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Memo # 3: Negative Message Assignment: You are the President/CEO of ABC Industries, Inc.. Due to your companys declining performance, you are forced into a merger with your largest competitor, XYZ Industries, Inc. Your competitor has agreed to allow 80% of the workforce to stay, however, performance reviews will be mandated to assess employee value. Draft a memo explaining this scenario to your 150+ employees. Preparation: Review Chapter 8: Writing Negative Messages (Especially pgs. 193-195) Format: Memo formatting can be found on page 426-427 in your book. The format of your memo tells your employees a lot about your sensitivity and professionalism. Since you know that 20% of your workforce will be laid off, it is important that the empathy feels genuine and heartfelt. Pay particular attention to your memos margins, line spacing, font type and size, and placement of memo parts such as the addressees, subject line, and body. Address the memo to all home office employees at your company. Recommended Organization Header: Begin your memo with the four standard memo heads (Date, To, From, Subject). Body/Discussion: In the first paragraph of the body include your reasons for the decision. Memos do not begin with greetings or salutations. Fully explain why the change is occurring and what the current situation is. The second paragraph is where you add a positive spin to the situation. This is where you should outline the proposed merger and the process by which employees will be evaluated. Think of other important elements employees may want to know such as timeline, severance packages, etc. In the third paragraph, be sure to validate any anticipated concerns employees may have about this adjustment. Explain the greater benefit in the long-term this decision provides and conclude your memo by indicating how the reader may contact you if he/she has any questions.
104 Unit 2: The Three-Stop Writing Process 5: Completing Business Messages 105 Use Lists and Bullets to Clarify and Emphasize An effective alternative to using conventional sentences is to set off important ideas in a a series of words, names, or other items. Lists can show the sequence of your ideas, heighten their impact visually, and increase the likelihood that readers will find your key points. In addition, lists simplify complex subjects, highlight the main point, ease the skimming process for busy readers, and give them a breather. Consider the difference between the following two approaches to the same information: Narrative Owning your own business has many advantages. One is the ease of establishment. Another advantage is the satisfaction of working for yourself. As a sole proprietor, you also have the advantage of privacy because you do not have to reveal your information or plans to anyone. List Owning your own business has three advantages: Ease of establishment Satisfaction of working for yourself Privacy of information When creating a list, you can separate items with numbers, letters, or bullets (a general term for any kind of graphical element that precedes each item). Bullets are generally preferred over numbers, unless the list is in some logical sequence or ranking, or specific list items will be referred to later on. Lists are easier to locate and read if the entire numbered or bulleted section is set off by extra space before and after, as the preceding examples demonstrate. Furthermore, when using lists, make sure to introduce them clearly so that people know what theyre about to read. Bibliography: Courtland L., B., & John V., T. (2007). Completing Business Messages. In D. Parker, R. Butera, & M. Boos (Eds.), Business Communication Essentials (3rd ed., pp. 104- 105). Upper Saddle River: Pearson Prentice Hall. 1Lists are effective tools for highlighting and simplifying mat
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