Correction and report
INTEROFFICE MEMO
The following memo is from an exasperated manager to her staff. Obviously, this manager does not have the time to clean up her writing or another set of eyes to review her written material before mailing it.
From:
Albertina Sindaha, Operations Manager
To:
All Employees
Subject:
Cleanup!
Message
You were all supposed to clean up your work areas last Friday, but that didn’t happen. A few people cleaned their desks, but no one pitched in to clean the common areas.
So we’re going to try again. As you know, we don’t have a big enough custodial budget anymore. Everyone must clean up himself. This Friday I want to see action in the copy machine area, things like emptying waste baskets, and you should organize paper and toner supplies. The lunch room is a disaster area. You must do something about the counters, the refrigerator, the sinks, and the coffee machine. And any food left in the refrigerator on Friday afternoon should be thrown out because it stinks by Monday. Finally, the office supply shelves should be straightened.
If you can’t do a better job this Friday, I will have to make a cleaning schedule. Which I don’t want to do. But you may force me to.
-Albertina Sindaha
Using the South University Online Library, research on the basics of interoffice memos. Based on your readings and understanding, create a 2- to 4-page Microsoft Word document that includes:
An assessment of the effectiveness of the memo with respect to its tone.
An analysis on the potential barriers to the successful communication of its intended message.
A revised memo with improved structure using polite and firm tone consistently.
Solution Preview
Effective Communication
The maintenance of a polite tone entails not just safeguarding against insolence but likewise evading terms that sound preachy or demanding. The use of some words like must, should, is not encouraged in various forms of communication, more so in a company’s setting. It is important to turn these commanding terms and tone into more polite questions like will you…may you and others, likewise, go ahead and explain the reason for your requests. This makes people soften their hearts and, in the event, that they had planned not to heed to your call, their heart will soften and do what you asked wholeheartedly. There are some instances when people feel that displaying their anger would help solve the problem, this is completely wrong, being sarcastic or losing one’s temper will only lag your project behind in the institution (McCabe and Timmins 100).
(744 words)