3.1 Existing processes of communication in an organisation.
There are other ways of communication that exist for this organization (Cornelissen, 2004). They include:
Email – this is a communication method that does not require much skills other than writing and reading (Karl and Weick, 1991). Once an email has been sent it is considered to be a covenant that cannot be broken by either party. Emails are also formal ways of communication between individuals. In this case study, the volunteer supervisor should have used emails to communicate to the volunteers what tasks needed to be completed and by what time frame and the manner in which to complete the tasks.
Memos – this is a method of communication that is precise and to the point. It does not need a lot of explanation with it as it focuses on the point to be made (Karl and Weick, 1991). In this case study the volunteer supervisor could have used memos to communicate important tasks to the volunteer supervisor and the urgency to complete the tasks.
Flag Notes – these are pointers that are connected to emails and are meant to act as reminders of important matters (Karl and Weick, 1991). In this case study, the volunteer supervisor should have sent flagged emails to the volunteers reminding them of the tasks at hand and which deadlines need to be met.
3.3 Improvements to ensure greater integration of systems of communication in the organisation.
The volunteer supervisor should have come up with a procedure that ensures that all the volunteers complete their tasks within the given time frame (Wallace, 2012). By doing this the supervisor ensures that the tasks to be completed are done and different volunteers tackle different areas of the task in order to achieve perfection and within the time frame.
In case any volunteer is not able to complete their assigned task then one of the other volunteers who have finished their task can be able to pick up from where it was left off and finish the task at hand. This implies the entire functions are integrated and communication is effective throughout. In case there are any improvements to be made then the volunteer supervisor can easily make the necessary changes and work continues as scheduled.
4.1 The Existing Approaches to Collection, Formatting, Storage and Dissemination of Information and Knowledge.
Collecting Data
The current method of collecting data is purely dependent on the owner.
Neither the supervisor not the volunteers see the need to request for feedback on the data collected.
It is unclear as to how the communication process takes place between volunteers and the volunteer supervisor.
Formatting data
The data is not processed so that it can be made easy for anyone to understand.
The data is left in long sentences with the hard words that make it very tiring for volunteers to format.
Storing data.
The volunteers do not have access for any innovations that will ease their work load.
There is no clear outline or method of storing data and there is the risk of losing the formatted data.
There is no way of knowing whether the data collected for storage can be trusted or the volunteers have done their own things.
Disseminating
