Business Communication

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Business Communication

Category : Articles

Evaluating Business Communication

Evaluating Business Communication
Table of Contents
I. Introduction
II. Purpose
III. Beth??™s Memo
IV. John??™s Memo
V. Beth??™s Short Letter
VI. John??™s Power Point
VII. Beth??™s Power Point
VIII. Summary, Conclusion, Recommendations
IX. References

In the business world many different forms of communications exist. Communication styles and approaches vary depending on type of information, audience, desired results, and person delivering initial communication. When delivering negative news it is unethical and unprofessional to do so in an email or using a second hand source. It is best to communicate certain information face to face and to always remain professional. The author or speaker needs to evaluate the audience they are addressing and communicate in the proper manner. They would not address a superior in the same manner the may address a fellow coworker or subordinate. The communicator needs to consider the desired results they are seeking and make adjustments accordingly. The communicator should always remain professional and courteous to avoid any potential backlash for unethical actions.

The purpose of this paper is to examine how different communique??™s effect communication in a theoretical business setting and how responding to different levels of management and coworkers, changes the authors communication style. The paper will explain whether the type of communication is appropriate for the audience, contains too much information, contains too little information, whether the intended communication was conveyed, ethical implications, and any recommended changes to improve the communique.

Beth??™s memo to Sales Associate Mark conveyed the appropriate message that was intended. Mark will likely be disappointed that the two companies will not do business in the future but he should have an understanding with Beth??™s memo explaining to him the risks. Mark is a former employee of JJJ Company and would obviously be excited with the acquisition of a company he is familiar with and was top sales employee. Beth does not use her position as an upper level employee to influence her decision concerning JJJ Company. Although he is not familiar with accounting Beth makes it a point to highlight JJJ Company??™s debts and the potential risks that would be involved if Riordan were to continue its pursuit of JJJ Company. Beth also informs Mark using the correct amount of information sharing that while JJJ Company is an exciting prospect for Riordan, their negatives outweigh the positives. Beth is professional and ethical in her communication with Mark, using the appropriate style of communication to relay the information. Another form of communication would not have provided a better explanation for the decision that Riordan made, the only added information that may make things easier for Mark to understand about the decision would be some graphs that highlight the risks, rewards, JJJ Company??™s debts side by side with their sales totals. This may put things in perspective more for Mark without placing too much information concerning accounting in front of him. Mark being a sales employee should be familiar with graphs, statistics, and risk/loss potential. Grammar and punctuation is professional and clear in Beth??™s memo to Mark and the information was easy to understand. Beth created her memo in a professional business format and never strayed from that form of communication. The tone that Beth used was friendly, professional, and appropriate. Ethical implications are correctly used in this memo and do not influence my evaluation of this communique. Beth never over stepped her position within the Riordan Company and was excellent with her communication style, use of her skills, and knowledge while communicating with Mark. Beth is a valuable asset to Riordan.

John is another member of Riordan??™s Accounting Team, bringing experience and education to the team. Like Beth John does not feel that JJJ Company is a solid pursuit for the Riordan Company. His memo is addressed to William, the Chief Executive Officer of Riordan. William??™s top concern is making the acquisition of JJJ Company if it means a profit for Riordan. William knows business and relies heavily on John??™s feedback and advice. John knows William well and uses his memo to advise William that JJJ Company would not be a good investment for Riordan. John uses the correct amount of information to explain his decision and findings and does not use information that William would rather not see. John does explain that he researched all advantages and disadvantages that would be involved with the acquisition of JJJ Company to let William know that it was not a decision that was made carelessly. John conveyed the communication effectively while explaining his findings to the audience in the manner in which they would prefer. I do not feel another form of communication would be better in this situation. John is addressing one of the higher superiors in the company who ultimately make some of the biggest decisions; however this person does not look for detailed graphs, statistics, or reports. He seeks a simple review and bases his decision off of his staffs research and advice. The communication is at the appropriate level for the audience. William is seeking John??™s advice on whether it would be beneficial to Riordan to acquire JJJ Company and he wants to know the advice is done so based on facts. William is John??™s superior and John addressed him appropriately with respect from a lower ranking employee and in a friendly manner considering John and William??™s professional relationship. John conveys that he is eager to clarify any problems by asking that William contact him should he have any questions. I feel that the right amount of information is conveyed and is neither too much nor too little. The ethical implications being shared are followed according to a professional standard. My evaluation is not influenced by the ethical implications because John is clear and concise that pursuing JJJ Company will not be a wise decision for Riordan.

Beth wrote a short letter to the Accounting Department letting her peers know the status of the due diligence report that Riordan conducted concerning JJJ Company. Beth is very much involved in the findings concerning JJJ Company and while she does not share the same professional relationship with William that John does she is teamed with John to find the best choice possible. The due diligence report that was conducted on JJJ Company revealed the many debts the company possesses. JJJ Company has excellent sales and the marketing avenues available that would be valuable to Riordan especially in the hands of former JJJ Company top sales employees Mark and marketing manager Dana but the risks are too high for the accounting team at Riordan to advise further acquisition of JJJ Company. The communication conveyed the intended message in an understandable and professional manner. Beth advised her peers that it would be detrimental for Riordan to continue its pursuit. An email could have been an acceptable form of communication in this setting but a short letter works just as well. An email would have cut down on communication time and the channels involved in the process would have been more direct from Beth to her peers. The communication is at the appropriate level for the intended audience. The tone is professional and the grammar and punctuation is used correctly. Leadership styles played little to no role in this communication because the letter was for Beth??™s peers and intended to relay a simple message. I would recommend possibly changing this communique to an email instead of a letter; it makes more sense professionally from a business view point. The ethical implications are saving Riordan from acquiring a serious amount of debt and should exhibit confidence in the accounting teams??™ abilities. The communication shares enough information to get the main point across to the intended audience but could be a little more detailed. The ethical implications do not influence my evaluation of this communication. Beth did an acceptable job relaying the information to her peers and used a professional tone throughout the communique.

