
To make the perfect survey, I set my goals and objectives by choosing the right
question types, structure the survey and formulate the questions and select the mode of the
survey even I set clear and unambiguous purpose of my survey. It sets the direction so, I
made around 20 questions on communication strategy. There are various types of questions I
asked in the survey like multiple choice, linear scale and short answer and I designed these
questions in this way because participants get interested to do all and these questions are less
time consumable.
To get data and knowledge relate to this topic, I shared this survey with some right
people who took this survey seriously and respond very well. They are all doing good jobs in
the companies even they have experience with communication strategy how it works. I target
only those people who are reliable and from where I able to get knowledge and idea to
improve communication strategy of One tech with its internal and external stakeholders So, it
is all depend on responses of my survey as some point few questions responses changed my
thinking and idea to improve One tech communication strategy.
ETHICS
The consideration of ethical issues and standards is essential for ensuring the validity
and reliability of the research. To keep the study on the right track, I have followed the
ethical policies and approach that has helped to encourage the effectiveness of the research.
The major ethics that have been considered while conducting research involve the use of
parameters for data collection and analysis as well as interpretation. The data has been
collected with the consent of respondents and will not be used for another purpose (Gallois,
& Giles, 2015). Moreover, it is also declared that no data is taken by copying from any source
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as only authentic information is presented. The results are free from bias and have not been
distorted. This kind of ethical approach has helped to ensure the validity and reliability of the
research for improvement in the communication strategy for One Tech organization.
SURVEY FINDINGS
The major findings from research involve the following:
 55.6 per cent of people satisfied with the communications at their workplace whereas,
only 11.6 employees are not agreed with it.
 The maximum employees prefer to communicate face to face which is 66.7 per cent
while others are like to communicate verbally with each other.
 9 out of 5 employees trust a lot of information that they receive from the workplace
either from boos or colleagues while other 4 employees are satisfied above average.
 Out of a 5-star rating of content of the company, 55.6 per cent employees' rate 4 stars
of the simple or clear content of their company whereas, 33.3 per cent rate 5 stars
about the content of their workplace.
 Employees have always the opportunity to share their views with higher management
which is according to 33.3% of the employees but according to 22.1% and 11.1% of
the employees get rarely and sometimes the opportunity to share their views.
 66.7% of the employees prefer to communicate verbally while other 33.3% of the
workers like to convey their message through written communication.
 90% of employees of the organization are having good knowledge of the operations
and functions of One Tech.
 Most of the respondents said that communicating with higher or lower level of
management was easy.
 According to the survey, 30% of respondents considered that communication-related
to products and services of the company is important.
 80% of respondents are giving preference to newsletters to gain knowledge related to
company and communication of data.
RESEARCH
Communications is an essential part of managing organizational work and help to
develop and execute the plan to meet the goals and objectives. One tech organization is
lacking to maintain two-way communications with the employees which are affecting their
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workflow and operational quality. Therefore, some changes in the communication strategy of
the company are to be made. There are different types of communication strategies are used
for managing communication at the workplace such as events, conferences and meetings as
well as the newsletters. To establish a good communication strategy, it is essential to set the
goals and objectives (Folger, Poole, & Stutman, 2017). For One Tech organization, the short
and long term objectives from communication strategy involve the increase media
prominence, damage control, branding and improvement in the interaction level of the staff.
To improve communication at One Tech organization, the management could conduct
meetings. This will help to engage all type of staff members in communication and planning
of the actions related to managing the internal and external operations of the company. For
example, in meetings, everyone will have the opportunity to present their idea and share the
experience related to the issues that could influence the work. The meetings will also help to
improve the interaction among staff members and helps to improve the understanding of gaps
and issues that affecting the communication among the staff (Anderson et al., 2015).
Moreover, communication through email could also a better option for One Tech
management to maintain two-way communications within the organization. Communication
through email is fast and reliable for all members as the manager could track the progress and
keep the record of data shared with everyone (Karanges et al., 2015). For example, the email
communication is beneficial for both internal and external stakeholders of the company to
provide information related to products and services as well as changes in the plan for sales
and marketing. The communication through email is cost and time effective for the
