You are an upper-level manager in a large metropolitan hotel. One of your assistant managers, Jeff Clarke, has left you a voicemail message requesting emergency leave for the upcoming holiday weekend. Here's what the message stated; I'm calling to request emergency leave again for this weekend. I know I've had three emergency leaves in the last two months, but my grandma isn't feeling well again, and she really needs me to take care of her. I'll be in later tonight for my shift. Can you let me know then? thanks. You know from previous request for time off that Jeff's Grandmother is coping with a debilitating illness. Your other assistant manager, Nina Hernandez, has covered for Jeff three times in the last two months. She has been looking forward to having this weekend off, as she is going out of town to celebrate her grandson's first birthday. You are already on the schedule this weekend, and if you allow Jeff's emergency leave, you'll be short-staffed. To make matters worse, there's a professional conference this weekend for electrical engineers at a nearby convention center, and many of the attendees will be staying at your hotel, and if all goes well, this could mean a lot more business throughout the year. Jeffs absences are becoming more and more of a problem. You could call him back on the phone to deny his request, but you're starting to think you may need a written record of some sort to document the problem in case Jeff's employment needs to be terminated. Human Resources at Corporate are always emphasizing the need for documentation. Audience Profile for your primary audience Jeff Clarke, and your secondary audience, Human Resources.
1) Which medium is most appropriate for this message and this audience? Why?
I don't understand the question, can someone please explain
The question is asking if you should call Jeff on the phone or send him an email.
Which is the best way of having a written record of your correspondence?
oh okay, when say written sending a email would be the best form of correspondence.
Yes.
The question is asking which form of communication or medium would be the most suitable for delivering this message to the intended audience, which includes Jeff Clarke as the primary audience and Human Resources as the secondary audience. To answer this question, let's consider the characteristics of the situation and the audience:
1. Urgency: The message is regarding an emergency leave request for the upcoming holiday weekend, so a timely response is necessary.
2. Documentation: The manager wants to ensure there is a written record to document the issue in case Jeff's employment needs to be terminated.
3. Communication history: The manager has received multiple emergency leave requests from Jeff in the past, making it essential to address the pattern of absences.
4. Confidentiality: The situation involves personal health information about Jeff's grandmother, which should be handled with sensitivity and privacy.
Based on these factors, the most appropriate medium for this message would be a written form of communication, such as an email or a written letter. Here's why:
1. Written Documentation: By using a written medium, the manager can create a permanent record of the communication, which helps provide evidence in case there is a need for termination or further action.
2. Privacy and Sensitivity: A written message allows the manager to carefully choose their words and express empathy towards Jeff's situation while respecting the confidentiality of personal health information.
3. Clear and Consistent Information: A written message ensures that all details, such as the history of previous requests and the potential impact of Jeff's absence on the upcoming professional conference, are clearly communicated and can be referred to later.
Considering these reasons, an email sent to Jeff Clarke and CC'ed to the Human Resources department would be the most appropriate medium for delivering this message.