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Communication Cruise Omnicom Marketing

Submitted by: Adam Hogge Salt Lake Community College COMM 1010-021-F13 December 4, 2013

Table of Contents Title..Page #1 Table of Contents......................Page #2 Executive Summary..Page #3 Project Description........Page #4 Methods.....Page #4 Conclusion.....Page #9 References...Page #10 Appendix I...Page #11 Appendix II.....Page #12 Appendix III....Page #13

Executive Summary

This report provides analysis, evaluation, and a solution to solve miscommunication in your companys workplace, not only between Kate and Mark, but to all employees in the company. If this problem is solved not only will it benefit your employees, but company as a whole. This will satisfy your clients that you serve and ultimately increase revenue for your company. We are proposing to take all departments of your company on a four day getaway cruise that involves team building exercises while they are there. When you show your employees that you value communication, and are willing to invest in them, they will be successful. This is just the foundation for solving your companys problem. After the cruise we will implement follow up meetings involving performance reviews to make sure that Kate and all employees needs are being met.

We are capable of delivering this solution on time and on a budget because we value your time and money. We have researched all possible revenues for getting you the best deal possible for your dollar and solutions to get the best outcome from your employees.

Project Description

Our group set out to accomplish miscommunication in the workplace. One employee, Kate, was very enthusiastic starting off but then started to feel that her contributions [didnt] count for anything. She felt overqualified for the job and is ready to do some serious work but they only use her to take notes for meetings, make coffee, and run errands. While on the other hand Mark, Kates boss, feels that Kate is his only problem. He has had his account representatives pick up her slack on two important deadlines she missed. She also comes in late and makes [obvious] social calls during work. If Mark and Kate could listen effectively to one another, they could alleviate each others feelings. This is part of our assignment. (Adler, Elmhorst, & Lucas, 2010, p. 56) The decision we focused on was building unity and communication through non-work-related activities. This would create more open communication and a chance to see that co-workers are not much different from each other. This will also help them find commonalities among one another. Our purpose is to solve this miscommunication and help Mark understand how Kate feels to make advanced empathetic resolutions and vice versa. If they do not have a clear understanding of each other they could form irrational conclusions that could result in unnecessary termination. Our outcome is effective because it helps to open their line of communication in a non-threatening way, creates strong ties as they work together, and forms a base to which a strong work relationship can grow and develop.

Methods To arrive at a solution that would be most effective for this problem we used the reflective thinking process. The purpose of the reflective thinking process is to follow an organized system

for solving problems (Adler, Elmhorst, & Lucas, 2010, p. 236-237). As a team we read through the case study and then applied the reflective-thinking sequence that was discussed in our communications book and completed the following at our team meetings: Defined the problem, Analyzed the problem, Established criteria for the solution, Composed possible solutions to the problem, Decided on the best solution, Implemented the solution, and Followed up on the solution. At each meeting we came prepared with material that we wanted to discuss and have completed for that day. At the end of the meeting we reviewed what we wished to accomplish for the next and what material and or information was needed for that.

Part I: Define the problem.

What is the best way to solve miscommunication in the workplace?

Part II: Analyze the problem.

1. Characteristics of the problem. There were both positive and negative characteristics of the problem. Positive Kate suggests ideas in meetings. Negative Mark feels like Kate is slacking.

Kate was excited to be a part of the company Other co-workers feel like they have to when she was hired. pick up her slack.

When Kate wants to work hard. She wants Kate feels overqualified in her current responsibility. position.

Mark wants all his employees to work Kate feels taken advantage of by her coeffectively. workers.

2. Stakeholders There are many people that are impacted by miscommunication between Mark and Kate. These stakeholders are the following: the owner of the company, Mark, Kate, other co-workers and the clients. 3. History

There are examples of problems that have happened in the past that we can learn from to help us solve the current problem of the company. Examples in history of problems and their outcomes are: Julius Caesar, and the budget crisis of 2013, when the government shut down. These are just a couple that we can learn from, but there are more.

4. Policies and Politics

Both Mark and Kate can address their concerns at a performance review. Mark can cover company policies and professional requirements. Kate can voice her concerns about feeling overqualified, taken advantage of, and the inappropriate comments and jokes being made about women. They can then have open discussion about the problems and come up with solutions that they can each work on.

5. Resources available.

Resources that are available to our team to assist are the following: communications literature, peers, friends, co-workers, family members, and online sources.

Part III: Establish criteria for a solution.

Our general goal is to solve miscommunication in the workplace. The seven criteria that we choose for our solution are: innovative, practical, promote cohesiveness among everybody, recognize team and personal goals, involves negotiation to resolve conflict, enforce workplace dignity and costs less than $1,500 per person.

Part IV: Compose possible solutions to the problem.

The dozen solutions that we brainstormed were: See Appendix III.

Part V: Organize.

We brainstormed a dozen possible solutions and as a group, eliminated solutions that would not be possible, had duplicates, and similar ideas and then we choose our top five. Our top five: Survivor theme (from the TV show), four day get away, quarterly seminars, parties that include bringing families, follow up luncheons and work competitions.

