Final Project: Communication Analysis

Introduction:

Assessing the communications of a company is important to ensure that vital information is being shared to parties who need it. If information is not shared in a way that intended audiences can understand it then it needs options that allow for a question and answer segment. Intel, as one of the world’s largest technology companies has paved the way with forms of functioning business communications.

As a computer processor development company, successful communications is essential. Corporate personnel hold meetings regularly either in person or through live uplink, via Microsoft Outlook software and networking hardware. Emails are commonly used, however even the best worded email may confuse readers if there are aspects of the content outside of their group’s understanding or as Intel state, “Outside their scope.”

In today’s world we have several options for successful business communications. Our options may be phone, email, video chat, in-person meetings, or even networking software meetings that allow international meetings with or without video. Each option holds its benefits as well as its limitations. Dependent upon the content of communications and the outcome desired can help decide which form of communication would be best for the situation. Sometimes when there is risk of hostility, non-human interaction is preferred. If alteration of mood or professionalism is required then having a person-to-person communication would be best.

Email Communications:

Emails are the most commonly used form of communication within a company’s internal network. The purpose of using emails is meant for on-technical communications, scheduling meetings or appointments, sending out company newsletters and the like. Emails are the easiest way to communicate indirectly because individuals can dictate an email and send it without having to concern them with waiting around for responses. Responses can be checked whenever the individual chooses allowing more time slots for important meetings and phone calls.

Emails full of too much information or technical jargon often get overlooked or are not understood. Emails are not the best form of communicating anything other than a short update or brief message. The human interaction is lost and words read in emails could be misinterpreted based on the reader’s personal mood.

Telephone Communications:

Telephone Communications used to be the most common but have been bumped down the line by more appealing forms of communications. Indirect communications such as emails are preferred but in professional cases using the phone is preferred. Professionalism with customers, business partners, or the like is important and hearing the voice speak with tone and emotion aiding in the articulation of the words presents a more appealing and understandable message.

Human interaction is important in communication. The facial expressions, tone of voice, body language, etc. all effects the presentation of the communication that occurs. Telephone Communications do not permit face-to-face but they do allow the participants to hear the tone of voice. This aids in deciphering intent or focusing on the content being discussed, especially if the voice is pleasant.

Video Communications:

Video Communications, much like telephone or voice networking interfaces add the visual option of a camera to get the person-to-person meeting without leaving the comfort of your office or home. Video Communications aren’t as popular internally at Intel. When dealing with customers or international communications, this may be more appealing.

In Person Meetings or Appointments:

The most preferred method of communication is In Person Meetings or Appointments. Face-to-Face removes the dependency of technology to communicate and shows a more professional practice as well as intimate option of communication. Our five senses are a part of our communications more than we consciously realize. Our responses depend a great deal on how we perceive those we are communicating with.

Networked Meetings:

Networked Meetings are the most commonly used meetings at Intel. They allow anyone to join the meeting from anywhere in the world. Intel utilizes this option most frequently when groups that work together regularly need to share information. A picture or some sort of icon for each participant can be seen on the computer screen; however there is no live video feed in most cases.

Analysis:

Internal audiences allow for more options of communications based on content and final outcome needs whereas external audiences require more professionalism to keep the intended outcome prospect. Communications with internal audiences remain professional while the company’s internal culture (subculture), falls under the Strong Culture Perspective (Shockley-Zelabak 2015).

Intel’s communication procedures are effective. This shows through their massive growth. Through their standardized and documented procedures employees of their internal culture spawn a higher success rate in their communications and other business practices. Using fundamentals such as 6S and ISO recommendations help raise the bar to industry standards. They also enable a more clear representation of the business relationship towards their customers.

Remembering 5 Things to Practice for Effective Communication Skills (Riddle, 2016), noting “Body Language, Speech and Attentiveness, Communication Consistency, Patience, and Practicing Effective Communication Skills,” can aid in clear messages.

Through the use of these standards and good business practices we can develop better communication by not just stating our goals, but presenting them to our customers in our words which will allow them to better visualize intent.

Final Project: Communication Plan

Strategy:

Internal audiences should be dealt with much like external unless they are in direct involvement of the project. In other words, this means that parties not involved in the production are not privy to development trade secrets that otherwise require special clearance for the level of information. The representation of company policies clearly showing the importance of customers and business partners are keys to the presentation of future messages from the company and aid in the fortification of a solid foundation.

Using 6S practices show the employees on an internal level how important workspace and quality control are. This builds a foundation internally and outlines any messages sent out with a positive light. ISO, (International Organization for Standardization) is a business standard certification that is voluntary and NOT required to be followed. Getting certified must be done by an outside party not considered a subsidiary of the company. This international standard or ISO certification also highlights the integrity of a company internally and externally.