organization and allows the One Tech management to reach the large numbers of employees
at a time. In addition to this, to develop a closer relationship with the recipients and create a
win-win situation, email communication is beneficial. Apart from that, email communication
is action-oriented and transactional by nature as the company could direct the traffic to the
website. The major benefits of using email communication strategy at the workplace involve
monitoring and measuring the response of the staff members (Bradley, & Campbell, 2016).
This kind of approach will help One Tech to encourage communication at workplace and
engage team members in planning and execution of operations more professional manner and
achieve the organizational goals.
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RATIONALE
There are different types of communication strategies briefly explained for managing
the communication at One Tech organization. The major communication strategy that would
be beneficial for maintaining business communication according to the desired state of the
organization would be the email. According to the analysis of communication planning and
strategic management, the email communication is allowing organizations or management to
share the data within different time zones without any barrier for the time limits (Dhuppar,
2015). The categorization feature that offered by the email communication software is also
helpful to set the priority for the information and get the response from the recipients.
Moreover, the use of email communication strategy also supports the scheduling of data and
sending and receiving the information customized manner. However, the One Tech
organization is looking to target the employees of the company by implementing this
communication strategy but it is essential to provide training for using appropriate language
and professional standards for developing the emails. The consideration of these elements
will be useful for improving the efficiency level and productivity of One Tech organization.
For example, the use of email will help to encourage real-time data transferring and offer the
tailor messages for an individual that is more easy to understand (Brink, & Costigan, 2015).
In the current scenario, email communication is used by everyone through
smartphones and laptop which give any time access to information and support in decision
making. However, sometimes lack connectivity and slow speed of network data affect the
communication but very rarely this situation occurred. The modern business communication
is majorly based on an email which is cost and time effective (Coombs, 2015). Therefore, the
use of email communication strategy will be beneficial for One Tech organization to improve
sharing of data and information. According to survey finding, the use of email
communication will also help to encourage the two communications and support in the
culture of the organization to maintain the written communication. Apart from that, the use
of email communication strategy will also minimize the level of miscommunication as
everything will be recorded and shared with the manager and department heads. This kind of
approach will improve satisfaction and transparency level in communicating the data and
offering of the information related to the products and services (Waisbord, 2018).
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STRATEGY IDEA
Internal memos
For managing communication, the use of business memos can be beneficial for the
organization. Business memos are formal documents that can be shared using both traditional
and electronic medium. The use of business memo for communication can be useful for One
Tech organization as it is inexpensive to create and improve the level of transparency in
communication at the workplace (Segata et al., 2015). For example, the management of One
Tech could share the information by a memo which will minimize the conflicts that occur due
to oral communication or change in the words during the verbal communication. The
communication through written memo can be a useful manager to resolve the conflicts by
offering the information through written documents. Moreover, the memo is less disruptive
than phone calls that make disturbance for people and create noise that influences the level of
concentration of the staff members. The distribution of a hard copy of the memo will also
influence the communication among the staff of One Tech by offering the summarized
information related to the changes and plan of the company to meet the business objectives.
This type of communication will also encourage critical thinking of staff member which is
essential to improve the interpersonal communication skills (Floreddu, & Cabiddu, 2016).
Newsletter
For maintaining communication and minimize the gap among the staff members
related to the issues and policies of the company, the consideration of the newsletter will be
beneficial for the One Tech. The communication through a newsletter is the best way of
offering details information about business functions and maintaining open communication
with the customers and employees. The communication using newsletter can be managing all
levels of the organization and employees can also share their ideas for implementing the plan
or making changes in the process of managing the operations. In addition to this, the
newsletter can be useful for offering information related to products and services of the One
Tech and advertising of the sales of products focusing on the benefits of the major products
for an individual (Karanges et al., 2015). The prior information related to products and
services as well as customer details is useful for employees to understand the needs and
expectations of services to develop the plan and offer the product more professional and
customized manner.

