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Analyzing Business

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Analyzing Business-Related Messages

Daneya McMillon

Comm/470

30 April 2012
Luette Arrowsmith

Analyzing Business-Related Messages

Corporations use different communications for employees to correspond with each other. The content of the message use methods like face-to-face communication, video- conference, oral communication, and written communication, such as, memos, letters, text messages, and emails. Be there may both nonverbal and verbal communications supply immediate feedback. There are various factors that may influence the effectiveness of communication. The purpose is the overall meaning for the message being sent out. The sender of the message determines the content of the message being sent out. The receiver decrypts the message received. The message delivered contains the important information to be provided for the individual. The environment is the proclaimer between the supervisor and subordinates relationship on an organizational climate. Technology is the means of ways to communication with one another, The noise can interfere with every aspect maybe external or internal. Feedback allows the sender to receive and send a response from the receiver allowing conformation that the message was understood. In this paper, I will analyze three business-related messages that I received, where as the explaination of how the content, media, and technology of the feedback are appropriate for the purpose and audience.
Analyze message on Lateral Transfer The first message was sent out in e-mail to all the Supply Sergeant in the Brigade. There was an attached excel spreadsheet breaking down each unit into categories by unit identification codes. As each Supply Sergeant views the spreadsheet it shows what type of equipment is either being taken away or giving to the unit. It is the responsibility of the property book officer to in sure the proper equipment gets to the right destination.
Sender and purpose of message
As the sender of the email message, CW2 Kenndy purpose was to inform us Supply Sergeants of the upcoming lateral transfer that is being mandated from higher. The message was sent out to each unit to give direct details on how to go about making the mission happen.
Media action
This message was sent out through e-mail with an attached excel spreadsheet for all unit supplies. It was stated in the e-mail that if there was any issue with the lateral transfer to inform CW2 Kenndy of the situation. The environment was calming and relaxing with ample lighting while in a work office.
Receiver
As the receiver I had to open the e-mail to verify what was mandated for me to receive from another unit. Once I had determined that the piece of equipment was indeed part of my annotated for my unit, it was my responsibility to get with the transferring unit to coordinated a delivery date. To clarify that everything was in order, as a response I sent a e-mail stating, “SSG Green, this is SSG McMillon trying to coordinate I time that we can get together to transfer and receive the equipment from the memo. If you have any questions or concerns please inform and will take care of it.” Ending the message in “very respectfully” with my signature block consisting on my rank, first and last name, with my office number.
Feedback
It is all the Supply Sergeants duty to make sure the proper paperwork is e-mailed back to the property book office to insure that the transaction did take place.
Analyze message on Staff Duty In this message it was present using the face-to-face communication method. It was conducted through a training meeting that is held every Friday of the week. Instead of sending the information through e-mail, it was better too look every section non-commissioned officer to get the point across. Each Platoon Sergeant is responsible for informing the training room with excemptions for the month. This is due to the training room NCOIC at the end of each month through e-mail with no exceptions.
Sender and purpose of the message
As the sender, SGT Warner purpose was to present the fact that there where to many complaints about soldiers not being able to pull duty for so reason or another. The message was stated in clearly professional tone with adequate spacing and calm office space setting. She was reaching out to each platoon sergeant of the importance of making sure that the information was giving to her in plenty of enough time to accommodation every-ones needs. The recommendation will then have the final approval from the first sergeant and then posted on a memo.
Media requirement
The content of was presented via face-to-face but ending as an e-mail being sent back as a response. If the platoon sergeants have a problem with the final decision, then they can present the issue to first sergeant.
Receiver
As the receiver, it’s there job to figure out who has a valid reason for not being place on the duty roaster each month. They have to sit down with the other leaderships within the platoon and go through the roaster. Once everything is determined, they will present a memo stating the person name and the reason for not being able to pull duty. Also must be aware that there wishing can be revoked from higher if the reason doesn’t fit.
Feedback
Platoon sergeants were giving a deadline to accomplish the mission of providing names and valid reasons for a soldier not being placed on the duty roaster in a timely manner. Analyzing message for Change of Command For this message, I sent out via e-mail to every hand receipt holder to inform them of the timeline of the change of command inventories. In the e-mail, there was an attached excel spreadsheet of a monthly calendar breaking down every piece of equipment by days. Each hand receipt holder was giving to opportunity to know which day their equipment will be inventoried and the time the new commander will be coming through without being side swiped. Also each holder is responsible for making sure everything is laid out in order and dressed right dressed.
Sender and Purpose of message
As the sender of this message, it was my responsibility to inform all hand receipt holders of dates of the inventory. The purpose to was to give adequate time for each platoon leader the opportunity to get their things in order to have descent presentation for the new commander. The message was sent out with complete details on how the inventory was supposed to be laid out. Each item must have a technical manual to show what is supposed to be with each item.
Media requirement
The intention of this message was to be delivered via e-mail that was conducted in work environment with plenty of light. If the hand receipt holders have an issue with there dates present, then it’s their duty to inform me of any changes.
Receiver
The receiver is responsible for reviewing the excel spreadsheet for details on how the change of command is going to run. Upon viewing the information, they will determine if there is any miss communication they have issues with be brought up before the inventory.
Feedback
Upon the inventory date, hand receipt holders will show that they comprehend what was said by the actions taking place during inventories. If presented in a different manner, it is highly suggested to us and we will work to support it. In conclusion, every corporations use different communication methods. Some feel more comfortable with the writing communication method consisting of e-mails, memos, or letters, but others prefer the face-to-face method to get their point across. The sender needs to present their message clear so that all personals have an understanding on what is going on. As the receiver, needs to provide some type of feedback to advise the sender that they are tracking the message that is going on. Regardless of which way the work environment method is choose, adequate communication needs to be efficient to have a successful outcome.

References Chapter 1: Experiencing Communication in Today’s Technology-Enabled World ISBN: 9780131184596 Author, Deborah Britt Roebuck, Mary Ann McKenney copyright 2006 Pearson Education University of Phoenix Material: Appendix A EBOOK COLLECTION: Roebuck, D. B. (2006). Improving business communication skills (4th ed.). Upper Saddle River, NJ: Pearson Prentice Hall.

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