Persasive Memos and E-Mails Why

Persasive Memos and E-Mails

Why employees should adopt a more active approach to communication

In the organizational frame, communication represents the basis for performance. However, there are instances in which the communicational process is short-circuited by two different sets of factors. In order to render communication effective and more active, special care has to be given to detect such noise, whatever the source, and eliminate it.

Factors determining passivity in the communication process

The focus on a personal agenda is one of the main barriers in the communication between departments. Members of each team keep in mind their personal interests and objectives, or those of their own department, and fail to listen what the others have to say. This leads to a limited perspective of the respective teams regarding the overall mission and strategy of the organization, and to a decrease in performance due to duplication of processes and lack of synergy. The impact on the organization is negative.

The second barrier that can be identified within our company refers to differences in perception between different departments, different working environments. Each workgroup develops a set of expectation from co-workers and a collection of internal communicative habitudes. The impact of this state of things on the organization is also negative, as it encourages the coagulation of isolated groups and their separation through walls, leading to a poor overall internal communication.

Action course to stimulate active communication

Barriers can be overcome through strong leadership and support of the change process and employing open communication at all levels of staff, encouraging interaction and feedback by open communication I mean initiating frequent discussions, involving employees in all areas of change and giving time and attention to employees' mental and social needs.

2. There are four major guidelines that have been respected for the writing of this memo, concerning both the form and the content. As far as the form is concerned, the sections of the memo have been highlighted by headings in the informative style, making them easy to read. Also, the design includes a sufficient amount of white space and visual variety (Business Administration), making the document visually appealing.

Second, regarding the structure, the memo is divided into three parts: opening, content and close. The opening introduces the subject, clearing the who, why and how of the discussed argument and representing the introduction to the theme. The content presents two arguments clearly, discussing the negative implications of both. The close brings a suggestion regarding the possible course of action aimed at improving the current situation, representing at the same time a demand, the scope of the memo.

Third, as far as the technical aspects of writing are concerned, each paragraph represents a distinct idea. From a semantic perspective, each paragraph is a distinct unit of the structure. The subject of each paragraph is introduced by the thesis statement, and is further supported by arguments.

Last, but not least, transitions between ideas are marked by clear road signs, represented by link words that clarify the relationship between parts (Bowman). This leads to a clear understanding of the logic that stands at the basis of the memo, giving suggestions about the position and attitude of the author and shedding light on the sequence of arguments.

3. The memo is ethical because it encourages open communication, characterized by the lack of ulterior motifs or personal agendas, thus eliminating possible sources of lies or half-truths, rendering the process moral (Mazur). The memo addresses the problem of communication within the organizational frame, but, at a deeper level, it has implications on the values shared by employees, on the organizational culture.

Attempts of influence are omnipresent today. Each person is surrounded by messages that suggest a certain behavior or try to induce change at a certain level, through different tactics. Freedom of choice is a desiderate far from reach at present. While one might think he makes decisions independently, without exterior influence, he finds himself conditioned by numerous factors that limit his options or determine a certain behavior.

Societies today, and especially Western societies, are groups of people that influence, persuade, demand, request and manipulate each other to reach desired aims. All relationships are negotiations, give-and-take transactions. The present environment is extremely dense with influence attempts. The need for an ethical view in inherent. But ethical issues are especially complicated because the boundaries and variables are fluid and highly subjective. Usually, psychological determinants and restrictions to freedom lie, mostly, in the minds of those who are being influenced. Influence is not coercive by nature, hence the difficulty to establish any clear determinations. Pronouncements of right and wrong become a tough challenge and an open subject for debate.