Weighting

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Learning outcome

2 Identify, analyse and create different types of communication commonly used within organisations.

Instructions

Complete and submit your assessment according to the Open Polytechnic’s Assessments webpage. This includes information on academic integrity, formatting, word limits and referencing.

• Include your name, student number and the assessment number.
• Number your pages.

Submission

• Submit your assessment in one file.
• Submit your work through your iQualify course.
• Emailed assessments will not be accepted.
• You will receive an automated notice advising you of your successful submission.

By submitting your assessment, you confirm that it is your own original work.

Choose one of the following scenarios that best fits your own situation. Use this to complete the tasks below.

Scenario 1

Think of a scenario within a workplace you know well that involves significant change (for example, a significant change to work practices). As a member of the transformation team, you are required to communicate the background and implications of this change to staff within the organisation.

Scenario 2

Management in your organisation has agreed to move to a records management database, where previously the records of the organisation have been listed using Excel. You have been selected to be part of the project to transition to the new system, particularly in ensuring staff acceptance of this change. Not all staff are convinced of the benefits of moving to a new system and some are set in their ways, preferring to stay with Excel. They are unaware of its limitations for records management (such as limits to search functionality). As a member of the change team, you have to communicate the need for this change and explain what will be involved to affected staff within the organisation.

Task 1: Identify and analyse different types of communication

Based on your selected scenario, write a communication plan to discuss how you will be communicating this change. In your communication plan, include the following:

a.

A brief introduction about the (fictional or real) organisation and the change that is required. Include the key issue(s) to be communicated and describe the purpose of the communication and the audience.

(Word count guideline: 150 words)
(15 marks)

b.

A discussion on why an organisation needs to communicate clearly with staff. Include the following in your discussion:

• Why is it necessary to communicate clearly with staff? Explain why a digital staff pānui (newsletter) can be used as an effective communication tool for sharing details of significant changes.
• Suggest three other communication tools that could also be used for effective staff communication (you will use one of these for Task 2). Consider the strengths and weaknesses of each approach.
• Analyse the effectiveness of each of these approaches in relation to the communication theories and models you have learned about in the course. What opportunities are there for staff feedback? Why could staff feedback be useful?
• Provide support for your suggestions using your background reading. Use the APA 7th edition format for your in-text citations.

(Word count guideline: 700 words)
(25 marks)

Task 2: Create different types of communication

a.

Create a message suitable for a digital staff pānui (newsletter) to communicate this change to all staff. State the intended audience at the top of the message.

(20 marks)

b.

Create a second type of message (for example, letter, email, memo, blog post, social media page, mock-up webpage design, audio or video clip, and so on) to communicate this change to a more specific audience. State who the intended audience is at the top of the message.

(20 marks)
(Word count guideline: 800 words)

Note: Remember that the focus of this assessment is on the communication and the tools you will use to inform those affected.

c.

Explain how each communication would convey the necessary information effectively. Identify which one works best for staff to refer back to later.

(Word count guideline: 150 words)
(10 marks)

Writing and referencing

Writing is clear, concise, and correct.
All readings and research sources are quoted and cited accurately, using the correct APA 7th edition format for in-text citations and references. Provide a full reference list at the end of your assessment, which includes course materials used.

(10 marks)