Given the scenario, the possible communication challenges that I see are the following:
- The opinions of the staff will most likely differ as to what type of food they would like, thus causing time-constraint issues
- Management does not want to participate in the decision process, the owner only wants the final product (menu, cost, etc.)
- Communication to multiple staff members regarding the possible choices may create a mass amount of emails for myself
- In order to receive the cheaper rates, a decision needs to be made within the next few days
The issues are a combination of low-context and high-context communication options, but the majority of the issues seem to be high-context. The low-context issue is that the manager wants the final selections and costs, not the evolutionary process of the menu picking. However, the high-context issues are that the staff wants to be involved in the decision-making process and they want their input to be heard and considered. All of these problems need to be overcome in a timely manner and under budget in order for management to give the approval.
My solution would be to first, give a firm commitment to the caterer in order to receive the discounted rates, thus assuring that I will come under budget for the management. Next, I would send an e-mail to all the staff, the gist of which would say: I’m placing an order with such-and-such catering business for the upcoming company-sponsored celebration. The menu items are as follows: lechon, diniguan, pancit, lumpia, etc. If anyone has any dietary restrictions that would prevent them from enjoying the food, please let me know by such-and-such a date, and we will accommodate you by providing two different plate lunch options to choose from. Thank you”. Going this route eliminates the back and forth between the staff and me regarding menu items and restaurants, thus ensuring that I will be on schedule. By noting that accommodations can be made in certain instances, I leave the possibility open that other menu items (e.g. the two different plate lunches) can be chosen. By selecting a limited number of plate lunch options in advance, I will eliminate the madness of having to order and keep track of multiple different plate combinations while, at the same time, giving the staff members the impression that they have the freedom to choose their own food. Hopefully, this will accomplish my goals of placating managements desire to come in under budget and on schedule, helping my friend grow his/her new business and giving the staff the impression that they have the freedom of choice.
