Associate Level Material

Appendix H

Business Writing Portfolio Keeley Downey XCOM/285 Essentials of Managerial Communication University of Phoenix

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Reflection Capstone Checkpoint This course has taught me many things that I did not know about the different types of communication. The main thing is that I never really thought about communication being anything other than speaking to another person. After taking this course I realized rather quickly that communication also consists of other types of communication like writing and listening. Writing can come in many forms like e-mails, memos, letters, text messages, and even newspapers or magazines. Some of these types of communication are more important than speaking one on one. With all of the tools that I have learned from this class, I am now more confident in going out into the work field and chasing my dream. I now feel more at ease when I start to think about things like going for interviews and writing my resume for future potential jobs. These may seem like small things to many people but for me they are very important factors that used to scare me tremendously. Now that I am more confident in my writing, as well as my listening and speaking, I feel that I will be able to go for my ultimate goal of becoming a business manager or a teacher. Both of these career choices demand someone to have excellent communication skills and that is something that this class has helped me to accomplish.

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Business Writing Graphic Organizer

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Store Operations Messages Store Managers - Business Memo Gliks Superstore 123 Park Place Ave. MEMORANDUM 63080 To: From: Subject: All Store Managers Public Relations Manager, Keeley Downey Changes in Store Operations Sullivan, Mo.

This memo is to let all employees know about some important changes that are about to take place for all of our stores. Starting March 1, 2012 all of our stores will be making some changes to work schedules for all employees along with changes of business hours. Our stores will open an hour later and close an hour earlier than usual. The stores will also now be closed on Sundays. Full-time employees, including all managers, will have four 10-hour work days and part-time employees will combine their hours into a 1, 2, or 3 day work week. No stores are closing at this time along with no new stores becoming open at this time. Gliks is going to be sending out letters to the public to let them know about the changes as well along with the chance for the people to use their letters for some discounts during a 2-day only sale at any participating Gliks store in order to ease the transition.

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Sincerely, Keeley Downey

Store Employees - E-mail

To: From: Subject:

All Employees Public Relations Manager, Keeley Downey Store Changes

Employees, All Gliks Superstores are going to be making some changes starting on March 1, 2012. These changes have to do with store hours and employee schedules. All stores will now be closed on Sundays and will be opening an hour later along with closing an hour earlier than normal. Full-time employees will be switching to a four day work week with 10-hours each day and part-time employees will be working either 1, 2, or 3 days a week depending on how many hours they usually receive. No stores will be closing and no new stores will be opening at this time. Gliks Public Relations Departments have decided to send out letters to the public to let them know about some of the changes as well and in-turn we are offering customers some discounts during a 2-day only sale if they bring in their letters to ensure that they are aware of the upcoming changes and to ease the process. Thank you all for being understanding and helpful during this time of change. Sincerely,
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Keeley Downey

The Public Business Letter Gliks Superstores 123 Park Place Ave. Sullivan, Mo. 63080 To: Subject: Valued Customers New Store Hours

Dear Valued Customer, We here at Gliks would like to thank you for being such an important part of our business as well as being such a valued customer. We would like to let you know about our new store hours that will be taking affect as of March 1, 2012. Stores will no longer be open on Sundays and our hours of operation Monday thru Saturday will now be from 9a.m. to 7p.m. Although we have to make these changes to our store hours due to these challenging times, we are very pleased to say that all of our current Gliks Superstores will remain open at this time. Gliks Superstores would like to invite you to a 2-day only sales event where you as a valued customer will be able to give us your feedback pertaining to these changes. Bring this letter in with you during our 2-day only sales event to receive an

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extra 25% off of any merchandise that you purchase. We look forward to seeing you soon at any Gliks Superstore near you. Sincerely, Keeley Downey Public Relations Manager

E-mail Etiquette
Read the following e-mails. For each e-mail: Describe any content and formatting errors found. Determine if the content is appropriate for a workplace setting. If it is, explain why. If not, identify the errors made and rewrite the e-mail, to be appropriate.

E-mail One To: Tom Subject line: Talent Reallocation Tom, This e-mail is in reference to the two employees who are going to be terminated Friday. We have determined that they are Nicole Stone and Lorenzo Torres. As we discussed yesterday, their performances are not on par with those of other employees in the accounting department; interventions with these employees have not been successful in helping them improve their performance. Lets plan to meet with them individually in the conference room between 3:00 and 4:00 p.m. Thanks, Andrea Responses to questions 1 and 2. I did not see any content or formatting errors within e-mail one. I believe that this e-mail is appropriate for the workplace setting for a few different reasons. The first reason would be the fact that it is sent from only one person and straight to another instead of multiple people and secondly it is in response to terminating certain individuals which was apparently something that had already been discussed previously. I do not see any need in re-writing this e-mail.

