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Business Email Assignment
Purpose
Email is an important form of business communication to inform, persuade, and promote goodwill. The benefits of email include timeliness and accessibility. Popularized for its accessibility and time-efficiency, some users incorrectly employ a casual tone regardless of the context. Consequently, business communicators will convey a strong professional impression with a well-formatted email.
Your Task
You are the owner of a small independent company that provides financial services for other small businesses. Currently, your 30+ employees work a consistent eight-hour day from 8:00 am to 4:30 p.m. with a half-hour lunch hour. As you have expanded the business, you have accepted new clients who prefer that your office had longer office hours so they can reach you earlier or later than your current hours.
In addition, you have several employees who have expressed an interest in having more flexible working hours because they have children or other family responsibilities. You believe this might be a good opportunity to meet the needs of both clients and employees by offering flexible working hours. You have already spoken to your four supervisors who have agreed to take turns coming in early or staying late and working out a schedule among themselves.
You are envisioning opening the office at 6:30 a.m. and staying open until 5:30 p.m. You want to set core business hours from 9:00 a.m. to 3:00 p.m where all employees must be at their desks so you can have meetings and other activities. Employees will have three options from which to choose:
• Starting at 6:30 a.m. and working until 3:00 p.m.
• Starting at 9:00 a.m. and working until 5:30 p.m.
• Continuing to work their current hours of 8:00 am to 4:30 p.m.
Your task is to send an email to employees letting them know of these new working hour options and asking them to document their preferences by signing up on the sheets posted on the bulletin board outside your office. You would like to begin this new schedule on a four-month trial basis starting September 1, 2017. You want to make it clear that you might not be able to accommodate everyone’s preference, but you will try to give preference to employees based on seniority.
You need their responses by no later than the end of next week, Friday, July 28, and you will post new work schedules on Monday, August 14, 2017. Date your email July 17, 2017.
Note that I expect you to describe all of the above in your own words–not plagiarize from my description!
FORMAT
The email should adhere to the following format:
Type 12-Point; left-justified
Font Calibri, Arial, or Times New Roman,
Line Spacing Single; Block style; Remove extra After line spacing that Word uses as a default
Margins 1 inch on all sides
Length One page or less
Example Follow the format for an email shown on page 84 of BCOM9. Include an adequately descriptive subject line.
Organizational Pattern Direct (deductive) approach
Preparation
Students will read and use the following chapters in the BCOM text:
• Ch. 3 – Planning Spoken and Written Messages
• Ch. 4 – Preparing Spoken and Written Messages
• Ch. 5 – Communicating Electronically
In addition, you should listen to the narrated presentation, “Writing Direct Order Messages: Getting to the Point Fast” and read the other items posted this week.
Criteria for Evaluation
Assignments will be assessed using the Written Deliverables rubric that was posted in the Syllabus Week, with attention to these areas:
• Demonstrates responsiveness to the audience’s subject knowledge, attitudes, interests, and values as well as the purpose and occasion.
• Employs format specifications detailed in the “Your Task” section of this assignment description.
• Uses the appropriate organizational pattern for the message’s purpose.
• Reflects professional communication standards including tone and overall writing standards.
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