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Communication Misunderstanding Paper

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Submitted By msjuliesanders
Words 439
Pages 2
Mirrored Proposals
University of Phoenix, XBCOM/275

Mirrored Proposals
Technology has become an evolving method of communication. From Morse code to video phones, technology continues to evolve with the sole aspiration of efficiency. However the aspiration of efficiency can sometimes go drastically wrong and lead to complications within a given workplace. This paper gives you a brief glimpse into a complication driven by communication and technology.
Email has become a primary method of communication within business operations. It is an efficient way of passing a message to someone to do something, request something, deliver something, or ask them to send something back to someone else. It provides a concise and clear paper trail. In addition, speed and accessibility play a vital role in the efficiency of email. Although there are various pros to email, there are also some overwhelming cons. Email is regularly misread and misinterpreted. In addition, someone who may not be technically savvy may find email complicated and somewhat confusing.
For example, back in 2010 my organization put out a Request for Proposal for various vendors to bid on our Nursing Services Contract. This solicitation was emailed to several staffing and Small Business Enterprise companies in hopes to competitively receive the best and final proposal on staffing this component of our operation. The Procurement Officer inadvertently openly sent the solicitation to all competing vendors, meaning each vendor’s email address was visible on the email instead of blind copying the vendors. This allowed some of the vendors to communicate with one another about the prices and services that would be provided in the proposals. As a result of what the Procurement Officer thought was a minor oversight, we received various proposals offering the same pricing structure which significantly complicated the selection process. We were extremely puzzled about how the vendors provided the same best and final cost analysis. We eventually found out that the vendors consulted and conspired to make themselves more competitive. When awarding the contract, we had to solely rely on the other elements within the submitted proposal, such as experience and technical understanding of scope. This complicated the whole process because cost is typically the most heavily weighed component within the evaluation process.
Ultimately we learned a valuable lesson about technology and sharing information. Although email was the most effective way to submit the solicitation to the vendors, it was not a wise practice to share the various email addresses. We amended our request for proposal process to ensure email addresses were not shared in the future. This allowed for better confidentiality and we never had that same misunderstanding regarding receipt of similar proposals.

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