John used a power point presentation to communicate his findings to the Ad Hoc Committee. John made sure to be detailed about his findings to help convince the Ad Hoc Committee the risks involved if the Riordan was to continue with the acquisition of JJJ Company. John showed the Ad Hoc Committee that JJJ Company??™s sales were good but were continuously overshadowed by their amount of debt. John explains that former JJJ Company employees and current Riordan employees Mark and Dana are excited about the potential marketing avenues JJJ Company has, it would be a mistake to make the acquisition based on their eagerness. The communication was excellent communicating the intended message. John used graphs and detailed speakers notes explaining why Riordan would be taking a huge financial risk should they acquire JJJ Company. Another form of communication would not have been a better choice in this situation. The power point presentation allows John to place debt and sales side by side while bringing the potential advantages and disadvantages to the Ad Hoc Committees attention. The communication is appropriate for intended audience. The Ad Hoc Committee is responsible for making an informed decision about the acquisition of JJJ Company and then relay their decision to upper management. The leadership styles were appropriate in this situation and were followed in a professional manner. The only changes I would recommend being made to the communique would be more graphs and some statistics concerning JJJ Company??™s potential risk to Riordan. The ethical implication being shared is that Riordan would suffer a loss if they were to Acquire JJJ Company. I would recommend that John show a little more detail in his information and use more speaker notes with the power point to emphasize why Riordan should halt their venture with JJJ Company. My evaluation is not affected much in this evaluation. John does state that JJJ Company exhibits high sales but also higher debts and that furthering their business dealings with the company places Riordan in a position to suffer losses as well. Overall John was upfront and honest with the Ad Hoc Committee about his research and the results he discovered. He presented a confident power point presentation to convince the Ad Hoc Committee to avoid favoring the acquisition.

Beth chose to use a power point presentation to relate the findings of the due diligence report to Danna the marketing manager. Dana is familiar with JJJ Company because she is a former employee. Dana is now marketing manager of Riordan and is excited about the possible acquisition of JJJ Company??™s marketing avenues. The communication was detailed about JJJ Company??™s debt and sales numbers. Beth??™s power point explained to Dana that JJJ Company did have great sales records and the potential for exceptional marketing avenues; it also came packaged with an extremely high amount of debt that overshadowed the sales numbers. This should come as no surprise to Dana considering her former employment with JJJ Company. I do not feel another type of communication would have expressed the necessary information needed to explain why the decision to pursue any further acquisition would be detrimental to Riordan. The communication is appropriate for the intended audience. Beth uses numbers and facts to explain to Dana why it they will most likely not pursue her former employer. Beth is an accountant on the accounting team and is familiar with the risks and potential rewards of company mergers. Being paired with John, Beth was on the front lines of investigating the positives and negative JJJ Company brought to the table. The changes I recommend to this communication would be to add speaker notes. Without speaker notes formed by Beth, Dana is simply looking at slides with figures on them. There is no explanation of what is on each slide and why the risk outweighs the reward. This is a great disadvantage to Beth??™s argument and recommendation, although Dana is not in charge of making the decision she may lobby for Riordan superiors to pursue JJJ Company due to lack of detailed explanation from Beth. The communication lacks details explaining the slides of the power point in the form of speakers??™ notes and therefore uses too little information. The ethical implications showed in the communication explain that Riordan would be at risk if they acquired JJJ Company. The ethical implications do not influence my evaluation because they are apparent in the power point but are not explained.

Overall the communications that were used to relay information to each group were well written and presented in a professional manner. Each communique informed each audience that the ethical implications of acquiring JJJ Company would be a poor business move for Riordan. With consistent sales issues and a debt that was growing by the year, Riordan would not be able to pay off that debt and make a profit regardless of JJJ Company??™s marketing avenues. Some members of the team were eager at the thought of a potential acquisition of JJJ Company but were also a step behind the rest of the team about the downside of the purchase. There is always a possibility that Riordan could capitalize on JJJ Company??™s short comings and use the marketing avenues from them to overcome the debt and exceed with profits but Riordan did not make its success on what ifs and Chief Executive Officer William is not looking to start anytime soon. I think Riordan will prosper under the leadership of Beth and John on the accounting team and will find other businesses that they may acquire. As long as the company maintains a professional demeanor and keeps its employees appropriately informed they will continue to grow and make advances in a diverse business world. William and the COB should feel confident that their company is in good hands and that their employees have the best intentions of the company in mind. Some communiques did need some further details while others had an even balance. This could make the difference between a beneficial business decision and a harmful business decision. If employees fail to inform superiors on a regular basis the company could experience a downfall that it may not be able to recover from, costing all employees their positions within the company. Proper training and practice of good business communication helps a company to exceed its goals and aspirations allowing for growth and expansion into other areas of the business world. All members have been well trained and are an invaluable asset to Riordan and have shown so in their roles presented in this evaluation.

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