Integrative Organizational Communication



Integrative Organizational CommunicationJovan PetkovicCOM 520Dr. Dallas TaylorMay 29, 2014Culpepper Security ServicesA Business Proposal to Reduce Expenses, Increase Communication Efficiency, and Raise ProfitsPrepared forLouis CulpepperPresidentCulpepper & Associates Security Services, Inc.Prepared byJovan PetkovicResident Manager, ArizonaCulpepper Security Services, Inc.May 29, 2014Culpepper Security ServicesA Business Proposal to Reduce Waste, Increase Energy Efficiency, and Raise ProfitsExecutive SummaryBackgroundCulpepper & Associates Security Services, Inc. d.b.a. Culpepper Security Services is a privately held, corporation established in 1992. The company began operations by serving the investigative and physical security needs of commercial and industrial clientele throughout the state of Georgia. Continuing its growth, Culpepper & Associates Security Services has established a presence by opening branch offices throughout the continental United States, Hawaii, Europe, and the Middle East, and in recent years expanding services to primarily focus on servicing the federal government with current service obligations amounting to $18.7 million (cassecurity, n.d., p. 1). Currently, Culpepper & Associates Security Services is in need of a company-wide restructuring in the area of its current communication practice, including the analysis and evaluation of the communication processes. Because of rising operational costs, Culpepper & Associates Security Services profits have been impacted in the last three years. This reduction in profits has been largely the result of increasing shipping costs associated with increased shipments of documents, letters, and interoffice communication. Undergoing a comprehensive review and systematic evaluation process will position Culpepper Security Services to implement effective communication methods and increase profits. ObjectiveCulpepper & Associates Security Services is in need of restructuring the current communication practices to increase communication efficiency and increase profits. Due to the increasing costs associated with interoffice and business communication shipments, Culpepper & Associates Security Services must find ways to improve communication efficiency using technology-driven and performance-based recommendations.GoalsCulpepper & Associates Security Services main communication is based in Atlanta, Georgia at the corporate office with outlying branches in several states. Based on communication needs and client demands, Culpepper Security Services leaders then assign communication expectations to each of the branches and sites around the world. These communication expectations are presented to each branch and site supervisor in the form of directives and improvement goals based on current and expected communication needs. Culpepper & Associates Security Services major customers are the Center for Disease Control, U.S Department of Veterans Affairs, U.S. Department of Defense, and various other federal agencies. These customers expect the attention to detail, extreme precision, and enthusiastic quality control that are the hallmarks of Culpepper Security Services. To continue to meet the needs of existing customers with quality services, Culpepper & Associates Security Services now requires restructuring its current communication process to provide specific information, policies, and procedures to increase communication efficiency and reduce expenses. The Restructuring process can be encapsulated in four primary goals:Measure and document past communication shipments usage Review overall communication requirementsInspect and evaluate all technology-driven communication availabilitiesCreate and implement an aggressive communication procedure policyThese goals will guide Culpepper Security Services as we provide research data, expert analysis, and technology-driven recommendations designed to improve communication efficiency and increase profits for Culpepper & Associates Security Services. With these goals in mind, Culpepper Security Services will create a comprehensive program and provide specific written recommendations to help Culpepper & Associates branches, sites, and supervisors around the globe achieve increased communication efficiency, improve on attention to detail, and become more environmentally friendly by reducing or eliminating the use of natural resources. MethodsCulpepper Security Services provides an expert consultant who has expertise, training, and experience in a wide variety of professional arenas. Based on the experience and knowledge of our team member, Culpepper Security Services relies on an organized and professional approach to research our organization’s needs. We focus our efforts in two primary areas: First, we use the most reasonable and cost effective approach available on the market today. Our information is designed to provide the employees with highly specific and detailed instructions that can achieve substantial cost savings when applied to large-scale companies such as Culpepper & Associates Security Services. We meticulously analyze every aspect of your operating procedures and examine all areas of your communication stages. Second, we rely on valid and reliable human resources metrics (various employee assessments, structured interviews, etc.) to gather important information from employees about the company’s operating procedures at every level. Together, these two approaches help us provide our clients with best-practice recommendations based on a thorough review and evaluation of company processes. CostsThe following table presents an initial estimate of costs.Table of Estimated Costs______________________________________________________________________________Initial Monitoring and Information GatheringUnitsRateTotal Cost ($)40 hrs.$21.04 hr.$841.60______________________________________________________________________________Guide and Policy Creation UnitsRateTotal Cost ($)20 hrs.$21.04 hr.$420.80______________________________________________________________________________Implementation of Communication Policy UnitsRateTotal Cost ($)80 hrs.$21.04 hr.$1,683.20______________________________________________________________________________Total Project Costs$2,945.60______________________________________________________________________________SavingsThe following table presents an initial estimate of projected savingsTable of Estimated SavingsAnnual average FedEx shipments Shipments Average rate Total Savings 105,000 (est.) $4.50 $472,500SavingsThe estimate savings of $472,500 annually would be reduced by an estimated $125,000 due to the estimated hiring of four new employees to assist in the increased workload of communication at the corporate level.ResearchThe data gathered from the analysis will assist in establishing the fundamental elements geared at your organization, with all stakeholders in mind, and focused on elements of professionalism, business etiquette, technological implementation, and effective communication skills.ImplementationsThe proposed implementations will include the development of upper management trustworthiness. Trust transcends to employees and fosters effective communication. Senior management will be trained on the importance to be trustworthy, transparent, and clear in their communication efforts.Employees will be trained on new procedures developed to include proper email etiquette, procedures in writing and handling digital communication, and use of Microsoft products, and other hardware such as scanners to increase productivity.StrategiesThe impact of effective communication is that stakeholders will develop positive attitudes by participating in the organizational new goals and objectives to increase professionalism, and effectiveness in the performance of their tasks. The potential impact within the industry is an increased presence with professional and effective communication, placing Culpepper & Associates Security Services above the rest.Individual employees will mimic management in behavior and conduct. Employees will feel part of a significant and beneficial change.The training will include demonstration of communication barriers that must be overcome in order to be an effective communicator. Training components will include time management and attention to resources, active listening techniques, appropriate message medium, message formatting, background information, message composition, and follow up procedures. In closing, it is our belief that Culpepper Security Services can provide a significant contribution to Culpepper & Associates Security Services; improve the level of communication within, and outside the organization, increase stakeholders participation, and ultimately, increase efficiency and organizational savings. ReferencesAlbrecht, S., & Travaglione, A. (2003, February). Trust in public-sector senior management. International Journal of Human Resource Management, 14(1), 76-92. Retrieved from , L. (2014, March). Overcoming the ten most common barriers to effective team communication. Podiatry Management, 33(3), 141-148. Retrieved from , A., Kataria, A., & Garg, R. (2013). Effective internal communication: a way towards sustainability. International Journal of Business Insights & Transformation, 6(2), 46-52. Retrieved from . (n.d.). Retrieved from ................
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