I have to write a memo for english class. This is the information and my memo.
In this written assignment you will need to focus on your audience, plan the details of your message, check the five C’s and proofread carefully to make sure that your paragraphs begin with clear topic sentences and that all sentences are developed completely and coherently.
Context:
As Walter Smith, director of human resources, you are to write a memo to all department managers of Semper Absum Insurance, a major life-insurance firm. The company has decided that to increase efficiency all employees will be compelled to take a one-hour lunch away from their desks. This came about because, recently, an efficiency expert had visited the main office and noted in her report that many employees were taking personal calls and emails during work time. It was also noted that employees who worked through lunch tended to be less productive in the afternoon. The report concluded that if every employee had time at lunch to take care of personal matters and to eat a proper meal, then productivity would increase.
The CEO has great faith in this report and has asked you to make sure the new policy is a success.
Task:
The explicit purpose of the memo is to state that the mandatory lunch policy will be in effect as of next week, and to explain the reasoning behind the policy. The implicit point of the memo is to ensure that there will be a minimum of time and effort dedicated to enforcing this new policy. Bear in mind that some employees may feel this is an invasion of personal choice and that you want to minimize the amount of correspondence on the subject.
My submission:
MEMORANDUM
To: Managers of Semper Absum Insurance
From: Walter Smith, Director of Human Resources
Date: December 9, 2013
Re: Increasing Employees Work Efficiency
Effective one week from today, all employees must take their one-hour lunch break away from their desks. This new policy benefits both the employees and the company, by providing adequate time to all employees to enjoy their lunchtime and attend to personal matters.
This policy is a result of a report that was conducted by an efficiency expert which led us to believe that employees who worked through their lunch time tend to be less productive in the afternoon. The report concluded that if every employee had enough time to eat a proper meal and take care of their personal matters, then all their productivity would increase in the afternoon.
The CEO is in favour of this report and has a great faith in all of you to make sure this new Policy becomes a success.
adequate time for all employees
is in favour of this new practice
policy
Here is a step-by-step breakdown of your memo:
1. Start with a clear heading:
- Begin your memo with a clear heading that includes the word "MEMORANDUM," followed by who it is addressed to, who it is from, and the date. In this case, it would be:
"MEMORANDUM
To: Managers of Semper Absum Insurance
From: Walter Smith, Director of Human Resources
Date: December 9, 2013"
2. State the purpose of the memo:
- Clearly state the purpose of the memo in the first paragraph. In this case, it is to communicate the implementation of a new mandatory lunch policy and explain the reasoning behind it. You can use the following sentence as an example:
"Re: Increasing Employees Work Efficiency"
3. Introduce the new policy:
- Begin the body of your memo by explicitly stating the new lunch policy and when it will take effect. For example:
"Effective one week from today, all employees must take their one-hour lunch break away from their desks."
4. Explain the benefits of the policy:
- Provide a brief explanation of how this policy will benefit both the employees and the company. You can use the following sentence as a starting point:
"This new policy benefits both the employees and the company, by providing adequate time to all employees to enjoy their lunchtime and attend to personal matters."
5. Provide the reasoning behind the policy:
- Mention the efficiency report that led to the decision to implement this new policy. Explain that employees who worked through their lunchtime were found to be less productive in the afternoon, and the report concluded that providing sufficient time for them to eat a proper meal and take care of personal matters would increase productivity. Use the following sentence as an example:
"This policy is a result of a report conducted by an efficiency expert, which indicated that employees who worked through their lunchtime tended to be less productive in the afternoon. The report concluded that if every employee had enough time to eat a proper meal and take care of their personal matters, their productivity would increase in the afternoon."
6. Show support from the CEO:
- Mention that the CEO supports this report and has faith in the managers to ensure the success of this new policy. You can use the following sentence as an example:
"The CEO is in favor of this report and has great faith in all of you to make sure this new policy becomes a success."
Remember to proofread your memo carefully for grammar and clarity before finalizing it.
Your memo looks good. It includes all the necessary information and conveys the purpose of the memo clearly. However, there are a few areas that you can improve to make the memo even more effective.
1. Opening Sentence: Instead of simply stating "Effective one week from today," consider starting with a friendly and attention-grabbing statement. For example, you could say "Exciting news, starting next week, we will be implementing a new lunch policy that will benefit both our employees and the company."
2. Benefits for Employees: In your memo, you mention that the new policy benefits both employees and the company, but you can expand on this. Explain how this policy will allow employees to have a proper break, enjoy their lunchtime fully, and attend to their personal matters without feeling rushed. Emphasize that this change will help create a better work-life balance for everyone.
3. Reasons for the Policy: While you briefly mention the efficiency expert's report, consider providing a summary of the key findings or statistics that support the need for this policy change. This will add credibility to your argument and demonstrate that the decision was based on thorough analysis.
4. Employee Concerns: Acknowledge that some employees may view this as an invasion of personal choice in order to address their concerns upfront. Assure them that the intention behind the policy is to improve productivity and create a healthier work environment. It may also be helpful to mention that this change applies to all employees, promoting equality.
5. Enforcing the Policy: In your memo, state that the CEO has faith in the managers to make the policy a success. To further minimize correspondence on the subject, you can suggest that managers set a positive example by adhering to the policy themselves and encouraging their teams to do the same. Consider mentioning that compliance will be monitored, ensuring a fair implementation of the policy without elaborating on potential consequences.
By incorporating these suggestions, your memo will be more comprehensive and persuasive in explaining the new lunch policy and gaining employee buy-in.