I would customize the message in a manner that highlights theindividual’s roles within the organization. In this regard, I willfocus on the tasks performed by a person during a typical day. Amessage to an individual can also pinpoint the strengths of theworker (Miller, 2014). Employees feel motivated to work harder iftheir fine qualities are acknowledged. Hence, the message may focuson the areas where the individual excels (Miller, 2014). Moreover, itis prudent to mention the personal benefits that will accrue to theworker if the new product was successful. The message could alsomention the expectations placed upon the individual. Such thoughtfulexpressions can help to inspire the employee to increase theirproductivity.
On the other hand, a message to a large group within an organizationwould focus on how their tasks align with the firm’s objectives. Itis important for all employees to feel included in the process ofestablishing a new product. In many instances, organizationsaccomplish their objectives through departments. Hence, propercoordination of activities is required to ensure uniformity ofpurpose. The message should also ask employees to provide suggestionson how the new product can be enhanced to satisfy customers’ tastesand preferences (Eisenberg, Goodall Jr, & Trethewey, 2013). Ifworkers feel valued and respected, they will be motivated to workharder and ensure success. Also, a message designed for a groupshould use terminology that can be understood by all members of theintended audience.
Misunderstandings can arise if some employees will be required toexplain the communication to others. Hence, the message will be briefto limit the potential for distortion. Such communication should alsoconsider common challenges faced by employees within the organization(Eisenberg et al., 2013). If the message is intended for a singledepartment, then it may help to highlight factors within theparticular sector. However, if the communication concerns severaldepartments, then it may be proper to consider general factors.
An organization can use several channels to communicate to itsemployees. Some methods are better for individual workers whileothers are preferable for entire departments. When dealing withgroups, memos can be placed on notice boards in a place whereeveryone can read the message (Stephens, Barrett, & Mahometa,2013). Utilizing such platforms ensures that communication is notdistorted. If the organization instructed employees to inform theircounterparts could lead to miscommunication (Stephens et al., 2013).On the other hand, email messages can be used to communicate personalinformation. Every employee would be required to check their accountsregularly to view any recent messages (Stephens et al., 2013). Inaddition, the organization would need to warn the workers not toforward the communication to any of their counterparts.
Cross-communication platforms can also be used to convey bothpersonal and group information. In this respect, the organization canensure that all employees receive the desired details. However,cross-communication platforms should ensure privacy andconfidentiality. Workers should be allowed to receive personalinformation without the threat of unauthorized access (Stephens etal., 2013). Moreover, groups of employees should be able to receivethe required details. Therefore, cross-communication platforms shouldcomplement each other through speed and privacy.
Message to Individual
We are pleased to inform you that the company has decided to launch anew product to increase its competitiveness. The organization wouldlike to acknowledge your diligence and reliability. You have been afaithful employee for the past decade. We really appreciate yourtireless efforts to ensure that we not only attain but also maintainour competitive advantage. In particular, your work as a productionoverseer has contributed to a continuous release of quality products.Consequently, the organization has penetrated new frontiers andgotten new clients. In the recent past, we have discovered a newmarket niche that could be satisfied with the latest product. We hopethat you will continue to work hard to fulfill your duties. In thisregard, we would like to expand your role to include the productionof the new commodity. Aside from overseeing the other activities, youwill also be required to train the employees in your team on thelatest techniques. Please find attached a sample of the latestguidelines adopted for production. Thank you for your hard work.
Message to Group
We would like to inform the Production Department of theestablishment of a new product. The organization has identifiedmarket gaps that could result in massive revenues. Recent expansionefforts have led to the development of previously unknown capacities.In particular, our markets in Europe have revealed new frontiers. Wewould also like to take this opportunity to commend you for yourtireless efforts. The company has realized an increase in sales overthe past three years. Consequently, we will be able to increase theallowances remitted to workers. All employees will also benefit fromhealth insurance cover.
The Production Department has enabled the organization to fulfill allits obligations. Therefore, please be assured that we greatly valueand esteem your diligence and hard work. We request you to continuesupporting the firm as we launch the new product. In this respect, wewill provide department heads with guidelines to be followed duringproduction. The manuals will also contain the schedules that willenable the firm to serve the market potential. Please watch out forsubsequent communication on this platform. Thank you for your timeand your efforts.
Eisenberg, E. M., Goodall Jr, H. L., &Trethewey, A. (2013). Organizationalcommunication: Balancing creativity and constraint.Macmillan Higher Education.
Miller, K. (2014). Organizationalcommunication: Approaches and processes.Nelson Education.
Stephens, K. K., Barrett, A. K., & Mahometa,M. J. (2013). Organizational communication in emergencies: Usingmultiple channels and sources to combat noise and capture attention.Human Research,39(2),230-251.