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Message Analysis

In: Business and Management

Submitted By Papenberg27
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Message Analysis xxxxxxxxxxxxxxxx COMM/470 COMMUNICATING IN THE VIRTUAL WORKPLACE
December 19, 2011 xxxxxxxxxxx Message Analysis

This is an analysis of three business-related messages and how they were used to communicate within the work environment. The message that initiated the start of the communication process dealt with the build of a new data center. The technology used in this environment includes the network designs, electrical requirements, and a server farm for the collection and storage of online data warehousing. The first e-mail was an inquiry regarding a request for additional information needed for a design document for data center requirements. The second e-mail was the response to the inquiry, and the third was a final e-mail regarding the sharing of this information in a follow-up meeting to discuss the design parameters.

The Sender

The initial e-mail was a request that would require a response. This was a request for action regarding additional design specifications for the data center implementation. The e-mail was sent to the team manager and his engineers were also copied on the request for additional specifications needed relating to the specific number of servers for deployment into the data center. The second part of the e-mail asked for the specific model of servers and their capacity as well as the network connectivity designs. An excel spreadsheet was attached for their convenience. The reason for the excel spreadsheet was to provide them a framework that would provide a consistent format that had the columns built in for them to fill out. Each column was detail specific, regarding manufacturer, model, server capacity, and software configuration. These details are necessary for the network team to continue with their design specifications. It is also needed for the cabinet space and electrical requirements for the electricians to lay out their power grid under the raised floor in the data center. The manager in charge of the team was responsible for ensuring the requested data was updated and sent back to the sender within a specific timeframe so the network engineers and electricians could begin the implementation process. Roebuck and McKenney (2006)

As the sender the purpose of message was to collect information needed by two other teams so they could begin their part of the project. This email would require a response for specific information. The message was sent to the team manager and the entire engineering team. Sending the email to the entire team with a specific request for information with a specified time needed ensured a response from the appropriate individuals.
The media used was e-mail throughout the project. More specifically Micro-soft Outlook express with an excel attachment that identified the specifics needed for the initial request broken down by each area needed for other teams.

It was the responsibility of the receiver and the entire team to review the requests and respond with the requested information. Once they collected the information they responded.

The Receiver The response to the email request for information was received in the appropriate fashion. The design engineering team responded with the following information. They completed the excel spreadsheet with the requested information. The specifics included the number of servers with the make model and disk storage capabilities along with the power requirements. The other members of the team provided the specified requirements for the network connectivity. The technicians provided additional information pertaining to the security requirements for firewall devices and how they would connect to the network within the required specifications. Roebuck and McKenney (2006)
The Media or Channel The channel or the media of communication used throughout this entire process included some personal conversations, but most of the communications e-mails. The use of e-mails as a communication channel was perfectly suitable for this project. There was no confusion because the messages were specific enough that there was little to no confusion on both sides of the email string. This proved to be an effective form of communication throughout the entire process. This project was completed in-house so there was no need for videoconferencing. The use of e-mail is effective because the responses can be archived and referenced later in the project if necessary. The objectives of this project were to identify the number and types of servers along with the software required to meet the design requirements. Roebuck and McKenney (2006)
The Feedback Throughout the information gathering phase of this project there were several emails that went back and forth. These included follow-up questions for example, was the level of detail in their response accurate and complete. These e-mails provided almost real-time responses allowing the process to move forward without any delays. The feedback in the e-mails would be considered evaluative where the senders were looking for verification of accuracy and completeness. Most of the feedback was very positive because the respondents followed the instructions and provided the requested information. Using a common technical language in the appropriate way provided the details as expected.
There was no incidence of external or internal noise throughout this process. The project did not encounter any problems that could affect the informational gathering process. Basically it boiled down to a specific request, the request was acknowledged. Roebuck and McKenney (2006)

Final Analysis The communication method used throughout this chain of events was sufficient to produce the desired results. The results were a direct reflection of the way the initial e-mail was crafted. The final collaboration was a technical team meeting reviewing the collected data and presenting in a design package. The managers of the respective teams were invited to corroborate the material that was presented. This final design phase was successful because the teams collaborated in an effective way using the correct communications methods.
Conclusion
Good communications requires total understanding of what is the message trying to convey. When done well the message is clearly understood and the receiving parties know how to respond. The language used throughout this email was on a technical level and the receivers of the message understood exactly what was asked of them. The sender sent a clear and concise request for a specific expected response. There was no confusion throughout the message transaction from beginning to the end of the project. Communications with the right media and a common language will generally provide the expected results. Normally I would prefer face to meetings and using a whiteboard with the entire team together for a major project, but this part of the project did not require that type of interaction. In the future as the project ramped up the face- face meetings would serve as a kick off meeting followed up by as many channels of communication necessary to bring about the desired results.

References
Roebuck, D. B., & McKenney, M. A. (2006). Improving Business Communication Skills . Upper Saddle River, NJ: : Pearson Prentice Hall.

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