Summary of Issue
Delivering an important message without a strategy can be chaotic. Audiences are frustrated and they lose interest in what sender has to say (Rourke 2013). What did IT say? is a case study of an email went to employees regarding sharepoint upgrade and how it affects employees accessing sharepoint. Jack, the head of IT, is well known for sending vague emails. Nora’s boss wants her to read Jack’s email and have a conversation with him regarding the confusion his email has caused. I think the reason Nora was chosen to talk to Jack because she’s diplomatic and may help Jack rewrite the email. Sending another email employees would ensure better understanding of what is happening and how it impacts their access to sharepoint. Nora …show more content…
Jack, being the head of IT, and the sender of the email did not compel people to pay close attention to his message. It is obvious Jack lacks leadership communication skills as he failed to utilize the four important steps in leadership communication and decision-making, Tell, Sell, Consult and Join (“Leadership Style” n.d).
Not all receivers are going to read a lengthy email full with technical terms. People who are not familiar with technical terms may think this is “another email from IT” and delete it just as Nora did. It is obvious Jack did not have his audience in mind when writing email. He did not take into account whether his intended audience would understand the message. When preparing an important message the demographics of the audience can be helpful to analyze if the audience will interpret the message (“Audience Analysis” n.d).
Jack failed to select the attention grabbing words or images, which would deliver the message clearly for intended audience. The subject line should say IMPORTANT: Notification for Sharepoint Users (Code). It would’ve been great if Jack had asked his audience for feedback regarding his email. Asking for feedback would ensure the delivery of his message was successful (Feedback) the email could say, “Please contact me if you have any questions/concerns regarding the upgrade” (Rourke 2013, p. …show more content…
I heard good things about the new version. Listen, I wanted to stop by your office and talk with you about the email you sent. Employees are confused as they are not sure what to do to prepare for downtime (Act). Can we take another look at the email and see if we can work on it together and send the email out again?” I understand the company invested a lot of money in upgrading sharepoint on May 24 (Scene) (“Smarthinking,” n.d). I want to make sure the transition is smooth, worry free for you and your staff. If Jack is reluctant to take Nora’s advice, she can talk about the benefit of creating a “tips and tricks” document on how to change the login and password after the upgrade. The tips and tricks document will minimize the calls to help desk and ensure smooth upgrade. The email should’ve gone as two separate emails.
Revise Email
Subject: IMPORTANT: Notification for Sharepoint Users
All,
Easy, hassle free access to sharepoint is coming! On May 24, we are upgrading sharepoint. We are temporarily taking sharepoint service down from 10 am – 11 am. IT staff are making important changes bringing Sharepoint into one login and password. A notification email will be sent out with instructions on setting up new logins for staff. Thank you for your patience and support in the process.
Thanks,
Jack
Type of Communication: Critical Information
What is going to happen: Changes to Sharepoint
Who will be
Delivering an important message without a strategy can be chaotic. Audiences are frustrated and they lose interest in what sender has to say (Rourke 2013). What did IT say? is a case study of an email went to employees regarding sharepoint upgrade and how it affects employees accessing sharepoint. Jack, the head of IT, is well known for sending vague emails. Nora’s boss wants her to read Jack’s email and have a conversation with him regarding the confusion his email has caused. I think the reason Nora was chosen to talk to Jack because she’s diplomatic and may help Jack rewrite the email. Sending another email employees would ensure better understanding of what is happening and how it impacts their access to sharepoint. Nora …show more content…
Jack, being the head of IT, and the sender of the email did not compel people to pay close attention to his message. It is obvious Jack lacks leadership communication skills as he failed to utilize the four important steps in leadership communication and decision-making, Tell, Sell, Consult and Join (“Leadership Style” n.d).
Not all receivers are going to read a lengthy email full with technical terms. People who are not familiar with technical terms may think this is “another email from IT” and delete it just as Nora did. It is obvious Jack did not have his audience in mind when writing email. He did not take into account whether his intended audience would understand the message. When preparing an important message the demographics of the audience can be helpful to analyze if the audience will interpret the message (“Audience Analysis” n.d).
Jack failed to select the attention grabbing words or images, which would deliver the message clearly for intended audience. The subject line should say IMPORTANT: Notification for Sharepoint Users (Code). It would’ve been great if Jack had asked his audience for feedback regarding his email. Asking for feedback would ensure the delivery of his message was successful (Feedback) the email could say, “Please contact me if you have any questions/concerns regarding the upgrade” (Rourke 2013, p. …show more content…
I heard good things about the new version. Listen, I wanted to stop by your office and talk with you about the email you sent. Employees are confused as they are not sure what to do to prepare for downtime (Act). Can we take another look at the email and see if we can work on it together and send the email out again?” I understand the company invested a lot of money in upgrading sharepoint on May 24 (Scene) (“Smarthinking,” n.d). I want to make sure the transition is smooth, worry free for you and your staff. If Jack is reluctant to take Nora’s advice, she can talk about the benefit of creating a “tips and tricks” document on how to change the login and password after the upgrade. The tips and tricks document will minimize the calls to help desk and ensure smooth upgrade. The email should’ve gone as two separate emails.
Revise Email
Subject: IMPORTANT: Notification for Sharepoint Users
All,
Easy, hassle free access to sharepoint is coming! On May 24, we are upgrading sharepoint. We are temporarily taking sharepoint service down from 10 am – 11 am. IT staff are making important changes bringing Sharepoint into one login and password. A notification email will be sent out with instructions on setting up new logins for staff. Thank you for your patience and support in the process.
Thanks,
Jack
Type of Communication: Critical Information
What is going to happen: Changes to Sharepoint
Who will be