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Communications Manager Essay

In light of our company’s current situation, I have come to the conclusion that the best possible option we can opt for is to write an email to the RSAs and a letter to Thompson admitting our mistake. Although sending letters to both the RSAs and Thompson may affect our relationship with them, we must make it clear to both of them that there is nothing more important in business, and our company, than the trust of our partners. And admitting our mistake will show both the RSAs and Thompson that we are honest and we value our relationship with them which is the reason why we are telling them the truth.

However, we also should ask Thompson if it is possible not to purchase the extra 500 scanners since it may lead to the company’s bankruptcy. In exchange of the 500 scanners that were not purchased we will instead give free advertising to the company using our sales and IT resources for the next month. In addition, we also need to give a consolation prize to those who received a winning email due to our technical glitch to prevent our resources from decreasing.

I believe that acting upon these options will

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help the company without affecting our relationship with the RSAs and the client.

We are regretful to announce that there has been a problem with our current promotion program of your company’s scanner called the Elegance 57. We created a program that would automatically send emails, which states the recipient of the email won an Elegance 57, to the first 500 RSAs who got a 100% in our tests. However, there was a technical glitch which we detected during the latter part of the program and caused us to send 500 more emails than what we expected. Purchasing 500 more scanners may affect the financial stability of the company and eventually affect the entire relation of both our companies.

In exchange for these 500 scanners the company is willing to offer your company with free advertising using our sales and web content resources for the Elegance 57 in the coming month. Our companies have undergone previous business transactions and it was only now that we have encountered a problem with our partnership. Rest assure, that this kind of problem will not happen again and those who have been found responsible for the error have been dealt with appropriately. Finally, we hope that you would continue to do business with us.

We are regretful to announce that there has been a technical problem within the company and led you to receiving an email to notify that you won an Elegance 57. Unfortunately, our IT department has seen that you are one of the people who received this email by mistake. In exchange for this error we are willing to offer you a consolation prize instead. You may claim this price by contacting our company either through an email or phone. Once again, we apologize for the inconvenience we have caused and we hope that we would continue to do business with you.

This Project Assessment memo will present the reader with a summary of both the case study and the contents of this memo.  The case which was studied is about a company, called OTS, which experienced a technical error that became a very big problem for the company’s relationship between two important clients. This memo will show you what my task was to solve this problem by deciding the best possible option for the company was. In addition, it will present you with the basis on why I chose to send letters to both clients and prove that this decision was not done spontaneously.  Aside from providing the grounds, it contains three documents which is a letter to the Director of Marketing of OTS, a letter for the Marketing Director of Thompson, and an email to the RSAs. These letters present our explanations to each client.

The case presented is basically about company relationships and how important they are in the development of the company. It shows that even the slightest error in business can have catastrophic consequences. I played the role of a communications manager trying to solve the problem of keeping good relations between an important client and possible resources of the company.

This document contains three business letters. First is the letter to the Director of Marketing to OTS which talks about which option to take in order to tackle the problem of the company. It states that admitting the error to both Thompson and the RSAs are the best possible option since it will show that the company is honest enough to admit its mistake and also showing them that the company values their relationship by telling the truth. Next is a business letter to the Marketing Director of Thompson.

The letter explains the current situation of the company and how a single error should not be the basis of ending a strong relationship they have with the company. Finally, the third letter is an email to the RSAs which basically states that the company apologizes for the error and the company’s offer to compensate for this error.

This decision was arrived through constant reflection of the company’s problem; group discussions; and consulting others, such as people who have worked in the PR departments of a company, to have experience about the business world.

In the end, I think that I may have solved the problem properly. Giving free advertising to a company will always be good for them and given the good relationship between Thompson and OTS I think that Thompson will not be dismissing their relationship with OTS immediately. However, tackling with the RSAs was difficult since the error in the program may cause them to be hesitant in conducting business with them again. If the relationship with some RSAs is strong enough as with Thompson’s, however, then I don’t think that they would understand the company’s situation as well.

Reference:

Effective Business Communication Tips. (2007) Retrieved September 24, 2007 from http://ezinearticles.com/?Effective-Business-Communication-Tips&id=506918

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