Effective Communication Strategies for Lee Electronics

The assignment provides a case study on Lee Electronics' effective communication strategies. It highlights the use of emails, company letters, and power point presentations as mediums of communication within the small organization. The report concludes that these methods were effective in conveying messages across employees and management, ultimately leading to the achievement of sales targets and bonuses for employees.

Effective Communication Report

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Identification of Communication Mediums................................................................................1
Effectiveness of chosen mediums...............................................................................................2
Communication of message to audience through each medium.................................................3
CONCLUSION................................................................................................................................3
REFERENCES................................................................................................................................5
APPENDEX.....................................................................................................................................6

INTRODUCTION
Effective communication refers to exchanging of information from one person to another
is such a way that they are able to understand emotions and intentions behind it ( Sadia and et.al.,
2016). This report will cover various mediums of communication that manager of Lee
Electronics has to choose in order to communicate a message to all employees of company,
analyse them and understand how each one of them is effective in sending the message.
TASK 1
Identification of Communication Mediums
It is important to choose from a list of mediums on how to communicate news or
information to employees of a company. Lee Electronics manager has chosen the following
methods of communication regarding sales target bonuses and feels that they are most effective.
Email to staff is one of the quickest and easiest medium of communication. Managers
just have to compose an email stating all important information regarding the news that is needed
to be conveyed. It can be sent to multiple persons at one time without much hassle and can be
delivered at any time of the day (Mikkelson, York and Arritola, 2015). Simple text, documents,
graphic images and sound files can be attached as well. Employees can receive the news without
getting off of their desks and can contact managers if there is any confusion or doubt that they
would like to resolve.
Company letter is another medium of communication in which each employee is given a
letter prepared by communications manager addressing the news that has to be given to them.
This is an old method of communicating information and is comparatively slow process as they
have to be printed out and distributed to everyone. It is a written proof of the information and a
permanent record which cannot be erased easily as compared to emails (Kelly, Morrow and
Skolits, 2015). Employees can meet and talk to managers if they are unable to understand any
information that is written in the letter.
PowerPoint presentation is an effective but complex and time consuming medium of
communication. Managers have to prepare a presentation using a program in which the
information that has to be provided will be composed in individual slides and presented in front
of employees. For this, meetings have to be held in groups and news will be conveyed
accordingly. Presentations give a clear idea of the message that has to be communicated to
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everyone and is done with the help of projectors and screens (Turaga, 2016). Queries are
generally resolved after presentation is completed and everyone's confusion is cleared during the
meeting.
Effectiveness of chosen mediums
The following methods have been chosen by Lee Electronics' communication manager as
they are individually effective and easy to make. They are also suitable for its small business
organisation. Emails are a great way of communication as it is simple and quick. An email can
be composed, in brief, conveying the message that employees will be provided with bonus in
Christmas, due to achievement of sales targets. One mail can be sent to the entire organisation's
employees including top, middle and bottom management. They will all receive a message in
written and do not have to leave their work area. Everyone gets informed on time and it ensures
effectiveness of this medium. There is no limit on the amount of emails that can be sent and it is
cost effective and efficient as well (Phutela, 2015). Emails can attract viruses, which can cause
problems for company's system. It can cause misunderstanding as well, and the process of
clearing those doubts will be time consuming.
Company letters can be drafted by managers, and distributed to all employees at Lee
Electronics. They are clear and easily convey the message that has to be given. There is
maintenance of secrecy as it is directly sent to the person. It can be kept in records and
references, as well as provide a written proof of the information. But it can be time consuming
because of process of drafting and distribution to each employee in company. There are chances
of letters being misplaced as it is a physical document. If there is any confusion, employees have
to personally go and meet the managers, which causes wastage of time for both parties.
