Write a word reflection, noting the ways you used interpersonal communication in your Part 1 recording?

Part1 Recording:

Purpose of the meeting: The purpose of the meeting is to address the miscommunication issue caused by the email sent by the new team member and to develop a Corrective Action Plan to prevent similar problems from occurring in the future. The meeting aims to provide guidance, clarify expectations, and ensure that the employee understands the impact of their actions.

Problem definition: The problem at hand is the poorly written and confusing email sent by the new team member to a diverse group of project managers. The email lacked clarity, contained spelling and grammar errors, utilized technical jargon, and failed to include an email footer. As a result, the project managers were confused and upset, leading to a negative perception of the communication and potential damage to the corporation's reputation.

Root cause of the problem: The root cause of the problem can be attributed to a lack of proper training and guidance provided to the new team member regarding effective communication practices within the organization. Additionally, the lack of a review process before sending out important communications contributed to the issue. The employee may not have fully understood the expectations and requirements for professional email communication in terms of clarity, language use, and adherence to company standards.

Action items to prevent recurrence:

1. Training and mentorship: Arrange a training session or provide resources to enhance the employee's understanding of effective communication practices, including writing clear and concise emails. Assign a mentor who can provide guidance and review future communications to ensure they meet the organization's standards.

2. Review process: Implement a review process for important communications before they are sent out. Establish a standard operating procedure that mandates all emails of significance be reviewed by a supervisor or designated communication manager. This step will ensure that errors, confusing language, and inappropriate content are identified and corrected before reaching the recipients.

Risks associated with not correcting the problem: If the problem is not addressed, several risks may arise. Firstly, the corporation's reputation could suffer due to poor communication practices, leading to decreased trust and credibility among stakeholders. Secondly, the project managers may become further disengaged and resistant to assistance, hindering effective collaboration and project progress. Finally, the lack of corrective action may signal to employees that subpar communication is acceptable, setting a negative precedent for future interactions.

Measuring progress and completion of action items: Progress toward the action items can be measured through various means. Training effectiveness can be evaluated through assessments or quizzes to gauge the employee's understanding of effective communication practices. The mentorship program can be monitored by conducting periodic check-ins with the mentor and the employee to ensure guidance is being provided and progress is being made. The review process can be measured by implementing a feedback mechanism where recipients of important emails provide input on the quality and clarity of the communication.

Follow-up to ensure progress: Regular follow-up is essential to ensure progress is being made. Schedule regular check-ins with the employee to discuss their communication efforts, address any challenges, and provide additional support or guidance as needed. Monitor email communications for improvements in clarity, grammar, and adherence to company standards. Seek feedback from project managers to assess their satisfaction with recent communications and address any ongoing concerns. By maintaining open lines of communication and providing ongoing support, progress can be monitored effectively, and necessary adjustments can be made to ensure long-term improvement.

Answer rating: 100% (QA)

Word Reflection Interpersonal Communication in Part 1 Recording In the Part 1 recordingI utilized various interpersonal communication skills to addres... View the full answer