The following memo is from an exasperated manager

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.

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.

Using the South University Online Library or the Internet, 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 explanation on the effectiveness of the memo with respect to its tone.

Prewriting also involves anticipating how your audience will react to your message. In adapting your message to the audience, you try to think of the right words and the right tone that will win approval. (Guffey 127-128)

Employ expert writing techniques such as incorporating audience benefits, the “you” view, conversational but professional language, a positive and courteous tone, bias-free language, plain language, and vigorous words. (Guffey 132)

When speaking face-to-face, you can show sincerity and warmth with nonverbal cues such as a smile and a pleasant voice tone. In letters, e-mail messages, memos, and other digital messages, however, only expressive words and phrases can show your feelings. These phrases suggest hidden messages that say you are important, I hear you, and I'm honestly trying to please you. (Guffey 135)

Maintaining a courteous tone involves not just guarding against rudeness but also avoiding words that sound demanding or preachy. Expressions such as you should, you must, and you have to cause people to instinctively react with Oh, yeah? One remedy is to turn these demands into rhetorical questions that begin with Will you please… Giving reasons for a request also softens the tone.

Even when you feel justified in displaying anger, remember that losing your temper or being sarcastic will seldom accomplish your goals as a business communicator: to inform, to persuade, and to create goodwill. When you are irritated, frustrated, or infuriated, keep cool and try to defuse the situation. (Guffey 137)

Guffey, Mary E., Dana Loewy. Business Communication: Process and Product, 8th Edition. Cengage Learning, 01/2014. VitalBook file.

• An analysis on the potential barriers to the successful communication of its intended message.

The individual to whom the message is intended is the receiver. Translating the message from its symbol form into meaning involves decoding. Only when the receiver understands the meaning intended by the sender—that is, successfully decodes the message—does communication take place. Such success is often difficult to achieve because of a number of barriers that block the process. (Guffey 123)

The citation provided is a guideline. Please check each citation for accuracy before use.

• A revised memo with improved structure using polite and firm tone consistently.

Support your responses with examples.

Cite any sources in APA format.

Submission Details

Name your document SU_BUS2023_W2_A2_LainHolifield_A.doc.

Submit your document to the W2 Assignment 2 Dropbox by Tuesday, October 7, 2014.

DATE: Current
TO: All Employees
FROM: Albertina Sindaha, Operations Manager
SUBJECT: Neat and tidy workspaces

Hello everyone,

As previously discussed, we do not have a budget for a custodian. So, we all need to make sure that the workplace is a clean and tidy environment before leaving every day. I noticed last Friday, a few individuals had a neat and clean word area and I thank you. We all need to work on other areas as well.

We all can work together as a team to make sure the following areas are clean:

· Copy machine area – The waste baskets are emptied and the toner/paper supplies organized

· Lunch room – Counters, sinks, and coffee machines are clean and free of food and trash. Refrigerator should not have food in it for more than 2 days (throw away food to prevent overcrowding and spoiling).

· Work area – desks and office supply shelves should be straight and clean.

This Friday I will be available for any questions or suggestions that anyone may have. I believe we can work together and not have a schedule designating someone each week to do the cleaning.

Thank you for your cooperation.