Question

Tonya works in a small office with a staff of seven (7) people. The staff includes a physician, a nurse, four (4) administrative employees, and one (1) technician. The office has recently changed its record release policy. Tonya has been asked by her supervisor to instruct the entire staff on the new policy. Tonya is unsure how to begin.
Create a list of the different methods or ways that Tonya could communicate the new policy to the staff members.Consider Tonya’s audience and the possible communication barriers she may encounter. Describe how she should overcome the barriers you identify.Explain which communication strategy you recommend to Tonya and why.

Answer 1

List of Communication Strategies for Tonya:

(1) Personal Communication: Tonya could present the new policy to the staff face-to-face. By using this method, she can make use of slideshow presentations or any other visual aid to get the point across. She can also hear feedback and questions for clarifications immediately since she is personally introducing the policy to the staff.

(2) Phone Conversation: Tonya could also opt to take advantage of technology and use phones to communicate the new policy to the staff. This method will be useful if not all of the staff can be present to attend the face-to-face orientation. This option will also be convenient for all parties, and Tonya can still make use of video calls to illustrate the policy well.

(3) Electronic Communication: Like the phone conversation, electronic communication will also take advantage of technology. Tanya could choose this type of communication if she wants to introduce an in-depth overview of the new policy to the staff. She could present it in the form of a well-formatted email or online document.

(4) Written Communication: Last but not the least, the traditional method of communication could also work for Tanya. She could write a complete guidebook for the policy that would contain everything the staff would need to know. Tanya can use this method if she wants to be as detailed as possible.

Possible Communication Barriers:

Since not all of the staff members are technicians, some of them could have trouble making use of phone or electronic devices to communicate. Additionally, since not everyone is an expert on the policies, there may be staff members that would have a hard time understanding any unfamiliar term written in a guidebook.

How Tanya Could Overcome the Barriers:

In order to avoid the communication barriers that were previously mentioned, Tanya could completely avoid choosing a method that would make the barriers present. Alternatively, if she does not have any other choice, she could go as far as making additional guides to eliminate the barriers.

Best Communication Strategy:

Nothing ever beats personal communication. Through that method, Tanya could give the staff an overview while assessing if everyone gets it. She can then adjust her presentation depending on the staff's level of understanding. By meeting them directly, the staff can ask questions immediately and the process would be done quickly and efficiently.