A Communications ProposalNight Raven Graphic Design

Josh JohnsonAugust 17, 2009

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Table of Contents

*• 3 Abstract

• 4 Introduction

• 5 Purpose of the Style guide

• 6 Communications Standards

• 7 Standard Usage

• 8 Needs

• 9 Goals

*• 10-11 Potential Constraints

• 12 Production Date Proposal

• 13Conclusion

• 14 References

• 15 Research Questionnaire

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Abstract

Having a communications proposal will allow Night Raven to run efficiently and effectively. The purpose of this communications proposal is to create a standard communications manual for the company and to implement its use. The structure of the proposal, to include examining the interaction of the internal processes of the company and its communications process, objectives, standards and goals, will be examined.

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IntroductionA communications style guide is an important tool in determining which forms of communication would be best for the employees and customers of the company. Therefore, we the creators of this proposal, suggest that Night Raven adopt a standard plan for communication practices and policies. The main goal of the company is to provide quality graphic works of art to our customers, therefore it is imperative that we develop a way to communicate with those customers and ourselves effectively. After conducting research on the various types of communications media that are essential to the company, we can determine the standards that need to be set for each type that the company uses.

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PurposeThe main purpose of this style guide is to create a communication plan for Night Raven Graphic Design that creates a universal guideline for communicating internally and externally. Some reasons for using a communications style guide include:1. Adhering to corporate policies, and ensuring all legal requirements are

followed.2. To define what is considered acceptable when straying from certain style

guides.3. To create a universal structure for communications media.4. To provide guidance when writing for clients that are not affiliated with the

company5. “Specific communication activities should be planned according to the process

described here, to make the best use of opportunities, and to avoid problems such as duplication of effort and multiple contacts of the same audiences with different messages ( DOF, 2006).”

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Communications StandardsPoints To Be Addressed

GRAMMAR1. The version of English to use2. Abbreviations3. Style of glossaries, footnotes, and references4. Illustrations and tablesCOMPONENTS5. Outlines6. Cross-references and hyperlinks7. Which template should be used with each document (Mayhall, 20)4. Legal elements (Harvard, 2006)5. Special requirements for the audience (Weber, 2004)

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Standard Usage

The standards put in place by Night Raven will be used when dealing with memos, e-mail, fax cover sheets, templates, forms, documents, and all other media types used by the company

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NeedsNight Raven needs a communications plan that will be easy to use and can be followed by all employees.

Email will be used, so all employees will need to be proficient with sending and receiving messages

A questionnaire needs to be created for our employees that asks questions that can help determine the types of communications standards that need to be put in place

Guidelines and rules need to be simplified so that all employees can understand the meaning behind them.

A budget needs to be created and reviewed in order to determine the funding available for the creation and dispersion of the communications manual to our employees.

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GoalsThe goal of this proposal is the create a communications manual that will be accepted by Night Raven in order to create a solid foundation for communications in our current state and in the future. As a company, the need to communicate our ideas, graphic arts products, and services to potential customers is vital to our success. We need to be able to send information to all channels within the company accurately and efficiently. This manual should provide structure for every type of media that we use for any communications purpose we may have. The adoption of this guide will allow us to identify which forms of communication are used most frequently, and which are the most effective at retaining our customer base.

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Potential ConstraintsPotential constraints include challenges that we may encounter while trying to present this communications proposal to the company. Some issues that are expected to arise are a shortage in funding, resources, ease of access, simplicity of the material, and the level of importance. When these concerns are presented to us, we will provide the following responses:

FundingProvide a detailed summary of a budget and the sources we have delegated to fund this communications proposal to the audience we are presenting to.

ResourcesProvide a detailed list of all necessary resources that will be needed, and an explanation as to how these resources will be obtained, to the audience we are presenting to.

(Continued)

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Ease of Access and Simplicity of the MaterialEnsure that every member being addressed has an adequate knowledge of where to locate the communications proposal, how to use, interpret and understand the information contained within, and how to teach others within the company the methods for using it.

Level of ImportanceProvide a standard level of expectation when it comes to the use of the communications proposal and to clarify whether or not it is important to only use the communication methods in the proposal, or whether or not other forms of communication not listed in the proposal can be used (Olsson, 1999).

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Production Date Proposal

Night Raven is scheduled to open in August of 2009, and we recommend the immediate implementation of this communications manual. This guide will prove most beneficial if it is immediately introduced to the company. This will allow the employees to become familiar with the acceptable forms of communication that this guide lists as appropriate, and will prevent multiple methods being used by individual employees.

As a company, we can create an effective style guide that brings more business and profit to Night Raven. This guide will provide invaluable resources that will prove to be the foundation to the success of this company.

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ConclusionAs you can see, a communications style guide would be a valuable asset to the success of our company. By providing a universal structure for sending and receiving communications in any format, we will be able to communicate more effectively with our customers and our employees. This communication will allow Night Raven to grow and will provide the foundation for the future success of the company

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ReferencesHttp://www.oregon.gov/ODF/ORGANIZATIONAL_MANAGEMENT/docs/Comm_ plan_final.doc

Mayhall, r. (n.d.). How To Develop A Communications Plan. Retrieved August 6, 2009, http://www.hieran.com/comet/howto.html

Olsson, E., & Gulliksen, J. (1999, October). A Corporate Style Guide That Includes Domain Knowledge. International Journal of Human-Computer Interaction, 11(4), 317-338. Retrieved July 13, 2009, from Business Source Premiere database.

School Press, Harvard Business (2006, October 1). Harvard Business School Press Books; Oct 01, 2006, p1, 224p. In Written Communications that Inform and Influence: The Results-Driven Manager Series (Paperback). Retrieved August 6, 2009. from Business Source Premier database http://harvardbusinessonline.hbsp.harvard.edu/relay.jhtml?name=itemdetail&id=3226 Weber, J. (2004). Example Style Guide. Retrieved June 27, 2009 from the World Wide Web: http://jeanweber.com/newsite/?page_id=30

Weber, J. (2004). Developing a Departmental Style Guide. Retrieved June 27, 2009 for the World Wide Web: http://jeanweber.com/printer/styleguide.htm

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Research QuestionnaireThis questionnaire has been created to gain information pertaining to the elements that this proposal will be comprised of. It will be administered to all employees, regardless of gender, job status, or background. The information gathered will be vital in determining which types of communication materials will be most effective and accepted by the company as a whole.

1. What types of communications media do you find most useful when applied to your particular duties?

2. What do you consider to be the most difficult obstacle to overcome when it comes to communication within your organization?

3. What do you consider to be the most difficult obstacle to overcome when it comes to communicating with parties outside of your organization?

4. If you were given a manual that provided guidance on how to write memos, send emails, etc., would you feel more comfortable communicating with your fellow employees and customers?

5. Do you feel that a communications manual would be beneficial to the customer, as well as the company?

6. How important is communication to your success on the job?