I am writing to inform you that the Information technology team has come up with a Mobile application for the company to resolve the business problems facing the company.

Mobile applications are a critical IT solution to create opportunities for the business to explore because of the ability to access real-time information and connect with people across the globe. Organizations in various sectors of the economy are seeking refuge in IT solutions, such as mobile applications, to address business problems.

The mobile application is the solution to help the company to gather valuable information and processing. Business problems relating to documentation, accounting, inspection, and photographs results make a mobile application the way to go for this company to overcome data collection and analysis of the company. It combines several steps and procedural steps into a single process to increase and automate data storage and transfer. Installing the mobile application for the company will help the firm resolve the business problem of lacking the required data when needed. Also, it is critical in new product and service launch on the market and allows service creation that exists because of information technology application in the firm. The executive will have access to a platform that promotes overseeing, supervising employee and staff work, and monitoring operations of the company’s business processes. The executive and the company enjoy the benefit of improving the performance and efficiency in services due to information collection and assessment.

Implementing this IT solution requires top management to support and authorize the funding of the project. According to the IT team estimates the total cost of financing the solution for the company with sufficient features to resolve multiple business problems is estimated at $750,000. It will take two months to develop a fully functional mobile application for the firm. The company would start earning the benefits after one month into implementation, especially in accounting, marketing, and data collection process.

Fact Sheet Artifact

The section covers the essential elements of mobile application information technology solution targeting to resolve the firm’s business challenges. A mobile application is a software application designed to run on mobile phone devices, including tablets, smartphones, and iPhones that provides users with services of the company. Developing the App for the company will allow the stakeholders to conduct business from anywhere across the world. Mobile applications of the company aim at optimizing the business and service processes, research, and attain the company goals efficiently and effectively. It is a business problem-solving strategy designed to give the company a competitive advantage and receive the necessary resources to promote development and growth across its operations. The applications are not that popular in the business world. Still, it is one of the most efficient and effective information technology tools for resolving the rising modern world business problems and help the business to achieve its goals. Mobile apps can solve a wide range of business challenges ranging from business processes to marketing, to building a customer base and client loyalty.

The company will use the Mobile App to combat business challenges such as improving internal communication structures. The mobile App of the company strengthens the internal communication process by connecting staff and employees to the internal network of the company to facilitate remote document sharing, promote note-taking, and data sharing. It will aid executive team in connecting staff to business meetings through video chatting, thus it boosts workplace communication of the company. The company will also be able to manage its online reviews to evaluate how the company is faring in the market and perception of the stakeholders including customer, creditors, investors among others. It gives the company access to respond to feedback and gain a more in-depth understanding of why the business is underperforming or performing the way it is doing. The reviews on the company app influences customer decisions to purchase firm products and services, it resolves marketing issues of the company.

Further, the mobile App is instrumental in helping the company to improve the quality of customer services because it allows a convenient platform for resolving customers to troubleshoot issues concerning products and services. The marketing and other customer care teams of the company will be able to provide improved customer care services and value. The stakeholders of the come are notified of essential activities in the company, including meetings, deadlines, and improving task management. The solution helps to minimize the time wastage and working on the go, especially during business travels. It is promoting the performance of the company in all aspects, including profitability, revenue growth, market share, and growth as a whole.

Implementation of the solution entails the executive approval of the settlement. The information technology team would develop the App based on the budget approved by the management of the firm. The first implementation phase of the project entails the approval from the administration to finance the mobile application development. The IT team will then decide whether to develop the App internally or outsource the services of an expert to ensure it integrates all features to promote efficiency and effective use of the firm services. The goal is to develop a high-quality company app using tools such as applicability, cost, lifestyle, applicability, skills, applications, and delivery.

Writing Process Analysis for Each Artifact

The writing process entails the preparation involved in developing the end product of the process. It includes different stages encompassing planning, drafting, and revising and rewriting.

Planning Stage

The planning stage of the writing process involves preparing and aligning ideas of what one will write. It includes choosing the topic, gathering information and researching, and formulating the writing structure. Proper planning is vital in ensuring the flow during the writing and the quality of writing. The planning stage of the writing process enables the writer to start thinking, organizing thoughts, ideas, issues, main points, and supporting resources on the topic and visualize how the final product would be created and evaluated. It markets the accountability, reliability, and professional experience of the writer in composing a quality masterpiece.

Audience 1: Memo to Executive Management

Planning to write the meme entailed a process fact-finding and thinking on the way to align and organize the content to suit the audience. The planning for the writing of the Memo started with determining the type of message that should be used, in this case, it was a persuasive message seeking to get approval from executive management to develop a mobile app for the company as an IT solution to the business problems facing the company. The elements considered include brainstorming around the topic for ideas, content, phrases, thoughts, and things that would form the blocks to develop the Memo (McQuail, 1997). Brainstorming helps in prewriting practices to come up with a perfect draft. It followed with researching and collecting information and aligning it around the ideas generated through brainstorming with the audience in mind. Defining the topic forms the other planning element to help in drafting an argument based on the main points and supporting materials collected from researching an aspect of planning. Defining the topic is not about selecting a topic for the Memo, it involves capturing technical interests in the topic domain, and audience understanding of the problem. The last element used in planning to write the executive Memo was quick writing, which entails noting down vital points across the planning process to ensure no pint is left out. Planning is the heart of the message developed; it determines the flow of writing, quality, reliability, and relevance of the content to the audience.

Audience 2: The fact sheet planning

Planning for the fact sheet on mobile app development with the IT team as the audience involved describing and outlining what each responsibility. Components of planning deployed include fact collection, and researching process to capture the main points and facts about Mobile application about the company. Planning to write the product (mobile Application) fact sheet to the IT team involved researching and describing the precise things that would be done, the implementation process, and the resources needed to achieve these goals.