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Rewrite e-mail if necessary E-mail One To: Subject line:

E-mail Two To: Manager Subject line: doc u wanted Dear Manager, Attached to this e-mail is the doc you wanted with the info on that lake project. I hope everything in it is str8 and the way U want it!!!! BTW, did you see Last Comic Standing last night? I was totally ROFL at the bald dude!! :-} B Cool, Employee X Responses to questions 1 and 2 The content and formatting in e-mail two are completely unprofessional. There are abbreviations used for one thing and secondly there are some slang words that are being used which makes the e-mail sound like it is written by a teenager or something. This e-mail is not appropriate for any type of workplace setting for a number of reasons. The first and most important reason would be the abbreviations used and the slang or street words that are used. The next reason would be the fact that there is content in this e-mail that has absolutely nothing at all to do with the job itself and more to do with personal opinions. Personal opinions that have nothing to do with work should never be part of a professional email that is being sent. The subject line is not appropriate either because it should say something that sums up the main information of the e-mail instead of doc u wanted. Rewrite e-mail if necessary E-mail Two To: Manager Subject line: Information On Lake Project Dear Manager, Attached are the files that you requested that contain information on the Lake Project. Please feel free to review the files and let me know if there is anything that I missed or anything else that I can do for you regarding the Lake Project. I hope that you will find all of this information to be in order. Sincerely, Employee X

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E-mail Three To: Cubicle Neighbor Subject line: COURTESY Dear Cubicle Neighbor, I really do not appreciate it when you talk loudly on the phone. It is hard for me to think straight and get my work done. YOU ARE NOT MORE IMPORTANT THAN ANYONE ELSE AROUND HERE!!!!! You should be more considerate of the fact that we are in an open workspace. THANKS for what I assume will be an improvement that is NEEDED. Your neighbor Responses to questions 1 and 2 The content and formatting of e-mail three are not correct for a workplace setting. There are capital letters that are used where they should not be which makes the email seem more upsetting and angry. There are also a number of exclamation points that are not necessary. The content in this e-mail is not appropriate for the workplace setting. The main thing is that this employee should not have written an e-mail like this to another employee. They should have spoken to them personally or went to a supervisor instead. The statements in the e-mail are written in a rude manner which is another reason that this e-mail is not professional. Rewrite e-mail if necessary E-mail Three To: Cubicle Neighbor Subject line: Courtesy Dear Cubicle Neighbor, I appreciate the fact that you are such a hardworking and motivated fellow employee and while I have no intentions on coming off as rude or disrespectful, I have something that I would like to address to you. When you are speaking on the phone with other clients you tend to have a higher tone in your voice which is something that distracts me a little bit when I am working with clients as well so I was hoping that maybe we could work together in resolving this issue. Please let me know if there is anything that I could possibly help you with in regards to this issue so that we can resolve this without having to go to a supervisor for assistance. Thank You Sincerely, Your Cubicle Neighbor

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E-mail Four To: All company employees Subject line: URGENTYour reply needed TODAY Employees, About 25% of you have not let me know whether or not you plan to attend the company cookout Saturday. We have to provide the caterer with a final number TODAY, so I need those of you who have not let me know to e-mail me ASAP and tell me if you are coming and how many family members you are bringing. This is urgent, so please dont delay in responding. Thanks, Carol Director Responses to questions 1 and 2 The only content or formatting errors that I see in e-mail four is the capitalization that is present. Too many caps in a word can come off with the feeling of shouting which I do not believe is what the writer of this e-mail was going for even though it is of urgency. I do think that this e-mail would be appropriate for a workplace setting with just a few minor adjustments to some of the words.

