Deliverable 6: Backgrounder

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Deliverable 6: Backgrounder

Deliverable 1: Meeting Announcement and Agenda

I followed the agenda format in figure 4.1 in the book by Hynes and Veltsos (2021). The agendas would effectively create a sense of planning and time management, preventing wasting time. The staff invited to the meeting will have knowledge of the matters to be discussed and therefore be adequately prepared. There are several advantages of having an interdepartmental team. First, it creates a teamwork culture where people from different departments work together to meet company goals. An interdepartmental team creates a platform for the staff to learn from one another through brainstorming and suggestions. The staff become more connected and engaged, creating a good work environment. Most leadership skills are acquired by creating interdepartmental teams. Lastly, Interdepartmental teams keep work interesting by promoting change and making staff more productive.

Also, I held the interdepartmental meeting mainly to examine the situation and come up with possible solutions. In this meeting, I invited heads of different departments, including the human resource manager, the chief executive officer and the finance manager. The human resource manager would help mobilize employees to work within the organization to improve the deliveries of various machines. The chief executive officer would oversee all the matters in the different departments and advise appropriately. The finance department would help evaluate the number of funds needed to conduct the risk assessments and public evaluation. My secretary will also be present in the meeting to write minutes, send them to the department heads involved and follow up on the required reports.

My announcement and agendas made me an efficient team leader in many ways. First, the other communications with the different stakeholders made the situation easy to handle. The meeting agendas made it efficient to plan and time manage the meeting. Each department head had the time to prepare for the meeting regarding their department. A brief memo is the best medium to communicate information because it is concise and precise.

Deliverable 2: Letter to Publisher of Victoria Advocate

I followed the correct letter format shown in Figure 8-1. My letter also followed the principles in Chapter 7 for managerial writing by Hynes and Veltsos (2021). My main idea was to ensure that the Victoria Advocates publisher understood that Acme Petroleum had done its assessment and evaluation on the matter and had the public goodwill in high regard. The public forum that Acme requested would help serve the people better in line with their needs and wants. The letter is well adapted to the audience, who is the publisher. It also used a direct organizational strategy where I communicated the main aims of the company’s strategy, and my request was straight to the point. The physical letter was the preferable choice of communication to the publisher of Victoria Advocates. The letter proved that my message was personalized, and the information was assured of getting to the publisher. An email would have taken a shorter time but would be ineffective if there was a power shortage. There is also a likelihood that the publisher’s secretary or assistant would read the email first. A text message would have made the matter unofficial, unlike the case.

Deliverable 3: Employee Memorandum via Email

I followed the correct format shown on page 231 and the principles in Chapter 7 for managerial writing (Hynes & Veltsos, 2021). My main idea was to create a platform for all the staff at Acme Petroleum to ask any questions regarding the proposed tank farm on Route 59. The staff would also assist in research and opinions on the matter. They would also feel more appreciated and valued as the staff of Acme petroleum on matters regarding the company. My memo was well adapted to its audience, the Acme Petroleum staff. It is short and straight to the point in a language that can be easily understood by all staff, irrespective of their ranks. My memo used a direct organizational strategy to address all the employees. The brief memo was the best communication to the employees since it did not require lengthy information. The staff members were also used to having brief memos as the primary communication between the management and the staff. It is also easier to trace for future reference.

Deliverable 4: Inter-Office Email to CEO

I followed the correct format shown on page 235 and the principles in Chapter 7 for managerial writing (Hynes & Veltsos, 2021). My main idea was to let the CEO know I had followed up on her request to create a public relations strategy. I also informed her of the measures I had taken, which included forming an interdepartmental team, requesting a public forum from the publisher of Victoria Advocates and asking all staff to enquire directly about the proposed tank farm on Route 59. The email was essential to inform the CEO and also prompt her to advise appropriately on the matter. The email was well adapted to the CEO showing respect for the apparent rank difference between me and the CEO. My email used a direct organization strategy since it was directly emailed to the CEO. Email was the best method of communication with the CEO because it was fast, concise and precise. I chose to CC other department heads so that the reply given by the CEO is visible to all people concerned. The email can also be used as a future reference when it is visible to more than one person.

Deliverable 5: PowerPoint for Public Forum

My PowerPoint presentation follows the principles in chapter 6 for communicating visually outlined by Hynes and Veltsos (2021). I provided a bar graph illustration which showed the increase in state and local taxes and royalties. According to the illustration, the taxes will be used to support education, transportation, healthcare and infrastructure locally, nationally and internationally. All these prove that the proposed tank farm on Route 59 will be for the greater good. The PowerPoint presentation is the best way to communicate with the public for several reasons. First, it can be easily accessed at any place virtually. The diagrams and illustrations make the statistics easy to understand and evaluate. There are also many formats to choose from that best suit the audience. The PowerPoint presentation will prove that the company has the interests of the public at heart.

References

Hynes G. E & Veltsos J. R. (2021). Managerial Communications: Strategies and Applications. Eighth Edition. Sage Publishers.