Unit 4: Individual Project

Carlene Baines

March 22, 2023

Dr. Kimberly Paul

Table of Contents

My Understanding of Communication (Mind Map) 2 Best Communication Platform for Walmart Stores 2 Advantages of Electronic Communication: 3 Disadvantages of Electronic Communication: 3 Advantages of In-Person Communication: 4 Disadvantages of In-Person Communication: 4 Compare and Contrast Written and Oral Communication Methods 4 Individual Communication 6 Group Communication 7 Communication Channels 8 Company synopsis 9 Management’s philosophy on employee communication 9 Goals of the communication plan 10 Target audience characteristics 10 Communication tools 10 Communication channels 11 Crisis Communication Plan 11 References 13

For Walmart Stores, the best platforms for communication are virtual and face-to-face. For virtual platforms, Walmart Stores could use video conferencing, instant messaging, and email to communicate with employees. This would allow quick and easy communication across different time zones and locations. For face-to-face communication, Walmart Stores could use regular staff meetings, conferences, and seminars to communicate with employees (Walton, 2020). These types of communication allow for more in-depth conversations and discussions and allow employees to ask questions and get immediate answers. By utilizing virtual and face-to-face communication platforms, Walmart Stores could communicate more effectively with their employees, regardless of location or time zone.

1. Cost-Effective: Electronic communication is much more cost-effective than in-person communication. By using electronic platforms, companies can avoid the expenses associated with travel, such as hotel and transportation costs. With video conferencing, companies can save money renting out a physical meeting space (Mazgaj et al., 2021).

2. Speed: Electronic communication is much faster than in-person communication. With instant messaging, emails, and video conferencing, companies can quickly communicate with employees, regardless of location or time zone.

3. Convenience: Electronic communication is much more convenient than in-person communication. With electronic platforms, companies can communicate with employees without meeting in person. This saves time and allows for more flexibility in scheduling.

1. Lack of Non-Verbal Cues: One of the most significant disadvantages of electronic communication is that it lacks the non-verbal cues that can be important in communication. This can lead to misunderstandings and confusion, as it can be challenging to read the tone of a message when it is sent electronically.

2. Security: Another disadvantage of electronic communication is its lack of security. Emails and instant messages can be intercepted, and video conferencing can be hacked. This can lead to sensitive information being leaked, which can be damaging to a company's reputation.

3. Technical Issues: Electronic communication is also prone to technical issues, such as connectivity issues, slow response times, and system crashes. These types of issues can lead to frustration and delays in communication.

1. Non-Verbal Cues: One of the most significant advantages of in-person communication is that it allows for the exchange of non-verbal cues, such as facial expressions and body language. This helps clarify communication and ensure that everyone is on the same page.

2. Personal Touch: In-person communication allows for a more personal touch. It allows employees to build relationships and trust, which is essential for successful communication.

3. Clarity: In-person communication also allows for more clarity. It allows for in-depth conversations and the ability to ask questions and get immediate answers. This helps ensure that everyone is on the same page.

1. Cost: One of the most significant disadvantages of in-person communication is its cost. Companies must pay for travel expenses, such as hotel and transportation costs. Companies may have to rent out physical space for meetings.

2. Time: In-person communication also takes up much time. Companies must arrange for employees to travel, and meetings can take hours, which can be inconvenient and time-consuming.

3. Unnecessary Meetings: In-person communication can also lead to unnecessary or unproductive meetings. Employees may feel obligated to attend meetings, even if the topic is irrelevant or essential, which can waste time and resources.

Written communication is the exchange of written messages or documents between two or more parties. It is typically used to communicate over long distances, as written messages can be sent quickly and easily. Written communication is commonly used for business communications, such as emails, memos, letters, and reports. Oral communication, on the other hand, is the exchange of information or ideas by speaking. It is typically used for short-distance communication, as it is much more difficult to communicate over long distances. Oral communication is often used for meetings, presentations, and interviews.

The main difference between written and oral communication is how the information is conveyed. With written communication, the message is written down and then sent to the intended recipient. With oral communication, however, the message is spoken directly to the recipient (Anurudu & Koroye, 2023). Written communication is typically more formal and is better suited for conveying detailed information. Oral communication, on the other hand, is typically more informal and is better suited for conversations or discussions.

Written communication has several advantages over oral communication. It is generally more efficient, as written messages can be sent quickly and easily. It allows for a clear record of the conversation. On the other hand, oral communication has the advantage of allowing for more immediate feedback and interaction. It allows for more personal interaction, as the conversation can be tailored to the specific situation.

