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Group Communication
One of my main tasks at work is to transcribe the minutes of the weekly departmental meetings; thus, since my report requires me to present the minutes of the meeting in a concise, yet organized, form, I use the organizational strategy or method of writing. In the organizational strategy, I take into account how the information is presented in a document -- in my case, the minutes of meeting for the department. According to Chandler (1995), the organizational strategy involves dividing the information in the document into three main divisions: the introduction, body, and conclusion.
In the organizational strategy, these three divisions are specified further. The introduction becomes the part where the "major point" of the document is stated. This part may be likened to the 'lead' of a journalist's news article...
The second part of the document, meanwhile, contains additional information or a "reinforcement" of the primary message stated in the introduction (first part of the document). Thus, in my case, the second part of the document includes the resolutions and background information given by the department members concerning the agenda of the meeting. Background information may include the history of the problem discussed, or the process used by department members to formulate the resolution to the problem. Lastly, the last part of the document includes the resolution itself, as well as a summary of the previous discussion stated in the body of the document.
Chandler, F. (1995). Fundamentals…
The organizational strategy that I use in communicating with the other department members in the workplace influence the way I think or construct ideas and information when it comes to processing and using them in decision-making processes with the organization. This belief that written communication (or any form communication, for that matter) has influences and affects the way we think is based on the principle that "All Messages Have a Content and a Relational Dimension" (Adler, 1998:19). This principle is divided into two components: the content and relational dimension of the message given to another communicator/s.
The content of a communication message includes the written message itself (in my case, the content of the minutes of the meeting document). However, the content of the message may be affected by its relational dimension, perhaps considered the most important element of a non-verbal message. This relational dimension is manifested by the kind of tone and style used by the communicator. Combining these two components: the recipient of the communication message can formulate or structure the 'mood' of the document, which, in turn, affects his/her impression of the source of the communication message. Thus, in my case, using a formal tone and organized writing style in composing business documents allows me to evoke a business-like and professional image to other people (communicators). This example shows the power that communication, particularly writing, plays in creating images and handling impression management in a diverse workplace environment.
Adler, R. (1998). Interplay: The Process of Interpersonal Communication. Fort Worth: Harcourt Brace College Publishers.
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