Assignment 1 instructions (HI)(W4)

Instructions attached  And I also attached a sample as well. This is a communications course. The topic for the assignment I chose is “running a meeting”. So basically the communication involved in running a meeting. 

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Assignment 1

Instructions

Strategic Communications Plan

Overview

The ability to effectively communicate is one of the most in-demand and sought after skills in today’s workforce. As a business professional, you will be expected to not only communicate in a clear and concise way but to do so strategically. These communication skills are necessary to manage personnel effectively and to drive your organization toward its strategic goals and outcomes. Effective communication starts with planning. By developing a strategic communications plan, you will be more intentional in your messages and the actions you ask of your audience. This plan is the foundation for the other assignments in this course.

Communication Challenge Topics and Sample Student Communications Plan

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Topic: Running a Meeting

Review Sample Student Communications Plan [DOCX].

Note: If you choose a scenario that differs from the suggested topics, you must submit a written overview to your professor for approval prior to completing the assigned work. Your overview must explain why the scenario you have chosen is relevant to you professionally.

Create a written strategic communications plan for the professional communication challenge or opportunity of your choice. Your plan should include the following components.

1.

Description:

What is your challenge or opportunity?

Why is this professionally important to you?

2.

Goal:

What goals or outcomes do you want to achieve with this communication?

Is the communication goal clear, concise, and actionable?

3.

Audience:

Who is your target audience?

What are the professional positions of the audience members?

What demographic characteristics will the audience comprise?

What is your relationship to the audience?

What background knowledge and expertise does the audience have?

What does the audience know, feel about, and expect concerning this communication?

What preconceptions or biases do you possess that might prevent you from building rapport with your audience?

What information is available about your audience?

What research or sources will you use to obtain information about the audience?

What conclusions have you been able to draw about the audience?

What tone will you use to convey your message?

Is the setting casual or formal?

Is the communication personal or impersonal?

4.

Key Message:

What is the primary message you must convey to your audience?

Is the message compelling and memorable?

Is the message clear and concise?

Is the message aligned with your audience’s goals and needs?

5.

Supporting Points:

What three or four points, reasons, or justifications support your message?

What research or sources will you use to obtain facts and data about your message?

6.

Channel Selection:

What communication style will you employ (tell/sell or consult/join) and why?

What channels will you use to deliver your message, and why will they be the most effective?

What purpose is served by each style and channel you have selected?

7.

Action Request:

What is your action request?

Is the action request you are making to your audience clear, concise, and easily actionable?

Note: You may create and establish all necessary assumptions needed for the completion of this assignment. The scenario is yours to explain.

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Strategic Communications Plan

Jason Carroll

Strayer University

COM510: Business Communications

Prof. Deborah Busby

Description

A.
What is your challenge or opportunity?

To introduce the latest Liaison Action Request (LAR) for a major boat alteration to the Navy’s 34-foot patrol craft worldwide. This will include all overseas deployed locations as well as all stateside commands. The greatest challenge in this task is trying to coordinate mission schedules with maintenance availabilities to complete the installation.

B.
Why is this professionally important to you?

This is my first opportunity to lead a portion of the project as a new manager. Both the senior military and government representatives along with my upper management will be evaluating my proposals and choices as we move through the project. Additionally, this is my first opportunity to show my fellow project members that I am capable of leading them to success.

Goal

A.
What goals or outcomes do you want to achieve with this communication?

My goal is to minimize confusion of task responsibilities, pass along the overall project goals, create good group communication regarding mission and unit requirements, and minimize delays.

Audience

A.
Who is your target audience?

The audience is the overall program manager for service team projects, senior government, and military personnel and is aimed towards the different subject matter experts (SMEs) that will be performing the alteration and installation. Also included will be the local Officers in Charge for all overseas locations, as it will take a lot of planning and coordination with them to find the mission downtime to complete the LAR.

I.
What are the professional positions of the audience members?

a. Government Contract Core personnel

b. Valkyrie program manager

c. Unit OICs (Officers in Charge)

d. Overseas Deployment coordinator

e. OPTAR manager (Operating Target, Budget)

f. Electrician

g. Engine mechanics

h. Electronics communication technician

i. Welder

j. Quality assurance/NDT coordinator

k. Supply logistician

II.
What demographic characteristics will the audience comprise?

The demographics that cover this group vary greatly. There are military personnel, white collar executives, and blue collar office and shop personnel. Given the use of technology in today’s workplace, all are well versed in communicating via email.

