Professional Communication: Analyzing Memos, Emails & Report Sections

This report provides a detailed analysis of communication within professional contexts, focusing on company memos, emails, and a section of a company report. It examines the communication process, richness, and barriers associated with each medium, as well as considerations for diversity. The analysis covers the strengths and weaknesses of each communication method, offering recommendations for improvement. The memo analysis discusses its informal nature, communication barriers like technical breakdowns and lack of feedback, and its limitations in external communication. The email analysis explores its efficiency, speed, and potential security issues. The report section analysis focuses on the communication process within company reports and limitations in communication channels. The document concludes with recommendations for enhancing communication effectiveness in each area.

Running head: COMMUNICATION IN PROFESSIONAL CONTEXTS
Communication in Professional Contexts
Name of the Student
Name of the University
Author note

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COMMUNICATION IN PROFESSIONAL CONTEXTS
Table of Contents
Company Memo.........................................................................................................................4
Brief description.....................................................................................................................4
Document Analysis................................................................................................................4
Communication Process.........................................................................................................4
Communication Richness.......................................................................................................5
Communication Barriers........................................................................................................5
Diversity.................................................................................................................................6
Medium vs Message...............................................................................................................6
Rule........................................................................................................................................6
Positive and Negative Aspect.................................................................................................6
Strengths and Weaknesses of Memo......................................................................................7
Recommendation....................................................................................................................7
Company Email..........................................................................................................................7
Brief description.....................................................................................................................7
Document Analysis................................................................................................................8
Communication Process.........................................................................................................8
Communication Richness.......................................................................................................8
Communication Barriers........................................................................................................8
Diversity.................................................................................................................................9
Medium vs Message...............................................................................................................9
Rule........................................................................................................................................9

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Positive and Negative aspect..................................................................................................9
Strengths and Weaknesses...................................................................................................10
Recommendations................................................................................................................10
One section of company report................................................................................................10
Brief Description..................................................................................................................10
Document Analysis..............................................................................................................10
Communication Process.......................................................................................................11
Communication Richness.....................................................................................................11
Communication Barriers......................................................................................................11
Diversity...............................................................................................................................11
Medium vs Message.............................................................................................................11
Rule......................................................................................................................................12
Positive and Negative Aspect...............................................................................................12
Strengths and Weaknesses...................................................................................................12
Recommendations................................................................................................................12
References................................................................................................................................13
Company Memo

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Brief description
The company memo is defined as the informal message especially that is being sent
between two or more employees of the same company that concerns the different kind of
business issues and this is flexible in nature as well. The company memo can be handwritten
note and the format of the memo is informal in nature (Cardon & Marshall, 2015).

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Document Analysis
The document that is the company memo is used for the transmitting of different kind
of information within the organization among the different employees. The purpose of the
business memo is twofold as this will help in identification of the problem and propose a
solution. Furthermore, the company memo helps the individuals internally as well as
externally to understand the different important matters that is going to take place or taken
place in the respective organization effectively.
The memo helps in recording along with relying the different information and to
make brief kind of appeals as well. The business memo is the appropriate kind of
communication as this is used by the company while making different company
announcements such as when there is promotion of the employees. The email can be utilised
as the delivery method for the memo and the memo has to be written in formal business
format.
Communication Process
The entire communication process of company memo is such that the information is
being sent to the different employees along with employer in the organization. Furthermore,
the process of communication in company memo is such that when there is an information
that is required to be sent to the employees regarding the announcements that is required to be
provided to the employees who are working in the respective organization. The company
memo is provided to the employees in an email format that is provided to them and this will
be easily communicable to the employees as well. The e-mail is the most convenient
procedure that will help the higher authorities of the company to send essential information to
the employees effectively.

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Communication Richness
The communication richness is essential in nature as this increases the entire
effectiveness of the sending information to the different individuals in an effective manner.
The communication richness is most effective in nature that will help in improving the entire
process of communicating the various kind of information to the individuals effectively. The
richness is essential while communicating the information to the employees from the higher
authorities in an appropriate manner. There are different channels that are used for
communication and the memo can be sent through e-mail and the richness is moderately
effective (Cardon & Marshall, 2015).
Communication Barriers
There are different communication barriers in the company memo that includes:
Technical Breakdown is one of the issues or barriers in the company memo wherein
there can be different times when there can be loss of signal on computer while
sending such information to the employees.
Receiver unable to understand is the other barrier wherein this has been noticed that in
order to make the receiver understand the message in an ineffective manner and this is
becoming ineffective in nature as well.
Wrong channel is the other barrier wherein it has been noticed that wrong channel of
communication leads to misunderstanding and this causes huge issues in
communicating the message in an accurate manner.
No feedback is the other issue and the feedback plays a major role in communicating
the right kind of message to the individuals in an effective manner (Bargiela-
Chiappini & Nickerson, 2014).