PowerPoint presentations are prepared by managers, in which information that has to be
conveyed is presented in individual slides (Vásquez, Schoeneborn and Sergi, 2016). This method
is very effective as employees are called in meetings and thorough explanation is given to them.
Each slide will provide detailed data, through creative images and graphics, which will
communicate the message easily. But preparing them requires skills and it can be a long process.
There are risks of technical difficulties while presenting it and a computer, projector and
electricity is required as well. There are chances of losing the file as well, by accidentally
deleting it.
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Communication of message to audience through each medium
Communication manager of Lee Electronics can use emails to communicate the message
that each employee will be getting a bonus at Christmas. First, a list of employees who have to
be informed has to be complied along with all managers of company. A short and clear message
has to written which can be understood by everyone and it should mention all relevant and
important details (Muszynska, 2015). It can include graphics or pictures which can enhance
communication of message. Finally, emails will be sent to everyone mentioned in the list as well
as all managers. If anyone has confusion, they can reply to that mail or call the manager for
further assistance.
A company letter is made by the manager and contains a brief but explicit message
regarding credit of bonuses to employee’s accounts on Christmas due to achievement of sales
target. It is made in a proper company letter format, with each employee's name written on the
cover and distribution is done accordingly. It is time consuming but saves costs of Lee
Electronics (Advantages and disadvantages of business letter, 2018). If an employee has any
queries, they can contact communications manager so that it can be resolved effectively.
Communications manager creates a power point presentation, starting with an
introduction slide, in which topic of discussion is written (Carroll, 2015). The second slide will
consist of congratulating employees on working together and achieving their sales target. Images
can be included as well. Third slide has the main message which is to be conveyed during
presentation. It will state that each employee is entitled to a bonus that they are going to receive
on Christmas. Last slide contains a thank you message and queries will be resolved when the
presentation is completed. This saves time but is expensive due to usage of computers, projector
and electricity. It is suitable for Lee Electronics as it is a small company and addressing a
meeting would be an easy task.
CONCLUSION
This report on effective communication can conclude that Lee Electronics has chosen
proper mediums of communication which proves to be very effective for them. Due to their
small organisation, emails, company letters and power point presentations have helped them to
convey the message across employees and management that they will get a bonus for achieving
sales targets and receive it on Christmas. The clear and precise formats has made it easy for
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everyone to understand it as well. This has helped communication manager in effectively
communicating with all the staff members of company.
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REFERENCES
Books and Journals
Carroll, C.E. ed., 2015. The handbook of communication and corporate reputation (Vol. 49).
John Wiley & Sons.
Kelly, S., Morrow, J.A. and Skolits, G., 2015. Effective Mentorship, Effective Communication.
In Contemporary Issues Surrounding Ethical Research Methods and Practice (pp. 181-
211). IGI Global.
Mikkelson, A.C., York, J.A. and Arritola, J., 2015. Communication competence, leadership
behaviors, and employee outcomes in supervisor-employee relationships. Business and
Professional Communication Quarterly. 78(3). pp.336-354.
Muszynska, K., 2015. Communication management in project teams–practices and
patterns. Managing Intellectual Capital and Innovation for Sustainable and inclusive
Society. pp.1359-1366.
Phutela, D., 2015. The importance of non-verbal communication. IUP Journal of Soft
Skills. 9(4). p.43.
Sadia, A., and et.al., 2016. The relationship between organizational communication and
employees productivity with new dimensions of effective communication flow. Journal
of Business and Social Review in Emerging Economies. 2(2). pp.93-100.
Turaga, R., 2016. Organizational models of effective communication. The IUP Journal of Soft
Skills. 10(2). pp.56-65.
Vásquez, C., Schoeneborn, D. and Sergi, V., 2016. Summoning the spirits: Organizational texts
and the (dis) ordering properties of communication. Human Relations. 69(3). pp.629-659.
Online
Advantages and disadvantages of business letter. 2018. [Online]. Available through:
<https://thebusinesscommunication.com/advantages-and-disadvantages-of-business-letter/>
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APPENDEX
Email to staff
Subject Line: Bonus for achieving targeted sales
Dear employee,
It is our great pleasure to inform you that we have achieved Lee Electronics' target sales for the
year. Congratulations to all of you for working hard and helping us achieve this goal!
To appreciate your efforts, we have decided to give you a special bonus that you will receive on
Christmas time. The amount will be credited in your back accounts.
We look forward to achieve more targets with your hard work, efforts and determination.
Thank you.
Best regards,
Communications Manager
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