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IT 520 Module Three Assignment
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IT 520 Module Three Assignment
No sooner had I assumed the role of corporate communications manager at International
Gadgets than the company’s R&D department developed a new product. The head of the R&D
department was so convinced that the product would take the tech world by storm. Nonetheless,
he needed some input from my department to help promote the product throughout the
organization. Therefore, my team and I have to come up with a communication plan that will
help build excitement around the new product and make its launch a success. However,
communicating with employees across different levels of an organization presents numerous
challenges. For instance, it is not advisable to relay the same information to people at all levels
of the company. Employees at different levels of the firm have different knowledge of the new
product and therefore, it is important to compose information in an appropriate format that suits
the understanding of each one of them. Amazingly, as the corporate communications manager, I
believe my team has all it takes to break down the communication and promote the new product
across the different levels of the corporation including upper management, the sales and
marketing team, the general employee population and the technical support team.
As stated before, this task involves communicating with multiple audiences comprising
people with varied understandings of the product. Therefore, it would be important to utilize both
routine and non-routine communication channels. However, communicating effectively also
requires us to establish who the audience is and determine their needs and the objective of the
communication (Gerson & Gerson, 2012). Here are the outlined channels of communication for
each level of the organization.
Upper Management.
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This group consists of individuals who will make critical decisions regarding the
development of the new product. Therefore, they will need a clear description of the product and
other details such as the amount of money it would take to mass produce it and how the company
stands to benefit if the product hits the market. As such, the appropriate channel of
communication for this group is a formal memo. Most organizations prefer to use memos for
internal communication. It is advisable to use written communication such as memos when
conveying facts, when the ideas are complicated and when the message is to be included in a
permanent file (M Libraries, 2022). In addition, a memo can range in length depending on the
information required and other documents can be attached to it to ensure that upper management
understands what is needed. Lastly, timely delivery of the memo is guaranteed via the in-house
mail system.
Sales and Marketing
This group of people have to market the product properly once the upper management
approves mass production. Therefore, they need to understand the product like the back of their
hands. They need to know what makes the new product different from other similar products in
the market. They also need to know how the new product meets the needs of potential customers.
As such, the appropriate channel of communication for this group is email. Through email, the
corporate communications team can attach other files that will help describe the new product to
the sales team. Email is one of the most popular mediums of communication globally. It is also
widely used by organizations for internal communication. A memo can also facilitate this
communication since the communication involves complicated ideas. However, the email and
memo should not include jargon and acronyms since the organization has a diverse and
multicultural employee population.
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Technical Support
Individuals belonging to this group deal with customers who are the consumers of the
product. So, they need to have an in-depth understanding of the product use. The most effective
and efficient communication channel for this group is a memo. The memo should contain
information about the product and we can also attach a short report to it with instructions about
the product use. A memo is appropriate since it can either be formal or informal and the inhouse
mail system guarantees its quick delivery (Gerson & Gerson, 2012). It also allows us to attach
additional documents. Amazingly, the memo can contain a bit of technical language including
acronyms and jargon. Technical support staff are learned and understand the technicality of the
product. Although, it is important to define acronyms to avoid potential misunderstanding.
General Employee Population
IG is a huge organization with numerous employees. Communicating with all these
individuals about the new product requires clear and concise information through multiple
channels. The information needs to explain the basics of the product including its benefits and
how it will impact the organization. Therefore, the appropriate communication channels include
memos, emails, department briefs, employee forums and brochures. The goal is to get all
employees excited about the impending product launch. It is crucial to use multiple
communication channels to reach a wide audience.
Collaboration on the Project
The corporate communication team has 10 members. Therefore, at least two people will
work on communication for each level. As the manager, I will oversee the team and keep
everyone on task. There will be meetings to discuss the appropriate communication channels for
each level. Once that is done, each group will begin drafting the communication. Once the draft
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is complete, we will go through it together and propose changes. When the final copy is done, I
as the leader of the team will send out the communication.
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References
M Libraries. (2022). Different Types of Communication and Channels.
https://open.lib.umn.edu/organizationalbehavior/chapter/8-4-different-types-of-
communication-and-channels/
Gerson , S. J., & Gerson, S. M. (2012). Technical Communication: Process and Product (7th
ed.). New Jersey: Prentice Hall,.
