Question

Part 2: Drafting a Letter-Read the following case study carefully,and develop a document as required. Plan thecontent according to the principles coveredin in the course (e.g., main idea first). Draft your document and proofread the text in detail. Give special attention to correct formatting, direct, positive, concise, and bias-free writing style. Check for grammar, punctuation, and spelling. Revise your document as thoroughly as possible. (30points)You are part of a public relations department at a fast-growing consulting firm. You remember that not long ago all the employees used to share the same office floor, with a friendly kitchen area and frequent company-wide events, where everyone felt relaxed and comfortable. The atmosphere was dynamic and people were very supporting; many projects were developed in teams and employees connected easily with each other. About three years ago, the firm decided to expand as the business was successful and profitable, so most departments went through several stages of hiring new consultants, experts, and assistants. As a result, the office space became insufficient, and the company had to rent additional office space in the same building and at a nearby location. Since only two of the initial departments remained on the same floor and since new employees have joined the initial team, the communication around the company has changed, and the former places for lunch, coffee breaks, and informal chats have been redesigned to accommodate more people. The atmosphere has clearly changed; you have discussed about this situation with your manager, who also noticed the current facts. You, as a department, have also decided to implement a new program in order to improve communication among employees. As a result, your department would like tointroduce video-testimonial contests to help withemployees’ morale. These videos can then be posted on the company website showing positive aspects in different departments, accomplishments, advice, suggestions that employees offered each other, or congratulatory messages for special achievements.The president and his team are somewhat familiar with your idea, but the proposal for this new program has yet to beapproved. Your task is to summarize your department’s suggestions in an e-mail memo andinform the leadershipabout the video contest which will run throughout the company. The message should specify that a contest will be organized in order to select the videos, and employees can choosethe method of recording; you can also suggest a few. The e-mail should also mention the possible costs involved, and that a mini-team will be set up tocoordinate the contest. Be sure to include everyone’s specific role on the team so that you build credibility with your audience. Also, you can make up any relevant names, dates, amounts, addresses, and any other information you consider pertinent and helpful to your mess

Answer 1

To,

[email protected]

Subject: Regarding the suggestion of the department and video contest.

Respected Sir,

I would like it to bring to your kind notice the suggestion of the department that has been designed to foster effective communication among the employees of the organisation. With the expansion of the company as a result of new hiring and the consequent changes in the physical structure of the company, communication among the employees that used to be one of the best motivations and advantage for the team members has undergone a severe change and has been negatively affected. This has made it difficult to share the experiences among the team members. Moreover, addition of employees and their sharing of the same place that was used to be shared by lesser number of employees have created a situation of chaos in the department. All these things have affected communication among the employees in the negative manner.

In order to resolve the above stated issues related to communication among the employees, me and my manager have came up with a new plan to foster healthy communication among the employees of the department and that with the employees of other department. We have launched a video testimonial contest to help in building up of the employee’s morale. The video would be posted on the company’s website which would show the positive aspect of the different departments, their accomplishment, advice and suggestions and congratulatory messages that employees used to discuss with each other before the expansion of the company. This would reinstall the previously held communication between the employees and they would be motivated from the contents of the video so as to deliver their best for achieving for their departments.

For fostering the communication process employees can choose on the various methods of communicating within the department. This could include the formal message or the informal message. Moreover, they could choose any method of recording for the video such as recording through the digital camera in the office setting or recording video through their mobile phones when they are at their homes or on field. In order to filter the videos for their appropriate contents, one mini team of the company would be set up who would be responsible to control the activities and videos of the employees. The approximate cost of all of these activities would include the spending of around $10000 on making the necessary arrangement in the physical facility of the company, purchasing some cameras for shooting the videos and making necessary arrangement over the existing website of the company.

The mini team to control the above stated activity of video contest would include 5 persons including me. I, John, would be heading the team and would be reporting the activities to the manager; two others will be responsible for proof reading the videos and filtering the contents if they are found it to be non necessary in the communication process and another two would be managing the physical setup and website handling for uploading the videos and controlling them.

I would request you to approve this video contest idea as it would benefit the company and would help in maintaining a strong relationship among the employees.

Thanks & Regards

John Stuart