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Inter-Office Memorandum

Jul 22, 2019 | 0 comments

Jul 22, 2019 | Essays | 0 comments

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Internal Inter-Office Memorandum

To: OFFICE management
from: Manager of THE Technical Communications DEPARTMENT
subject: DISCOVERING THE STAKEHOLDERS NEEDS
date:
CC:

According to Castells (2007), the highly recommended and most effective path to take when efficiently discovering the company’s stakeholders requirements, as well as needs, is with considering their primary purpose and job. Our organization has in place five primary departments established that work together in the production of quality services as well as goods. The company departments are respectively; The Research and Development department, Technical support department, Sales and marketing department, Manufacturing department as well as the finance and accounting department.

As the department of international gadgets technical communications in the company, it is our primary responsibility to effectively ensure the company’s documents are in line so as to determine that each department efficiently performs their different job functions (Cooke, 2010). Cooke (2010) points out that the technical communications department ensures convenience and accessibility of sufficient information to all the departments within the company. This memo will enable the determination the various departmental goals, so at to ensure the stakeholders are communicated only the information they require and need.

The company’s department for research and development plays a significant role in a product’s lifecycle (O’Rourke & Barnett, 2008). Whereas, the department is commonly separate from the company’s production, sales as well as other divisions; it has its functions closely related with these particular areas and therefore requires substantial collaboration (O’ Rourke & Barnett, 2008). The R&D has a number of functions in relation to the company’s projects, however, we are now focused on the announcements of the new product. Sgroi (2014) states that, at the beginning of a development plan for a new product, the company’s R & D department is responsible for conducting an in-depth research and study to substantially support the project at hand. This particular path of research initiates a direction for the product’s development phase (Sgroi, 2014). During this particular time, the new product is developed according to the various ideas as well as requirements that are discovered and determined within the research phase. Therefore, carrying out a thorough research study will enable the company to discover the in-depth needs of the stakeholders.

Technical support department within the company monitors as well as maintains the entire organisation’s computer networks and systems as its primary role ( Cooke, 2010). Cooke (2010) states that amongst the major tasks is the configurations and installations of the computer systems; furthermore they diagnose software as well as hardware faults thus solving any existing problems that are technical. Therefore the technical support serves a significant role in ensuring they solve any technical problem our stakeholder may have, they may handle this face to face or over a conversation on phone; as well as through the utilization of emails and desk applications such as Anydesk; thus creating a forum to help information gathering. Since our company provides after sales for the software as well as equipment; they can gather information on the needs of the stakeholders. Therefore, Cooke (2010) points out that the technical support department ensures sufficiency in operations within the company.

The sales and marketing department holds various responsibilities and roles within the company’s operations (Castells, 2007). Castells (2007) points out that the sales and marketing team is in charge of the product’s definition to the market, as well as to the stakeholders. The department is also responsible for setting the quota guidelines for production; therefore they are to give an estimation of the company’s production capabilities, needs, as well as changes in the product (Castells, 2007). Furthermore, the department gives substantial guidance for the time scaling as well as the requirement of quantity for production. Castells (2007) explains that this particular team is vital in the maintenance of product quality. Not to mention that the sales and marketing department serves as the channel that builds the bridge between production and the customer. Lastly, this department is vital for problem identification and resolutions to benefit the stakeholders. Therefore, the stakeholders are able to express their needs to the marketing team during their market research.

According to O’Rourke and Barnett (2008), the manufacturing department has its main aims and objectives in the production processes within the company. Thus, this department has its functions and roles aligned with the turning of inputs into the outputs finished and ready for sale; going through the different stages with the production process (O’Rourke & Barnett, 2008). Thus, the manufacturing department is vital in ensuring a quality production process and adjusting it to suit the various demands and needs of the stakeholders.

Finally, the finance, as well as the accounting department, is wholly responsible for the company’s recordings as well as reporting of the annual transactions and cash flow of the organization (Castells, 2007). This team and department hold significant roles that determine the effective functioning of the company; these include the accounts payables, financial reporting, accounts receivables, as well as maintenance of the financial controls. Therefore, the finance department presents the financial current status as well as financial prediction of the company, to the stakeholders so as to educate them on their current status and enable them to strive towards attaining their financial objectives and needs.

Lastly, I would like to remind you all of us that our first and major aim and goal is to keep all our customers as well as stakeholders happy, ensure our employees doing well and to successfully create a favourable working environment that stands at a world-class status.

References

Castells, M. (2007). Mobile communication and society: A global perspective: a project of the Annenberg Research Network on international communication. Cambridge, Mass: MIT Press.

Cooke, J. L. (2010). Agile productivity unleashed: Proven approaches for achieving real productivity gains in any organisation. Ely: IT Governance Publication.

O’Rourke, S., & Barnett, S. (2008). Communication: Organisation and innovation. Auckland, N.Z: Pearson Education N.Z.

Sgroi, A. (2014). The innovative lean machine: Synchronizing people, branding, and strategy to win in the marketplace.

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