ITC 493 Assignment 2 Task 2 Chapter 10

Q4: Review the following scenarios, and then write a paragraph for each one describing what media you think would be most appropriate to use and why. See Table 10-2 for suggestions. (Chapter 10, Exercise 2, page 419)

a. Many of the technical staff on the project come in from 9:30 to 10:00 a.m. while the business users always come in before 9:00 a.m. The business users have been making comments. The project manager wants to have the technical people come in by 9:00, although many of them leave late.
b. Your company is bidding on a project for the entertainment industry. You know that you need new ideas on how to put together the proposal and communicate your approach in a way that will impress the customer.
c. Your business has been growing successfully, but you are becoming inundated with phone calls and e-mails asking similar types of questions.
d. You need to make a general announcement to a large group of people and want to make sure they get the information.

A:
For scenario “a”, if the technical people could arrive on time, meeting is the best media for this scenario’s communication, because the technical people could discuss the project with the business users face to face, and both of them could understand each other easily. The technical people could make response to users’ questions immediately. And the technical people also could understand users’ requirements better. This is good for developing the project. Therefore, the project manager should try his/her best to ask the technical people arrive on time.
But if the technical people could not arrive on time, then we choose phone call as another communication media. Although it is not as good as meeting, it is still useful for technical people and the business users to exchange information. When business users come, the project manager should answer their questions to the best of his/her ability. If the project manager couldn’t answer the questions, then he/she records users’ questions and requirements. When the technical people arrive, ask them ring users to answer their questions, or in terms of users’ requirements to change the system.

For scenario “b”, meeting is the most appropriate media to use. Now, I need some new ideas, or some suggestions. Brainstorm is the best way to get them. It means these ideas or suggestions should come from many people. Therefore, meeting is the most appropriate media.

For scenario “c”, web site is the most appropriate media to use. Since these phone calls and e-mails asking similar types of questions, then their answers should be similar. Using web site to publish these familiar questions’ answers, and asking users or customers to look through the web site to find their questions’ answers, it will reduce my energy and time.

For scenario “d”, e-mail is the most appropriate media to use. Since I only make a general announcement and will give it to a large group of people, e-mail is the easiest way to do it. I can send group e-mails to many people, and use e-mail receipts to make sure all people get the information.