Business Writing Steps (Pringle & O’Keefe, 2003)
Communication plays a pivotal role in all facets of life. As such, it is always important to consider various factors in order to ensure that the message being communicated is received and understood. While writing any communication within an organization, the following steps should be followed.
- Consider and identify your targeted audience. For example, in this case, the audiences include the store managers, the employees, retail consumers, and the general public.
- Select the most appropriate medium to be used to convey the message. In this instance, a business memo is most appropriate for the store managers; e-mailing would be convenient for the store employees, and a business letter would suffice for retail consumers and the public.
- Identify the communication style that should be used when communicating with different stakeholders. In this case, you may use a formal style to address the store managers, persuasive style to communicate with the employees, and the spin to inform the retail customers and the public.
- Keep it precise, concise, and professional.
Message Format (Geffner, 2010)
Business letter: to the store managers
xxx Stores Ltd,
123456,
Arcadia Road,
New Jersey, OP 57602
August 08, 2011
Mr. xxxxxxx, (store manager)
XXXXX New Jersey,
OP 54522
Dear store managers,
Re: Changes in Operation Timings
By now, you are all aware of the recent hike in fuel and gas prices that has led to an increase in the operational costs of the company as well as inflated costs in gas bills for the managers and employees that commute to work on a daily basis. Due to this severe increase in the costs of operating business, we have decided to make some adjustments to our operating time. To mitigate the rising costs, the store will remain closed every other Sunday forthwith. During weekdays and on Saturdays, the store will open from 9:00 am to 8:00 pm as opposed to the regular working hours of 8:00 am to 9:00 pm.
Managers will now work forty hours a week (4 days, 10 hours each). The part-time employees will be required to combine their workweeks into 1- 2-or 3work weeks. However, you should note that no store will be closed and at the same time, no new stores will be opened. These new changes in our time schedules are aimed at reducing the travel costs incurred by our managers due to increased fuel costs. In addition, you will have extra days to spend with your families. Thank you for your time.
Yours faithfully,
Xxxxxxx xxxxx, Public Relations Manager.
Memo: Store Employees
To: XXXXX XXXXX employees.
From: xxxxxx xxxxx, Public Relationship Manager.
Date: August 08, 2011.
Subject: Improvement in Operational Time Schedules
This is to inform you about our new employee-friendly operational timing for our stores. From this date forth, the stores will not be open for business on Sundays, giving employees a chance to relax on this day. Full-time employees will enjoy a consolidated package in which they will be required to work four 10hrs working days each week, meaning that you will have three days off to attend to your needs. For those working part-time, their monthly working hours will be consolidated into one, two, or three work weeks so as to reduce their overall cost of commuting to work on a daily basis. In addition, the working hours for our stores have changed, and business will commence at 9:00 am until 8:00 pm every weekday and Saturday. These changes in our time schedule will enable you to work better and comfortably. In addition, they will work towards reducing the costs you incur while traveling to work each day.
E-mail: retail customers and public
Send as: xxxxxx xxxxx, Public Relationship Manager.
To: our esteemed customers and shareholders
Subject: change in store timing.
As resulting from the changing needs of our esteemed clients and the general increase in fuel and gas prices, we are glad to announce the new timing schedules for all our stores. It has come to our attention that most of our customers do not shop on Sundays, and at extreme hours, the stores will remain closed on this day. Similarly, during weekdays and Saturdays, the stores will open from 9:00 am to 8:00 pm because most customers shop between these hours. In addition, it is with great pleasure that I inform you that none of our stores will be closed in the near future. As always, our employees will work effortlessly to ensure that you get the quality of services you deserve. I hope that you will continue to direct your valued support and investment to our stores. Kind regards.
Reflection
This business writing assignment is designed to address different groups of people. From my point of view, it is, at times, necessary to protect the good of the company by twisting a negative fact into a positive one. This is especially so in a situation where motivation and commitment are required to ensure success. Regarding academic writing, the main purpose is always to state the facts about the given topic. In this regard, one is expected to make a stand and provide supporting evidence to his/her stand. Key in academic writing is one’s capability to relate his/her ideologies to facts presented by carrying out elaborate and comprehensive literature reviews.
In most fields of study, the data is gathered, and academic theories and principles are added to make it credible information. As such, I have always viewed this as the only way to write academic papers. However, this assignment has challenged that perception in the sense that I have conveyed the same information differently to different groups, all the while maintaining the facts. In deontology, I am expected to lay out facts as they are (no color coding) however, I believe that in public relations, the presentation of facts in different manners does not amount to lies, and as such, it is within my ethical boundary to present them as such.
References
Geffner, A. (2010). Business English: The Writing Skills You Need for Today’s Workplace. USA: Barron’s Educational Series.
Pringle, A., & O’Keefe, S. (2003). Technical writing 101: a real-world guide to planning and writing technical documentation. USA: Scriptorium Publishing.