Comm1010 Communication At Work Unit 4 Touchstone Template

Comm1010 Communication At Workunit 4 Touchstone Template Plan And Co

Review the scenario and email message from your manager. Also review the to-do items that need to be completed and their deadlines in the provided chart. Your task is to draft two communication messages: one to the customer informing them about the new delivery date and refund, and another internal message to colleagues in the Accounts Receivable and Shipping Departments regarding tasks and deadlines related to the refund and redelivery. The customer email should be professional, concise, and contain no more than 12 sentences or 200 words, with a clear structure including a greeting, background, main information, conclusion, closing, and signature. The internal team message should clearly assign tasks, specify deadlines, and explain why the chosen communication tool is effective. Ensure all messages use professional language and tone appropriate for each audience, and review for clarity, emphasis, and professionalism.

Paper For Above instruction

Effective communication is essential in the workplace, particularly when managing customer relations and coordinating internal tasks. The scenario involves informing a customer about a rescheduled delivery and compensation, as well as internally coordinating the necessary actions to ensure a smooth redelivery process. This paper demonstrates the application of professional communication principles through the construction of both external and internal messages based on the given scenario.

Customer Email

The first communication involves drafting a professional email to the customer, which must communicate a change in the delivery schedule and offer appropriate compensation. The email should open with a courteous greeting, stating the purpose of the message — to inform the customer about the updated delivery timelines and the refund process. The body of the email should concisely explain the reason for the delay, emphasizing the company's commitment to customer satisfaction, and detail the new delivery date and refund offer. It is imperative that the message maintains a respectful and empathetic tone, acknowledging any inconvenience caused. The closing paragraph should reinforce the company's apology and reassure the customer that their concerns are valued, ending with a professional closing and signature.

For example, the subject line might read: "Update on Your Delivery and Refund Offer". The body would include a brief background, such as the delay caused by unforeseen circumstances, followed by clear instructions regarding the refund process and new delivery timeline. The tone remains formal and empathetic, emphasizing the company's dedication to customer service.

Internal Team Communication

The second message involves coordinating internal actions between the Accounts Receivable and Shipping Departments. The goal is to ensure tasks are completed promptly within the specified deadlines. The chosen communication tool must facilitate quick and clear dissemination of information, such as email, due to its widespread use, documentation capabilities, and suitability for task assignment.

The internal message should clearly identify each department’s responsibilities: AR is tasked with issuing the refund and confirming the transaction, while Shipping is responsible for expediting the replacement package and sending tracking information. Deadlines should be explicitly stated to ensure accountability, for example, AR must issue and confirm the refund by Tuesday, and Shipping must expedite and send tracking info by Wednesday.

The message should be professional, direct, and structured, emphasizing the importance of meeting deadlines to foster teamwork and accountability. Effective internal communication reduces errors and delays, ensuring a seamless customer experience and operational efficiency.

Conclusion

In conclusion, effective communication within organizations involves tailoring messages to their intended audience with clarity, professionalism, and timeliness. The external customer email and internal team message exemplify how well-structured, respectful communication can facilitate prompt resolution of issues and maintain strong customer and team relationships. Using appropriate tools and clear language ensures that tasks are completed efficiently, supporting overall organizational goals and enhancing customer satisfaction.

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