Multiple Drafting

After completing the planning process, the writing process moves to draft, which markets the beginning of the writing process but without editing, and it is aligned to the elements collected during the planning and prewriting stage. The writer starts developing the content and ideas to promote the speed of writing. It evolves through around different writing techniques. Drafting is the rough copy of the final product of the writing process that influences the readability, flows, and fluency of the product, in this case, the Memo to the company executives and fact sheet to the IT team.

Audience 1

The aspect of internal Memo drafting encompassed the use of the following techniques that help capture key points and ideas generated from the planning stage. To form the base of the draft for the Memo, I developed the statement to give the audience the concept of the IT solution covered in the Memo (Panhale, 2016). The draft statement comes immediately after the introduction of the Memo and supported by facts on the topic. The next element of drafting was formulating the topic sentences for each paragraph’s ideas. It is followed by supporting the write up with research materials as evidence in supporting the ideas convincingly to persuade the executive team to consider it form implementation to resolve the business problems of the firm. The writing of the draft should be coherent, tying together paragraphs to achieve flow.

Audience 2:

The fact sheet drafting was vital to ensure the audience understand what is required of them. The content of the draft involved outlining and describing the IT solution, development, and implementation process of the solution. The statement and its definition wrapped around the foundation of information from the planning stage helps to set the draft. The topic sentence and the supporting write up are critical elements in developing the fact sheet on Mobile application. The use of graphics was helpful in ensuring relativity and coherence in the flows of data captured in the draft.

Revising and Editing

This stage entails polishing and finalizing the draft. The revising and editing are the process of polishing and refining the content to achieve relevance, quality, and fluency while aligning with the target audience (Reynolds, 2019). the stage instrumental in checking the flow of writing and formation of sentences.

Audience 1 was the executive management team of the company. Polishing the draft involved editing to eliminate grammatical, spelling, topic sentences, and all other elements of writing to achieve the desired accuracy of the internal Memo (McQuail, 1997). The revising also helps to align the language and technical aspects according to the audience. Further, Audience 2 involved the IT team communication of the solution. Revising among this audience was proving the flow because they have an understanding of the technical language in the IT. Editing targeted to make the fact sheet error-free by correcting grammar, spelling, word choice, and supporting material integration in the final draft.

Audience Analysis for Each Artifact

The audience in the paper includes Audience 1: executive leadership of the organization and Audience 2: cross-functional team, including members from IT who will be implementing the product, Mobile Application to solve the company’s business problems. The company executive’s management relies on the IT team to break down the technical technology terminology to understand the IT solution proposed (McQuail, 1997). The memo targets to achieve this goal. The audience attributes include the following:

Subject knowledge

The audience in the paper has varying subject knowledge levels. The characteristics of audience subject knowledge vary from the first to the second audience, respectively. The Executive leadership management team are more familiar with technical terms on the management and leadership unit, however, could have problems understanding IT related technical terms in developing and describing IT solution to help in managing the business problems of the company (McQuail, 1997). The company’s top leadership and management are the creams of the company in terms of knowledge and education. The audience can understand the subject, with little help from IT expertise.

With this in mind, I developed in the executive Memo using precise and straightforward language to prevent any communication barrier created by IT technical writing. Communication in the Memo demonstrates the uniqueness of the design of the message to cater to attribute and audience characteristics.

Audience 2, on the other hand, have a more profound knowledge and understanding of the subject. Therefore, the design of the fact sheet was aligned with the audience’s ability and knowledge of the issue.

Position in the organization

The first audience is in the top management position of the organization. The executive leadership of the company is the heads leading it, making decisions and directives on ways of handling things, operations, and implementations. They are expected to reflect the attribute. The second audience is across the functional team from the IT department charged with the responsibility to implement the IT solution in the company. Based on the position in the organization of the target audience, the first audience group of executive leadership, the communication should be designed informal and professional language using simple technical language. The artifacts considered the position of the audiences in the organization in developing the Memo and fact sheet.

Personal attitudes

The attribute demonstrates the audience’s attitudes, beliefs, and values. Own perspective defines the likes and dislikes of the audience. To management incline to the use of formal language in many of their communication, therefore, the Memo is a more formal language. The second audience is in IT and has an interest in technological solutions to business problems. The fact sheet on the mobile application used the common technical language that the audience has a deeper understanding and like.

Reading style

The reading style influences designing and communicating the message to the audience. The executive leadership audience has a lot of work and matters to attend to, that is why they most of the time read the executive summary in a proposal and decide to accept or reject it based on the executive summary (Panhale, 2016). The second audience that is across functional IT audience has sound reading skills and interest in technology-related literature. The designing of the information targeting this group uses Information technology language to enhancing understanding. The following are some of the features that influence the audience analysis under the reading style attributes.

Availability of time to read
Desire to read the material
Audience interest in learning the solution information
Audience technical ability and skill to understand the message

Types of readers (primary, secondary, international)

The types of readers influence audience analysis. Audience 1 is in the executive leadership management department of the firm, affecting the reading ability of audiences. The first audience falls in the primary category of the information because it addressed them directly. The Memo targets the executive, and they are the primary recipient of the audience. The fact sheet on the Mobile application is also central to the IT team designated to implement the Technology solution to the problem. The understanding of the document would be affected by the type of reader the audience is, for instance, technically write a document in technology being read with a business manager as the audience influences adverse the rate of understanding the message first hand.

Sources

McQuail, D. (1997). Audience analysis. Sage publications.

Panhale, M. (2016). Beginning hybrid mobile application development. Apress.

Reynolds, K. (2019). Audience Analysis: Learning About Student Motivations and Instructional Preferences.

C768, Task 1

Internal Communication Artifact