BUS FPX 3050 Assessment 3 Communicating a Team Contract Video Script BUS-FPX3050 Fundamentals of Organizational Communication

 

Prof. Name:

Date

Communicating a Team Contract Video Script

Introduction

Hello team, I hope everyone is doing well and having a productive week. Before our upcoming meeting with Roger, I would like to briefly introduce a few key items for you to consider. Earlier this week, Roger’s message highlighted some critical communication challenges within our team. I believe addressing these issues will be essential to our success moving forward.

Clear Communication: Email vs. Teams Chat

1. Email:

   • I have reviewed our email distribution list to ensure everyone is included. If anyone is still missing full team communications, please let me know immediately.
   • I understand managing inboxes can be overwhelming, especially when multiple people are replying to a single thread. To streamline our communication, I want to clarify when to use email and when to use Teams.
   • Moving forward, email should be used for:
     • External communication with suppliers, clients, etc.
     • Transferring or confirming information discussed during meetings or calls. Email is useful for summarizing and recapping important details.
   • However, email should not be used for back-and-forth conversations. For that, we will rely on Teams.

2. Teams Chat:

   • Teams is better suited for day-to-day internal collaboration.
   • Use Teams for:
     • Quick questions or answers
     • More informal discussions, including sharing GIFs, stickers, and emojis.
     • Internal communication with colleagues, either in group channels or individual chats.

Assumptions and Misinterpretations

It is important to be mindful of how messages can be interpreted, as tone is not always clear in written communication. When sending and reading messages, take extra care to avoid misunderstandings. If you are in a bad mood, a neutral message might be misinterpreted as negative. In such cases, I encourage you to pause, take a breath, and reread the message before responding. If you still have doubts, reach out directly to the sender for clarification.

Psychological Safety

Some of you have expressed that you do not feel valued, whether intentionally or not. I want to assure you that every team member’s thoughts and opinions are important. I recognize that I have not always fostered an environment where everyone feels comfortable expressing themselves. Moving forward, I aim to create a space where everyone feels confident in speaking up.

To address this, I will be implementing a Team Contract. While the term “contract” may sound intimidating, its purpose is to benefit everyone by clearly laying out communication plans and expectations. The contract will foster accountability and ownership within the team, helping us to work together more efficiently. Respect for one another is critical, and any disrespect will be handled on a case-by-case basis.

Please take time to read, sign, and return the contract to me by the end of the day on Monday. If you have any questions or concerns, I am available to discuss it with you individually.

Thank you.

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Table: Communication Guidelines

Communication Method	Use Cases	Tone/Format
Email	– External communication with clients, suppliers – Summarizing meeting discussions	Formal and detailed; structured for clarity
Teams Chat	– Quick internal questions – Day-to-day collaborations – Informal discussions	Informal, concise, suitable for quick exchanges and updates

BUS FPX 3050 Assessment 3 Communicating a Team Contract Video Script