Individual Communication

Email to the Sales Manager

Hello Mr. Hillary,

The wait is over; free shipping is here! Walmart's management has passed a new directive to introduce a new service to its esteemed clients. The organization is launching free shipping services to all clients shopping in its online stores. This service has come at a time that it is needed most. Free shipping is expected to be the game changer. Walmart wants its online clients to feel appreciated and considered as part of the organization.

Free shipping is an upgrade of the quality of the organization's aftersales services to its clients. It is a service upgrade—free shipping on all orders reaching a specific target all day. Initially, the organization offered delivery services to clients at their own cost. Based on the organization's projections and goals, Walmart intends to motivate its customers to buy more regularly to improve sales volume and profitability. The service upgrade also provides a better competitive advantage to the organization. It is maintaining as the industry leader means being the pacesetter. It means taking risky strategies before any other competitors do. Walmart is passionate about the service.

Here is how it will be implemented. Free shipping services will be provided for all clients who shop for our products costing more than $1000. The good part is that the system will automatically charge nil dollars for any products ordered above the minimum set amount. Another criterion will be allowing clients to subscribe monthly or annually to our premium services on the website, where any product bought online will be shipped freely. Free shipping service is set to be launched officially on April 1, 2023. In doing this, the organization expects you to deliver this: inform the sales team about the new service, train and educate them on the importance of the service, select members of the sales team who will operate the program, prepare a detailed regular report on the progress and performance of the service, coordinate events and systemic process of the program before and after launching and plan for the launch of the service. I wish you good luck!

Regards,

Chief of Staff, Walmart.

Group Communication

Memo to All Staff

To: All Staff

From: Chief of Staff

CC.: Sales Manager

Date: March 15, 2023

Subject: Introducing Free Shipping

The wait is over; free shipping is here! Walmart's management has passed a new directive to introduce a new service to its esteemed clients. The organization is launching free shipping services to all clients shopping in its online stores. This service has come at a time that it is needed most. Free shipping is expected to be the game changer. Walmart wants its online clients to feel appreciated and considered as part of the organization.

Free shipping is an upgrade of the quality of the organization's aftersales services to its clients. It is a service upgrade—free shipping on all orders reaching a specific target all day. Initially, the organization offered delivery services to clients at their own cost. Based on the organization's projections and goals, Walmart intends to motivate its customers to buy more regularly to improve sales volume and profitability. The service upgrade also provides a better competitive advantage to the organization. Operating as the industry leader means being the pacesetter. It means taking risky strategies before any other competitor. Walmart is passionate about the service.

The organization is expecting these new changes sooner. Walmart intends to launch the service on April 1, 2023. The company expects everyone within the organization to be receptive to the program and help the organization to roll out successfully. Every person within the organization has a role to play in this. Some will be delegated direct duties to facilitate the smooth operation of the program, such as front-line services to create awareness physically or virtually. Each department manager must disseminate more information and directives to their respective teams. Let everyone brace themselves for this because we are a family and must soldier on together. Thank you all!

Regards,

Chief of Staff.

Communication Channels

Passing the information to all staff requires a different channel and view from the individualized. One evident difference is that writing to a larger group requires more general language yet is more formal than individualized one (Osmanović et al., 2021). Also, the channel is more formal for a larger group than the one used for the sales manager. The email to the sales manager is more detailed and uses more straightforward and specific language than the latter. The roles and duties expected in facilitating the service are more specific to the sales manager because it is a one-time message. The email is action-oriented compared to the memo, which creates awareness among all employees. That is why the memo does not include specific responsibilities but rather informative information detailing the importance of the service and further directions to be released later at the departmental level.

Email is a suitable formal communication channel, especially when a few parties are involved. It allowed the chief of staff to personalize the information and maintain the message, theme, and timeline (Sabbagh, 2021). On the other hand, a memo is a perfect and ideal channel for passing generalized organizational information or directives to a larger audience. It is less costly and quick. Also, it provides an opportunity to relay the information online and in written records that can be pinned on the noticeboards for everyone to see (Osmanović et al., 2021). However, both emails and memos complement each other because they are formal and effective channels reliable for organizational use.