Rewrite e-mail if necessary E-mail Four To: All Company Employees Subject line: Urgent Response Needed Employees, The company cookout for Saturday is fast approaching and I would like to thank those of you who have responded regarding attendance to the cookout. The caterer would like to have an accurate head count of all employees and their family members that are attending the cookout by the end of the work day today so if you have not yet responded please do so immediately. Please do not delay in responding to this e-mail as it is very important. Thank You, Carol Director

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Tuition Reimbursement Implementation A tuition reimbursement plan can be an exceptionally effective way to get and keep motivated employees (Ceridian, 2012). Candidates for the job are able to identify assistance in tuition as a factor in making decisions with their career. For existing employees, the tuition reimbursement program would carry an impression that the company has an honest interest in helping with their employees career growth. Having the opportunity to enhance skills through courses at accredited institutions helps our company provide benefits to both the employer and the employees. If the tuition reimbursement program was to be managed poorly, it could lead to a lower number of people that wish to participate in the program. The education programs for the bachelors degrees in business and communication will be carefully managed by a knowledgeable and professional support team that has expertise in tuition assistance services which will meet the criteria of government compliance. The tuition reimbursement program is one of the most important benefits that our company can offer for any employee that is continuing their educational growth. Our company is able to promote opportunities for tuition assistance as part of an employees compensation package upon their hiring. Agreements made in the form of contracts will be made between the employer and the employees that will outline the specific terms that the company may pay for the ongoing education that the employee may want to pursue. The company has already agreed and approved the budget for this expansion through its financial department. The tuition reimbursement programs may prove to be an expensive benefit which is why the option to withhold payments for the first year toward the employees courses will be held until they can show that a minimum GPA can be

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maintained in order to prove themselves for the job and the program. This will help to show that employees will not quit soon after earning a degree at the companys expense. Professional opportunities for employees can include a personal influence through their job performance and through the choices that they make along with a greater level of job security, confidence, increased knowledge and skills, and a loyalty to our company for helping with their success. This program will serve as a useful tool for those who use it in earning a degree and with helping to achieve educational attainment goals. There are many times when employees will apply for a higher position and find out that they are underqualified simply by the lack of a college degree. Tuition reimbursement programs will help to motivate and encourage these employees to get the schooling that they need in order to advance to the positions that they may want to pursue. Our company can take the step to provide a debt free path for all of its employees so that they can get the education they may need to succeed. Having an advanced degree means that the individual will have an increased knowledge level along with increased skills and capabilities. This will make the employees more productive and capable of performing at a higher level (Tuition Assistance and Positive Talent Flow, 2011). With the increased productivity and higher performance levels, our company should start to see a bigger impact on our ability to meet the organizational objectives. This will also help with meeting our organizational competitive advantage. A bachelors degree in business and communication helps to increase knowledge and skills leading to other things being within reach for all who pursue it. There are more professional opportunities for those within this degree program. Some of the areas of

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business and communication degrees can include business management, marketing, human resources, corporate training, advertising, accounting, economics, business law, and other jobs where employees can relate to people of different cultures. This would help to make the individual an asset in todays economy. A diverse work background helps people who are enrolled in the tuition reimbursement programs to apply his or her learning to a bigger variety of workplace scenarios (WorldWideLearn, 2012). Individuals that have a degree can have an earning potential that would be a most powerful investment. With the economy the way that it is, people that are searching for a high investment opportunity should invest in ones future earning potential. Those with a bachelors degree or a masters degree can have a higher earning potential with the unemployment rates being at an all-time low. With our company having the opportunity to enhance ones skills, training, and knowledge, it is more likely that the individual will realize their true potential in the working world. The opportunity for employees to take advantage of such a program within the company can prove to be a win-win situation for both parties involved. The employee would gain a professional development to advancement while the company would reap the benefits of a motivated and well-trained employee. An individual is more likely to pay less for their college education than they are in earning potential by not have the college education that they may need. The overall earning potential increases with each level of a college education that a person pursues. This just means, the higher the education for an individual, the higher the chances are to obtaining a career paying more money for them. Our company may offer promotions and/or bonuses to employees that decide to go for an advanced degree that is related to their current employment. The tuition

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reimbursements have a number of benefits for all parties involved. One of the benefits would be the potential for a lower turnover rate. Any employee that is offered this opportunity can advance in their current job and are less likely to search for a new position with a different company. It will help to keep the employees with our company longer. As an employee of the benefits department, I feel this report shows important factors to implement tuition reimbursement programs for bachelors degrees in business and communication. I feel it will foster employee job satisfaction, raise employee morale, and improve productivity for our company. These factors will contribute to the overall success of our company. Keeley Downey, Benefits Department

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References Ceridian. (2012). Tuition Reimbursement Services. Retrieved from http://www.ceridian.com/employee_benefits_nav/1,6267,15689,00.html Tuition Assistance and Positive Talent Flow. (2011). Retrieved from http://www.edlinktuition.com/pdfs/CAELTalentFlowArticle.pdf WorldWideLearn. (2012). Guide to College Majors in Corporate Training. Retrieved from http://www.worldwidelearn.com/online-education-guide/education/corporatetraining-major.htm

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