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Writing effective communcation (write an interoffice memorandum and an e-mail)
Please read all the instructions carefully before proceeding this
Phoenix Advertising, with its main headquarters in Charlotte, North
Carolina, serves clients that include banks, insurance companies, and
You're the vice president of human resources management at Phoenix.
You report directly to Gregory S. Forest, the company president. Mr.
Forest advises you that in the last month, four clients have
complained about the advertising work produced by the Roanoke,
Virginia branch of the agency. He reminds you that the clients served
from the Roanoke branch are vital to the overall success of Phoenix
Mr. Forest also explains the little he has been able to learn about
the situation at the branch: In the last three months, two of the top
management people-an art director and an account executive-have left
the agency. Three of the graphic designers and four of the copywriters
are threatening to quit because they feel their creative efforts are
being rejected or revised without consultation. They want to be part
of a collaborative team, not to simply produce work that the art
directors and account executives can alter arbitrarily.
In an attempt to increase revenues, the branch is accepting new
clients without evaluating the effects of the new accounts on the
current project workload. As a result, without notice or compensation
for the additional hours, all salaried employees are required to work
long hours several days each week. Employee morale and productivity
are declining day by day.
PART A: INTEROFFICE MEMORANDUM
Begin by creating facts, figures, and people to flesh out the above
background information and your position in the company. The following
questions are provided to jumpstart your prewriting, but you must
expand on them to brainstorm thoroughly. In addition to listing
details, alsofreewrite about the Phoenix Advertising agency and its
•How large is the agency? How many branches does it have? Where
are the branches located?
•What's the company's mission? How does each branch relate to that
•What are the company's primary business goals?
•What do clients need from Phoenix Advertising?
•Who are the people on the executive team (other vice presidents
of other departments)?
•Who's in charge of the agency's accounts in all the branches?
•Who knows about policies for accepting and assigning new accounts?
•Who knows about the policies for collaborative work among account
executives, art directors, graphic designers, and copywriters?
•Are any other branches losing clients?
•What are their names and positions?
•What would an organizational chart of your department look like?
•What policies have you established for the agency about overtime
for salaried employees? Are branches allowed to have different
policies? Under what conditions?
•What are the compensation and benefits packages for the positions
of art director and account executive at the branch level? Do they
depend on the location of the branch and local competitors or is there
a general agency package for each position?
After your meeting with Mr. Forest, you realize you need information
from other members of the executive team. Using the ABC method, draft
one interoffice memo to be sent to the entire executive team. Briefly
summarize in one paragraph the situation with the Roanoke Branch.
Explain how the situation affects Phoenix Advertising as a company and
why it demands immediate attention. In a separate paragraph explain
the actions you need different team members to take (who must provide
what information). Tell the team when (specific date) and how they
should get the information to you (report, e-mail, etc.). Close your
memo with an appropriate final line or two. Make sure you copy the
president on the memo.
PART B: E-MAIL
If necessary, brainstorm further about your department, your staff,
and the agency's policies about overtime.
Invent e-mail addresses for yourself and another person in your
department. Use the company name as the "host" rather than general
commercial providers like AOL or Yahoo. Include all necessary
components such as the @ symbol.
Using the ABC method, draft an e-mail of three to four paragraphs in
which you assign the staff person in charge of payroll to provide you
with payroll statements from the Roanoke branch for the last 12
months. Use your own judgment about what, if any, information that
person needs to know about the Roanoke situation to complete the task.
Include a request for a summary of the agency policies and the branch
policies regarding overtime and compensation/ benefits packages.
Explain clearly what you need that person to do, the date you need the
information, and how you want the person to convey the information to
Be sure you follow the format of the sample e-mail, using the new
content you've written for the assignment. Use a specific subject line
formatted in title case.
Referring to the evaluation criteria for the exam, revise your work
carefully. Check for directness, emphasis, sentence variety, and
coherence, making appropriate word choices for your audience and the
type of correspondence. Edit grammar, spelling, and punctuation
carefully. Read through your revised memo and e-mail backwards, first
word by word, then sentence by sentence, and then paragraph by
_WORD BY WORD._In this way you can locate spelling errors. Be alert
you may see the word here in your essay, a correctly spelled word. But
also check the words on either side. Did you mean here in terms of
location or did you mean the sense of hearing?
_SENTENCE BY SENTENCE._By looking at each group of words separately
from the context, you can more easily locate run-on sentences or
fragments, compare the length and structure of each sentence for
variety. Also check the connections between sentences are the
_PARAGRAPH BY PARAGRAPH_.Locate the controlling idea of each paragraph
and compare them with your primary focus for the memo and e-mail. Does
the paragraph help to develop that focus in some specific way? Compare
it with the controlling ideas of the paragraphs before and after it.
Do they follow in logical order?
When you’re satisfied with your revisions, type your final memo;
begin a new page in the same document for the e-mail. Use Times New
Roman, font size 12. Format your document for left justification, and
leave a ragged right margin.
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