Challenges in Team Communication Questions

Question One

Businesses require management teams to devise an effective communication system in which holding meetings twice a month played a significant role in managing the business. These meetings enabled them to stay in touch with shop management teams and the smooth running of duties. Also, business meetings provided an exquisite environment for teamwork in which goals were set, and ways of achieving management objectives were devised. Urgent matters were discussed and solved by using emails, texts, and phone calls. Phone calls, texting, and emailing were considered cheap, fast, and convenient, for the improved efficiency and productivity of the business through attending to important matters of management.   

Additionally, they held retreats twice a year. These retreats enabled management teams and employees to meet to discuss various plans on better ways of developing their business. Furthermore, retreats were effective in connecting employees and their employers for purposes of sharing more ideas and opinions to improve better decision making.  Another communication strategy the business incorporated was expo-meet, which was conducted once a year. The expo-meet brought together existing and potential suppliers, designers, and artisans to discuss requirements and trends as well as showcasing their exhibits for appreciation for management. Also, talks, meetings, seminars, and exhibitions held in expo-meet maintained ties with all stakeholders in the organization.

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Question Two

Failure of members not attending meetings encouraged Stephanie to suggest the use of video conferencing, especially the use of Skype. The management team realized that the use of Skype was effective, and traveling costs were lowered, which saw an increase in profit margin, and many tasks were executed. Additionally, time was saved, which enabled employees to dedicate their skills and abilities to maintain the organization’s productivity and wellbeing. Also, Skype-enabled management teams to incorporate the shop’s staff on a rotational basis to ensure everyone was included in sharing ideas and opinions for better management of the business. However, loopholes started to emerge after a few weeks as members’ comments and feedback lowered in Skype, which was not the case in face-to-face meetings. The new shop staff was experiencing hardships, and miscommunication was evidence that led to the loss of significant order for the business, as was noted by Helen. External relationships were affected as confusion arose on those addressed and given responsibilities as Skype meetings were not vibrant.

Question Three

Technology-based communication encompasses the use of the internet, multimedia, emails as well as audio and video-based means of communication to improve interactions and mingling of employers and employees in business organizations in which they need to be tapped to achieve maximum effect during management. The best way to improve technology-based communication is by creating awareness and educating employees on various types of communication technologies and their uses. The management ought to support mobility by distributing company-issued mobile devices, which will aid in scheduling jobs, sharing information as well as encouraging constant communication with members.

Conversely, the management should mind their messaging platforms and device a centralized app in which all messages can be analyzed and directed to legal teams, as this will help in simplifying communication. Additionally, leveraging management software and platforms encourages collaboration and delegating of responsibilities through bridging communication between management and stakeholders. The management ought to install anonymous feedback software which shed light loopholes and find solutions on conflicts arising from leadership as well as improving motivation to employees. Another way to improve technology-based communication is through monthly question and answer in webinars as this will have the effect of reducing mistakes and misunderstanding through inquiring and getting instant feedback.