HiFli Recommendation Memo

¶ … Fli Communications Memo

Communication is the most important part of any business, because it provides the platform for integrating all individuals and departments to achieve their collective best for the company as a whole. The company who survives longest is the one in which communications are optimal. There are two important components that must be kept in mind when a business seeks to improve its communication processes:

Those who communicate are human;

Technological tools can enhance the communication process.

To improve the human component of communication, it is important to recognize that human communication occurs on more than one level: workers communicate on an interpersonal level, which could often involve conflict; workers also communicate with their superiors, which might result in less conflict, but could be less than optimal because of the barriers between the levels of superiority; finally, the leaders of the company communicate with each other to make strategic decisions and steer the company in the right direction, as well is with their subordinates to manage the operations of the company.

All these types of communication occur among human beings. It is therefore important for all persons at all levels of the company to be aware of effective communication strategies, as well as how to handle conflict and make effective strategic decisions.

To accomplish this, my first recommendation is a communication training course for employees and superiors. The communication course for employees should include components such as effective interpersonal communication; conflict management; and communicating effectively with superiors. In terms of the final component, employees will also be coached in activities to enhance creativity and presenting their ideas to management in such a way as to ensure the benefit of the company. As a whole, employees will be made aware of their specific role in the company, and how communication can help to make each position optimally meaningful to both the company and the employee involved.

This training is estimated to occur in a number of seminars, each to last for about 8 hours; in other words, one working day each. To ensure that no work hours are lost, training could occur over weekends, or training could occur for two hours at a time after hours. Another option is to provide training for only half the workforce at a time, during which the other half can then handle some of the extra workload. It is suggested that employees be consulted for the option that will best suit them. In addition to work hours, the estimated cost of each training session includes training materials and catering. Training materials will consist of a module and writing materials, estimated at about $100 per employee. To provide for catering, a one-day session for each employee is estimated at about $200 per employee, which will result in a total of $300 per employee. If training sessions are divided into 2-4 hours each, to occur at the end of the work day, the catering costs could be significantly reduced, as beverages with snacks will probably be sufficient. These are estimated at about $50 per employee, which would translate to $150 in total per employee. Costs could also be saved by giving employees a choice between more shorter sessions and fewer longer sessions if a consensus cannot be reached about which option best suits everybody.

This training is vital, because my experience at HiFli has revealed to main challenges to me: 1) Many employees have very good ideas, but are afraid to talk about these to their superiors, because of the level barrier and also because they fear their ideas will not receive due consideration. 2) Interpersonal communication often results in conflict and bitter feelings, which can be much more effectively ironed out by good communication strategies. Conflict that is not dealt with tends to detract from the company's operations and ultimately creates the potential of revenue loss. It is therefore vital that our employees learn to communicate effectively not only with their superiors, but also with each other. Effective interpersonal communication will also stimulate the creative process much more effectively, which will help us to meet industry challenges like the ones before us now. The strength of a company is in its employees. The strength of employees is in their communication skills.

For managers, the suggestion is a number of initial meetings on a weekly basis to discuss the results of employee training and the way forward for the various communication components that will be optimal for the company. It is suggested that these meetings be held for one hour per week for four consecutive weeks. Thereafter, regular meetings could be held on a bi-weekly or monthly basis. These meetings should include various components: 1) the company's strategic plan for the immediate future; 2) the strategic plan for the long-term future; 3) Strategies to communicate these plans to employees; 4) Soliciting creative employee ideas to meet industry challenges; 5) Choosing the best ideas provided by employees; 6) Rewarding the ideas.

The cost of these meetings should cover printed materials for the board members, as well as beverages and snacks. The total is estimated to be around $250 per delegate.

My experience at HiFli has been that, in addition to the level barrier and due consideration for their creative ideas, employees tend to feel underappreciated once their ideas are indeed accepted. This can be remedied by a reward system. Teams can be assembled to work on each particular challenge. The team with the best or most cost-effective solution can then be rewarded in any of several possible ways, to be discussed during board meetings. This could include a paid weekend retreat for team members and their families, a financial reward such as a merit bonus, or promotion for team leaders. The way in which these rewards are communicated should motivate employees to be at their most creative.

Finally, the technological component of communication is also important. While all employees have computers, email, and the Internet, there is no company-wide system for communicating among employees. Although there is a public Website that explains the company's goals and mission, an intranet system can be useful in terms effective communication. A company Website that contains information about employee positions, the way in which these positions benefit the company's goals, and the various work descriptions of managers, among other information, can be useful in terms of helping employees understand the benefits of their work more clearly. This can contribute greatly towards employee motivation.