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Comm470

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Analyzing Messages

Sarah Jimenez

COMM/470

August 15, 2011
Lisa Kangas, Ph.D.

Analyzing Messages

According to Rogers, P. S., & Hildebrandt, H. W. (1993), “Management, and much human contact, turns on communication. Writing and speaking are vehicles for getting work done. Talk prompts action, and action prompts talk (p. 1). There are many organizations that use communication methods for employee correspondence. These methods can include verbal communication which include face-to-face conversations and also written communication which include email, faxes, memos and letters. There are factors that influence the effectiveness of communication. When a message is sent the sender is the one who determines the content of the message. The person who receives it is the person who decodes the message. When a message is delivered it contains the information the sender is trying to convey to the individual on the other end. Feedback will let the person who sent it know the person who received it understood the message. The environment setting can range all the way down to the organizational climate, which can help describe the relationship between superior, subordinates and peers. A miscommunication can occur when any of these factors disturb what the message is trying to portray. In the paper, three business-related messages will be analyzed and one will be discussed with valuable feedback.
Fall Training Opportunities The purpose of the email was to inform financial aid advisors of all upcoming training programs in the Illinois district. The sender was the Illinois Student Assistance Commission. The receiver was to all the financial advisors in the Illinois district. The message consisted of the free workshops that the Illinois Student Assistance Commission was offering to anyone who was willing to attend. The environment was in a professional business environment that consisted with other professionals in an office setting. The technology that was involved was e-mail. It was a mass e-mail that was sent out to all financial aid advisors in the Illinois district which including major universities, colleges, junior colleges and high schools. The message and the technology were perfect for the need that Illinois Student Assistance Commission was trying to get across. They were able to send out there message in a quick and convenient manner.

Better Brain Health The purpose of this email was to inform College employees of better brain health. The sender was the person in charge of Workforce skills within the college. The receiver was all employees within the college who were linked up within the college email directory. The message was brought to the college by the Alzheimer’s Association and the colleges Plus 50 Workforce Center. They were providing a Better Brain Health session about the health of brain activities and how the brain plays an important role in everything that a person does. This email was sent out in a professional business environment. The technology was appropriate in this situation. The workforce skills manager was able to send it out in a quick and efficient manner to everyone in the college.
Public Memorial The purpose of the message sent was to inform the college staff of the funeral and memorial arrangements for the president of the college who died suddenly. The sender was the vice president of the college and the receivers were all employees of the college. The message consisted of the funeral arrangements for the memorial and the funeral to follow. Unfortunately it was a sad time but the message was sent in an email which was a proper way because it was a quick and easily accessible to all the employees within the college who would like to attend. The message and technology were appropriate for this situation because the school would not have time to send out individual notifications and it would cost them a lot of money to mail them all out.
Response to Email
Dear Vice President, The college, employees and students lost a truly dedicated person this week. She was an important asset to the college and will be missed beyond words. Unfortunately, due to my own dedications to another meeting I will be not be able to make it to the memorial or funeral arrangements that were made. In my absence I would like to donate a check on her behalf to a charity that she valued the most as my appreciation for her and her hard work within our college and community.
My deepest sympathies,
Valued college worker The content, media and technology were appropriate for this message because it was the most efficient way of getting the response back in time to the vice president so he could make proper arrangements for the right amount of people. Since the response was only going to be sent directly to the vice president of the college the content was enough to get the point across without it being too overwhelming. The media and technology was also appropriate because it was quick and simple. The receiver was able to get quick responses and did not have to wait on mailed out messages to come back. When in any situation whether it is in a business situation, school or even personal life being able to analyze messages is an important advantage. You can tell by the way a person is sending the message and the content that is in the message how important the message is to them or the company that it is coming from. Especially in a business environment you want to know that your employees are able to deliver appropriate business related messages in a professional manner. Whether these messages are by email, text message, voicemail, call or even by personal meetings. It reflects well on the company when other organizations see that those employees are doing the job accordingly.

References
Rogers, P. S., & Hildebrandt, H. W. (1993). Competing Values Instruments for Analyzing Written and Spoken Management Messages. Human Resource Management, 32(1), 121-142. Retrieved from EBSCOhost.
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