III.
What is your relationship to the audience?

I was previously the logistician for the shop but recently completed my bachelor’s degree and have been promoted to a Level 1 project manager. I have had constant contact with all shop personnel along with the military management because of the coordination of materials requirements.

IV.
What background knowledge and expertise does the audience have?

The service team mechanics and electricians have been working on this class of patrol craft for over 10 years. Several of the senior management for the military and Valkyrie are retired or prior service personnel. The unit OICs deal with these craft daily in an operational capacity. All have a basic knowledge of the boat system requirements.

V.
What does the audience know, feel about, and expect concerning this communication?

The senior management believes that this is a necessary part of the upgrade process. However, the majority of the shop workers and unit commanders feel that they know the boats and what it takes to work on them, so all they want are the schematics and to go to work.

VI.
What preconceptions or biases do you possess that might prevent you from building rapport with your audience?

Having spent 17 years in the military along with the past 3 years working with the shop personnel, it will be difficult to develop the fact that I am now a manager and responsible for the overall performance.

B.
What information is available about your audience?

· Preferred methods of communication

· Typical time-off patterns

· Types of humor they like

I.
What research or sources will you use to obtain information about the audience?

I plan to use my personal interactions with the audience members over the past 3 years as my source of information.

II.
What conclusions have you been able to draw about the audience?

Since they all know these boats inside and out, it will be difficult at times to keep their interest during any presentation.

C.
What tone will you use to convey your message?

I.
Is the setting casual or formal?

The setting will be formal. However, I will be trying to encourage the participants to be casual and relaxed when interacting about the topics.

II.
Is the communication personal or impersonal?

The overall goal is make this communication personal. The more I can make it relate to the shop personnel, the more they will be willing to communicate. Additionally, the more personal I make it to the senior executives, the greater flexibility they will give me and the workers in getting the task completed.

Key Message

A.
What is the primary message you must convey to your audience?

This installation has many moving parts, but if we work together and maintain open lines of communication, the task will be accomplished with ease.

I.
Is the message compelling and memorable?

The message is compelling because we have all worked on this contract for several years and our ultimate goal is to support the sailors using the boats.

II.
Is the message clear and concise?

The message cannot get any clearer than we need to communicate.

III.
Is the message aligned with your audience’s goals and needs?

Supporting the sailors and getting the job done right the first time has always been our goal.

Supporting Points

A.
What three to four points, reasons, or justifications support your message?

· Whether we are civilian employees or military personnel, the goal is the end mission and that we need precise communication for that outcome.

· Providing feedback and having open lines of communication will allow us to quickly adapt to changes and challenges in the upgrade process.

· The more information that can be gathered from each group will allow for greater foresight into possible problems and schedule issues.

I.
What research or sources will you use to obtain facts and data about your message?

I will be utilizing prior experiences on upgrades. Considering the work packages of prior jobs will help to establish possible obstacles we may face. Additionally, I will be utilizing the Navy manuals that support maintenance and upgrades to ensure all personnel are provided with the proper procedures.

Channel Selection

A.
What communication style will you employ (tell/sell or consult/join) and why?

The initial communication style that I will be shooting for is consult/join. Since there is not much that can be learned from me other than the type of upgrade that will be performed, the consult/join style will allow me to learn from the shop workers what they will need and what possible challenges they expect. I may need to utilize the tell/sell method down the line when we hit obstacles and I need to convince the upper chain of command what direction we should go (Munter, 1).

B.
What channels will you use to deliver your message, and why will they be the most effective?

C.
What purpose is served by each style and channel you have selected?

I. PowerPoint presentations—this will allow for the incorporation of picture as well as videos to illustrate the changes to be performed. Additionally, it will interface with video conferencing.

II. Microsoft net meeting or similar software to connect to offices overseas and across the country during the presentation so everyone can be on the same page. This can also serve as a good supporting action to what types of communication are expected and to the scope of the project.

III. Email updates will be sent out as required to keep everyone informed of the progress.

Action Request

A.
What is your action request?

B.
Is the action request you are making to your audience clear, concise, and easily actionable?

The call to action to maintain open lines of communication up and down the chain of command and to identify the task required by each group of employees is very clear and easily actionable.

Sources

1. Mary Munter. 2014. Guide to Managerial Communication. https://strayer.vitalsource.com/#/books/9780133558050/