This assignment has two parts. While working in your office, you get an urgent e

Question

This assignment has two parts.

While working in your office, you get an urgent email from the director of another department, Max. Max claims that your work activity created a problem resulting in delays with his subordinates processing an important project, and that he needs a solution to this problem as soon as possible. Upon further investigation, you discover that there are some sub-assembly components needed that are not available for use. You have a couple of options that may help to mitigate the problem. You can contact the inventory control manager to locate a similar item for use, or you could attempt to communicate with the supplier in order to have something similar sent to the plant.

After gathering a few options, you are be ready to communicate a solid response to Max, while collaborating with your department's director.

Part I:

Compare the following communication tools that could be used to create a response, and explain which method of communication you prefer and why you chose this particular communication method:

Face-to-Face interaction

Phone calls

Emails

Text

Draft an email to send to the director (Max).

Include the following:

your summary of his claim

the information that you gathered about the problem

potential resolutions to the problem

your recommended solution to the problem

Use professional language to communicate your response.

Explanation / Answer

The most preferred mode of communication that could be used to create best response in this situation is face to face interaction. It is because the situation already consists of problem and a proper solution is required to solve the problem. With effective one to one conversation, both parties can understand the solution more clearly and no scope of confusion will be left. Also, through face to face interaction, suggestion can also be taken from director if any to solve the problem.

Email is as follows-

Dear Sir,

I express my sincere apologies for disturbing your project work. As the problem was un-intentional, I am working hard to put the things in line as soon as possible. I have decided to contact the supplier to provide similar item to the plant as soon as possible so that work will no more be affected. I can also ask inventory control manager to provide the same item, but it may take some time and it is not necessary that similar item is available in the inventory. Please, kindly accept the new item and ignore the loss occurred to you due to this problem.

I am really sorry for the mis-happening.

Regards,

Amit

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