Clear and Precise Messaging:

Internal audiences directly involved in the production of the product require the clearest of communication practices to ensure the production has as few developmental issues as possible. To keep this assurance, direct communication practices will be utilized. Direct communication will include but not be limited to in-person meetings and presentations, Outlook voice or video chat meetings, and (phone) conference calls. The information will have no limitations due to production.

Internal audiences outside of involved development departments will be treated as an external audience for purposes of limiting trade secrets being leaked out to the public. The one difference between internal audiences outside of involved development departments will be the use of internal email of a newsletters and employee discount purchase options.

External audiences can subscribe to public newsletters or attend scheduled presentations designed for public viewing. The presentations will not hold any trade secrets or technically confusing jargon. A clear and professional use of the English language will be utilized to explain all of the pertinent facts and information.

Rapidly Respond:

To ensure rapid response a Q&A session will be offered during conference calls, meetings, and presentations. Emails can be replied to with questions and collected. Responses will be scheduled to be sent out to answer all collected questions for a clarified duration when this option will be closed for questions to be reviewed and answered professionally.

Any public Q&A sessions might also be held in social media and professional website updates. This will allow target audiences to find and view information right away or post or send questions within the offered time frame.

Written and Verbal Delivery:

Written and verbal delivery methods will follow a company standard listed below under the guidelines. This will be enforced company-wide to ensure clear communications practices and limiting the leaking of sensitive materials. Following 6S and ISO standards will aid in good business practices and aid in highlighting any internal and external messages with a positive light.

Mission, Vision, and Values:

Intel presents clear policies on their website for the public, newsroom, and communities. Their mission, vision, and values are no longer stated clearly on their website which should change. These should be presented right away on their Homepage to present a clear message to their captive audiences and business partners. One slogan used for product specific i7 Processors is trademarked, “Be Core Strong,” (Intel.com, 2016).

Perception:

The perception of Intel is that they are an ever-growing technology development industry that has branched out internationally. They follow supply chain business practices which change from country to country and enforce these guidelines as necessary to prevent any illegal or unprofessional allegations. The company has always been perceived as a technologically advanced business and should develop communication practices company-wide to show that their communication is not limited to technical jargon.

Guidelines:

Before generating any media or documents, guidelines for their development should be developed and standardized company-wide. Certain information is not privy to internal employees not directly involved in production or do not have necessary clearance. This same information is not privy to the public and message, meetings, presentations, and the like should be revised for each audience accordingly.

6S efforts aid internally which reflect externally. Sort which is “housekeeping,” Set in Order which is “Workplace Organization,” Shine which is “Cleanup,” Standardize which means to “Keep Cleanliness,” and Sustain which is the “Discipline,” of following the entire practice are the foundations of 6S, (NTMA, 2016).

ISO offers standard documentation that fits different business needs and criteria that can be utilized by companies voluntarily. Some popular documents that might be known to the public are ISO 9000 for “Quality Control,” or ISO 14000 used for “Environmental Management,” (ISO, 2016). These standard documents and practices are created for companies who want to voluntarily join in a common practice with clear intent for positive outcome. These practices reflect on all messages to customers and business partners.

Internal audiences directly involved in the production or corporate level clearance will have no restrictions to information. Internal audiences outside of involved development departments and corporate level employees will be limited to public information as well as any employee options for product purchasing and discounts as they apply. External audiences will have the same information as internal audiences outside of involved development departments minus the employee information.

Clear and understandable language will be used with no technical jargon that is not easily explained in shorthand writing. Images should be utilized to help paint a clear presentation of what is being communicated if applicable. Limit information based on “need-to-know” levels.

References:

By signing in, you agree to our Terms of Service. (n.d.). Intel | Data Center Solutions, IOT, and PC Innovation. Retrieved October 02, 2016, from http://www.intel.com/content/www/us/en/homepage.html

Shockley-Zalabak, P. (n.d.). Fundamentals of organizational communication: Knowledge, sensitivity, skills, values. Pearson.

By practicing the few suggestions found here, you will find yourself understanding more of what people say and repeating yourself less to other people. Your co-workers and friends will have the confidence to come to you when they find themselves in need. Remember, great communication skills take practice. Do not give up on Day One. Your ability to express yourself will grow almost daily as long as you apply yourself in improving communication skills. (n.d.). 5 Things To Practice for Effective Communication Skills. Retrieved October 09, 2016, from http://workawesome.com/communication/effective-communication-skills/

C. (n.d.). 6S Training Overview. Retrieved October 9, 2016, from http://www.ntma.org/uploads/general/6S_Training.pdf