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Diversity
There is lack of diversity in the company memo as the cash memo can be sent only
through email and this can be difficult to communicate the accurate and correct message in an
effective manner. Furthermore, there is less diversity in the entire communication process of
company memo as this is informal inn nature and the correct message is not being sent to the
individuals in an appropriate manner (Pearson, 2017).
Medium vs Message
The medium is e-mail or through different kind of written paper as well and the
message is sent in an informal manner.
Rule
The main rule in company memo is that there are different messages that is required
to be sent through proper email as this can help the individuals to gain message accordingly.
Positive and Negative Aspect
Positive
It is simple in nature and the memo is easy to use by the individuals as well
The memos are written in a brief manner; therefore, it helps in saving valuable time
There are no such formalities included in the memo and this helps in saving time as
well
The memos are less costly in nature and this is written on simple papers as well
Negative
There is limited scope in the company memo as the different details and secrecy are
not being maintained
There is lack of secrecy in the company memo and the secret kind of messages are not
being able to transmitted through memo

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This is not suitable for external communication (Strawser & McCormick 2017)
Strengths and Weaknesses of Memo
Strengths
It is simple and this can be used for transferring message to individuals effectively
It is less expensive
Weaknesses
It is not suitable for external communication
There is no such scope for cash memo
Recommendation
Therefore, it can be recommended that company memo has to be made suitable for
external kind of communication along with increasing the scope as the scope is limited in
nature. Furthermore, it has been seen that there is lack of secrecy and thus the secret
messages are not being transmitted through such memos as well (Hair et al., 2015).
Company Email
Brief description
The company e-mail is described as the mail that is being sent in a professional
manner through different company websites and this is personal and totally confidential in
nature as well. The company e-mail is defined as the unique website address that can be
utilised as the domain extension for email addresses as well (Movahedi, Miri-Lavassani &
Kumar, 2016).

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Document Analysis
The company e-mail is defined as the document wherein there is a unique website
code and this is specifically used for the business purpose as well. Furthermore, the business
or company e-mail includes the name of the organization along with the name of the
employee that is being formatted in an effective manner.

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Communication Process
The process of communication of company e-mail is that the information is being sent
to the different employees or the employer of the organization through mails, the company
employees communicate with the other individuals in the organization with proper
implementation of the different documents or the details that are required to be attached in
the respective email.
Communication Richness
The communication richness of company email is moderately efficient and effective
in nature as there is only one specific channel through which the e-mail can be sent to the
individuals in the organization. Furthermore, it has been noticed that there is limited scope of
the communication channel in transferring information to the individuals in the organization.
Communication Barriers
There are different communication barriers in the company e-mail that includes the
following:
There can be issues related to internet in the organization that can cause issues in
sending information to the other person or colleague in the organization
There can be lack of secrecy in the email that are being used in the organization as
there can be any kind of secret information about the company that can be travelled
outside the internal domain of the organization (Goetsch & Davis, 2015)
The emails cannot be easily used for official business documents as there can be loss
of data and there can be different signing in problems as well and the entire email can
be informal in nature that cannot be sent to the higher authorities as well (Hashim,
2015).

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Diversity
There is lack of diversity in the company e-mail wherein it was seen that the e-mails
are not trustworthy all the time and this can cause huge issues in sending the respective
information to the individuals in an effective manner as well.
Medium vs Message
The medium is internet and online mode and the entire message is sent to the
employees or the other individuals in the organization through online medium itself.
Rule
The main rule of the company e-mail is that the information that will be sent has to be
formally written and this is quite effective in nature as well.
Positive and Negative aspect
Positive
Emails are easy to utilise and this helps in organising daily kind of correspondence
It is generally done through online path of communication and this is possible as to
send automated emails as well
The company can advertise different products through email and this can attract more
customers (Thill, 2014)
Negative
E-mails carry different kind of viruses and this can harm the entire system as well
The emails are not being used for sending different kind of office documents as well
Strengths and Weaknesses
Strengths
It increases the efficiency along with speed (Reiche et al., 2016)

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It helps in targeting the market in an efficient manner
Weaknesses
It is not suitable for the office e usage
There is absence of the secrecy in the emailing system
Recommendations
Therefore, it can be recommended that company e-mails have to be more creative in
nature in the organizations to make the system safer and there will be increase in the level of
secrecy as well.
One section of company report
Brief Description
The one section of the company report includes the general corporate information that
is necessary in nature. The company report includes the different kind of the performance of
the company along with the number of stakeholders of the company as well. Furthermore, the
profits and loss gained and lost by the company has to be analysed effectively in order to gain
more competitive advantage (Cardon & Marshall, 2015).