ACTION PLAN
Smart objectives
The SMART objective of the communication strategy is as follows:
 To improve verbal and non-verbal communication at One Tech organization by using
the email and newsletter strategies by the end of 2019.
Table 1: Action plan
Particular/
timeline
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week
7
Analysis of
communication
strategy
Development of
the
questionnaire
Selection of
target audience
Methodology
Distribution of
questionnaire
Collection of
data
Analysis of the
survey data
Findings
Research
related to

strategies
Selection and
justification for
one
Communication
with staff
Implementation
Training
Post-
implementation
analysis
CONCLUSION
From the study, it has carried out that communication is having a significant impact
on the operational working of One Tech organization. The report has surveyed to analyze the
issues affecting communication of the organization and creating barriers for the staff. The
report has analyzed findings and evaluated the alternative functions that could be useful for
One Tech management to improve communication. The report has proposed email and
newsletter communication strategy and justified for each to implement at the workplace of
One Tech. Moreover, the report has developed an action plan for implementing the
communication strategy.

REFERENCE
Anderson, J., Kuehl, R. A., Drury, S. A. M., Tschetter, L., Schwaegerl, M., Hildreth, M., ... &
Lamp, J. (2015). Policies aren’t enough: The importance of interpersonal
communication about workplace breastfeeding support. Journal of Human
Lactation, 31(2), 260-266.
Bradley, G. L., & Campbell, A. C. (2016). Managing difficult workplace conversations:
Goals, strategies, and outcomes. International Journal of Business
Communication, 53(4), 443-464.
Brink, K. E., & Costigan, R. D. (2015). Oral communication skills: Are the priorities of the
workplace and AACSB-accredited business programs aligned?. Academy of
Management Learning & Education, 14(2), 205-221.
Coombs, W. T. (2015). The value of communication during a crisis: Insights from strategic
communication research. Business Horizons, 58(2), 141-148.
Dhuppar, S. (2015). Managing Workplace Diversity Challenges and Strategies. International
Journal of Research, 2(3), 346-351.
Floreddu, P. B., & Cabiddu, F. (2016). Social media communication strategies. Journal of
Services Marketing, 30(5), 490-503.
Folger, J., Poole, M. S., & Stutman, R. K. (2017). Working through conflict: Strategies for
relationships, groups, and organizations. Routledge.
Gallois, C., & Giles, H. (2015). Communication accommodation theory. The international
encyclopedia of language and social interaction, 1-18.
Karanges, E., Johnston, K., Beatson, A., & Lings, I. (2015). The influence of internal
communication on employee engagement: A pilot study. Public Relations
Review, 41(1), 129-131.
Segata, M., Bloessl, B., Joerer, S., Sommer, C., Gerla, M., Cigno, R. L., & Dressler, F.
(2015). Toward communication strategies for platooning: Simulative and experimental
evaluation. IEEE Transactions on Vehicular Technology, 64(12), 5411-5423.

Waisbord, S. (2018). Family tree of theories, methodologies, and strategies in development
communication. Handbook of Communication for Development and Social Change, 1-
40.

APPENDIX
SURVEY QUESTIONS
How well do you feel you know the company?
Very well
Fair amount
Just a little
Almost nothing
How much you know the
company
Frequency Particulars
Very well 30 3
Fair amount 30 3
Just a little 30 3
Almost nothing 10 1
Total 100 10
Very well Fair amount Just a little Almost nothing
0
5
10
15
20
25
30
35
How much you know company

Which is the most important information about the company to be communicated?
Plan
Product and services
Capabilities of organization
Human resource process
Benefits
Technical development
Most important information
at the workplace
Frequency Particulars
Plan 20 2
Product and services 30 3
Capabilities of organization 10 1
Human resource process 10 1
Benefits 20 2
Technical development 10 1
Total 100 10

Future plan Product and
services Capabilities
of
organization
Human
resource
process
Benefits Technical
development
0
5
10
15
20
25
30
35
Important information of company
How much of the typical company newsletter do you read?
All
My department
Recommended by peers
Do not read
How many newsletters you
read
Frequency Particulars
All 40 4
My department 40 4
Recommended by peers 20 2
Do not read 0 0
Total 100 10

All My department Recommended by
peers Do not read
0
5
10
15
20
25
30
35
40
45
Newsletter you read
What is your overall evaluation of the company newsletters?
Excellent
Very good
Good
Fair
Poor
Evaluation of the newsletter
is
Frequency Particulars
Excellent 30 3
Very good 30 3
Good 20 2
Fair 20 2
Poor 0 0
Total 100 10

Excellent Very good Good Fair Poor
0
5
10
15
20
25
30
35
Evaluation of newsletter
How would you rate the communication skills of your manager?
Excellent
Very good
Good
Fair
Poor
How you rate the
communication skills of the
manager
Frequency Particulars
Excellent 40 4
Very good 30 3
Good 20 2
Fair 10 1
Poor 0 0
Total 100 10

Excellent Very good Good Fair Poor
0
5
10
15
20
25
30
35
40
Communication skills of manager
Is your company offering training for managing communication?
Yes
No
Company offering training Frequency Particular
Yes 70 7
No 30 3
Total 100 10
Is it useful to receive email alerts about policy consultation?
Yes
Sometimes
No
Useful to receive an email
alert
Frequency Particular
Yes 70 7

Sometimes 20 2
No 10 1
Total 100 10
Yes No
0
10
20
30
40
50
60
70
80
Training offer by company
Do you think there is a need for improvement in the communication strategy of the
company?
Agree
Strongly agree
Disagree
Strongly disagree
The need for improvement
in communication strategy
Frequency Particular
Agree 30 3
Strongly agree 40 4
Disagree 20 2
Strongly disagree 10 1

Total 100 10
Agree Strongly agree Disagree Strongly disagree
0
5
10
15
20
25
30
35
40
45
Need improvment in communication
stratgey
Do you feel that you can easily communicate your concerns to higher or lower level
management in the company?
Yes
No
Not sure
Do you feel that you can easily communicate
your concerns to higher or lower level
management in the company?
Frequency Particular
Yes
50 5
No
30 3

Not sure
20 2
Yes No Not sure
0
10
20
30
40
50
60
Ease of communication
Do you work on your interpersonal communication skills?
Agree
Strongly agree
Disagree
Strongly disagree
Working on own
interpersonal skills
Frequency Particular
Agree 40 4
Strongly agree 40 4
Disagree 20 2
Strongly disagree 0 0
Total 100 10

Agree Strongly agree Disagree Strongly disagree
0
5
10
15
20
25
30
35
40
45
Working on communication skills