Memo to XYZ Inc, Effective Communicaiton
Subject: Communicating Effectively for Success
Organizations today often encourage its employee to practice effective business communication. Communication is sending and receiving a massage with meaning behind it. With constant improvement in technology, people now have many ways of communicating such as email, fax, phone or even instant massager. Communication has never been better. Organization communication is the process through which information moves and is exchanged throughout the organization. This is also important part of organization as through effective communication, companies find its success. For Example, Large global company such as XYZ, communication is one of the most important aspect of how different levels of management share information given different language barrier. As you know, XYZ is established in 80 countries. XYZ has well over 100,000 employees with diverse background. For this very reason, XYZ has selected English to be it primary language followed by national language for each country. Despite this communication barrier, we communicate with one another. Back in old days, XYZ didn’t communicate enough with their employees, supplier and customers. Today, the trouble is that there is too much communication. Too much communication is wasting employee’s time and reducing productivity. .
The problem of too much communication
Top much communication is I bad because it lowers employee’s productivity. Its amazing how much time people spends simply communication information through email, phone, instant message, letter, and even personally. This is not to say communication is bad. In fact, communication is critical for our business. However, one should keep in mind how much to communication and to whom to communicate. People should be absolutely sure that communication is necessary. Last thing we want to send bunch of communication only for the receiver to waste time reading it and simply ignoring it. I think we can agree that, these days in time communication has changed tremendously. Ever since the invention of computers, fax, email and instant messaging, the new form of communication has born. Computers are being used for all aspect of people’s life from personal to business. Further more, recent trend in use or perhaps addiction to internet has gain more attention. Large portion of population worldwide is hooked to internet for popular increase in demand for emails, chatting, communication, entertainment and even doing business. As result of this new trend, communication has changed tremendously. “…office workers are inundated with 171 messages a day. It seems that if you don’t get… 46 phone calls 27 emails 19 letters 15 pieces of internal mail 12 Postit notes 12 telephone messages written on scraps of paper 11 voice mails 11 faxes 9 mobile phone calls 5 pager messages 2 overnight courier packages 2 express postal letters …then you’re simply living in the dark ages.” (Tim Richardson) What this all means is that people are too busy communicating that they do not get much of their work done. These people are constantly dealing with communication all day that they sometime forget what their real job is. They claim that they are too busy. But reality is that they are too busy communicating and not real work.
Possible Solution
I think there is not real solution to this problem. We should most defiantly not encourage employees to eliminate communication. This would be disaster for organization. However, I would like for XYZ to encourage effective communication and provide training to educate employee. I think employees are not aware of communication problem that exist, let alone, what effective communication is. I will advise that training everyone will be costly, however, the benefit we will get out of this training is price less. Can you imagine how much productivity we can increase simply by communication effectively?
In final words, effective writing plays a big role in everyone’s life not only at workplace but personal life as well. People communicate with one another to share knowledge. However, if people simply slow things down and analyze the taught, evaluate the content of what being communicated while considering audience, purpose and than perhaps they will be able to practice effective business communication.
If you have any questions or comments regarding this, please do not hesitate to contact me.
Thank very much,
Kind Regards,
Safe Shaikh