Company Synopsis

Walmart is the world's largest retailer. Everything is there. It sells groceries, furniture, non-food products, bakery, dairy products, and electronics, among other household needed products. It is the industry leader and operates nearly everywhere in the US, and other units are managed internationally. Due to its growth and dominance in the ever-growing retail industry, Walmart is the world's largest employer among privately owned and operated corporations. As of 2022, Walmart had close to 2.3 million employees across the globe. It is an equitable employer with diverse teams. Managing an entire team is no small feat. Nevertheless, over time, Walmart has developed a communication system that easily, efficiently, and promptly manages and passes information to all its US and international employees (Chahria, 2021). Its communication systems and strategies are undoubtedly outstanding in reaching all its employees and customers.

Management's Philosophy on Employee Communication

Communication is an invaluable skill for Walmart. Creating and enhancing good communication strategies and channels improves the brand's chance of consolidating its teams and succeeding in rolling out essential projects. Without good communication philosophy, Walmart's employees will not take necessary actions and decisions or understand the urgency of the activity as needed (Chahria, 2021). Walmart has a sophisticated interactive communication method for its employees and internal stakeholders. Interactive communication is the brand's most effective communication method for sending real-time information. It is a face-to-face communication method where the management receives real-time responses and feedback from the juniors to understand their perspective and thoughts. A big corporation like Walmart requires a sophisticated communication philosophy where urgent and essential information can be relayed swiftly because bureaucracies and disconnections can cause many issues. Primary tools used under this philosophy include phone calls, conference calls, meetings, video calls, and workshops.

Target Audience Characteristics

Walmart is a diverse and inclusive employer. It offers unbiased information for all Americans and foreigners regardless of their differences. Women have taken leadership in Walmart. Minority groups are also incorporated, and the foreign workforce is allowed at the negotiation table. At Walmart, everyone is treated with dignity (Schirnhofer, 2022). It is evident in the communication method that the organization embraces. An interactive communication channel means that the top management of Walmart understands and respects the juniors' views. That is why the organization prefers face-to-face communication to offer an opportunity for the employees, especially the frontline ones, as they have more to share because they are in direct contact with the customers than the management.

Communication Tools

Communication in Walmart is classified based on the urgency and importance of the information intended to be passed. Several communication tools are used, including but not limited to meetings, phone, video, conference calls, retreats, emails, memos, and reports. Meetings and calls are used when the company wants to pass on urgent information requiring immediate response or actions. The organizers intend to eliminate any blame games or accountability in the name of delayed information (Pandey et al., 2021). However, the organization prefers to have its junior employees use emails and reports to communicate their concerns, ideas, or views. Subordinates can engage any manager through interactive communication or write a report, if not a mail (Schirnhofer, 2022). Giving feedback is encouraged in the organization regardless of the job rank or level. Delaying information or feedback to the point of impairing performance is taken as unethical and unacceptable in the organization.

Communication Channels

How about relaying information to its international employees and customers? Walmart uses both push and pull communication methods. Both push and pull methods are not face-to-face communication channels. However, they are reliable means by which the organization swiftly sends information to the target audience without needing immediate or direct response (Pandey et al., 2021). Push methods used in Walmart include letters, memos, reports, and emails. Using letters, memos, reports, and emails allows the organization to reach its far working employees without inconvenience directly. On the other hand, pull communication channels are suitable for reaching a large audience with only sometimes essential or timely information about the organization. Pull communication channels primarily used include Walmart's website, knowledge repository, and bulletin board. These channels are informational. They help reach people that the company management needs help to reach directly.

Crisis Communication Plan

Like life, successfully running an organization as big as Walmart is not a bowl of cherries. Sometimes, outcomes need to match the plans or projected performance. Sometimes, actions and plans need to be revised. Still, it is the role of the management to communicate about the performance to their employees, customers, and other key stakeholders without ruining their relationships. Communicating a crisis or bad news requires a particular skill set and language to soothe people, as the main point is likely to meet resistance (Coombs & Holladay, 2022). Only some people can be okay with being told they are getting laid, demoted, or transferred to a new location. Customers need help handling information about increasing prices, out-of-order stock, or lost packages.

Unpleasant news messages should be delivered bluntly, indirectly, and tactfully. No one wants to receive information from someone who is not emphatic. Words should be precise to deliver the correct message, but the tone and language should be blunt. When delivering crisis news, the management should be willing to clarify and go beyond to guide the employees or customers on why it happened that way and what the company will do to ensure they are not disadvantaged. Challenging situations require more trust and integrity than ever (Coombs & Holladay, 2022). It requires the company to commit better and assure the targeted audience that they will sail together no matter what. Lastly, delivering crisis news requires the company to position itself safe legally to navigate any liability that could arise from potential negligence or guilt.