We created a chart that listed all our criteria by each individual solution that was chosen and on a scale of 1-10 rated them. See Appendix II.

The solution that we choose was the best fit because it involves taking all employees, both men and women, on a four day gateway. We will incorporate a survivor theme, by having the employees take part in team building exercises throughout the retreat. Those team building exercises will be completed at each port. The exercises we have chosen are: Coin Logo, Survivor Scenario, Kayak Race and Puzzle/Maze.

This is just the stepping stone to help establish communication between Mark and Kate and all employees. After the cruise, follow up luncheons and performance reviews will need to be incorporated.

This solution excels over the other solutions that we proposed because it shows all employees, not just Mark and Kate, that the company finds knowing how to communicate together effectively important. You are investing time and money into them because they are worth it.

Negative consequences: Not having passports, employees getting sick, flight and cruise delays, sexual harassment and drinking and employee participation. We will give employees enough time to submit and receive passports (cost is included in budget). There are medical personal on the cruise ships to assist in sickness. We will book flights early to give enough time for any delays. Company policy will be enforced to prevent sexual harassment, drinking, and gambling. The cruise line chosen is family-friendly and should help with prevention of partying. Finally, we will encourage employee participation by having prizes and answering questions and concerns.

Part VI: Implementation

We plan to implement the solution by assigning tasks to each team member that need to be completed by February 2014 to go on the cruise that will depart March 31st of 2014.

The cost per person will be roughly $530 that includes roundtrip airfare and cruise. Cost of activities will be covered by our consulting firm.

We plan on doing the following: getting plan approved by CEO, contacting the cruise line and transportation services to coordinate pricing, contact the company to get

employee demographics to make sure they are no problems that would prevent employees from coming and participating, and finalizing the trip by booking cruise line and airfare.

Conclusion

In order to help your employees learn to communicate better, we will be sending them on a four day cruise. While they are on the cruise they will be doing team building exercises to learn how to communicate with each other and be able to show their strengths as individuals. They will learn that they must work as a team in order to complete their tasks and that every member is important. They will also have the opportunity to get to know and understand each other. This will help their relationships and in turn help the communication between the co-workers. It will be a business trip and the employees will be expected to act in a professional manner. This will help keep things under control and represent the company well. The cruise will be followed up with performance reviews and luncheons, which will help ensure Kates problem will be resolved. Our consultant firm is the best fit for the solution for your problem. We will help the long term communication in your workplace instead of just the immediate issue.

10 References Chowdhury, R. 10 Quick and Easy Team Building Activities. ( 2009, Sep 2). Retrieved November 20, 2013, from Huddle Web Site: http://www.huddle.com/blog/team-building-activities/ Adler, R. B ,Elmhorst, J. M , Lucas, K. (2013). Communicating at Work: Strategies for Success in Business and the Professions. 56, 236-237. New York, NY: The McGraw-Hill Companies. My Top 10 Favorite Challenges of All-Time. (2013, June 3). [Web log comment]. Retrieved 11-22-2013, from Survivor: From a Fan's Perspective Web Site: http://survivorinsider.blogspot.com/2013/06/ Select Flight. (n.d). Retrieved November 20, 2013, from Southwest Airlines Web Site: www.southwest.com West Coast Getaway with Catalina Island . (n.d). Retrieved November 20, 2013, from Princess Cruises Web Site: http://www.princess.com/find/cruiseDetails.do

11 Appendix I Team Contract

Develop Relational Norms

Develop Task Norms

Assign Task Roles

Assign Relational Roles

Team Contract Analysis

1. Make the time to participate 2. Have no distractions (cell phones, etc.) 3. Be flexible 1. Meetings wont be more than 60 minutes 2. Everyone will come prepared with material before meeting. 3. All decisions will be unanimous. Negotiation will be used if needed. 1. Facilitator- Breanna 2. Time Keeper- Adam 3. Procedural Monitor- Mikayli 4. Initiator- Tran *All others applicable to everyone 1. Gatekeeper- Tran 2. Harmonizer- Adam 3. Enforcer- Mikayli 4. Treats- Everyone M.B, B.H, T.P, A.H

12 Appendix II

Potential Solution Comparison Chart 2-3 Day get-away 5 5 5 5 3 5 5 33 Quarterly Seminars 2 5 3 4 1 1 5 23 Work Parties 4 5 5 2 1 3 5 25 Follow up luncheon 3 2 5 5 5 5 5 30 Work competitions 4 5 1 1 1 5 5 22

Criteria Innovative Practical Promotes Cohesiveness Recognize Goals Negotiation Work Place Dignity >$1,500/Person Total

Survivor 5 4 5 5 5 5 5 34

13 Appendix III Compe tition

Bingo Interve ntion

2-3 Day Cruise

Motivatio n to Work Harder

Birthday Parties

Award Ceremon y

Work Parties
Transfer

Survivor, Team building

Solutions
Secret Santa

Get to know each other

Service Project

Interview Frequently

Get to know each other

2-3 Day Retreat

Indivi dual Ideas

Take Turns in Meeting