Business Communication: Analysis of Memo, Case Study Example

The memo was disrespectful to the employees addressed, too authoritative in nature, and provided no room for feedback. There was also an assumption that all employees were somewhat guilty of this practice as no exception to the accusation was highlighted.

This kind of memo could de-motivate the entire workforce and lead to reduction in productivity.

In order to address these shortcomings, the writer should commend the employees on their outstanding work for the company, and in the same mode point out the problems the company was facing.

The actions that are taken must be seen as a team decision and not from one individual, and the memo should close appealing to all workers for their cooperation, which will be in the best interest of all concerned.

Revised Memo

Memo: To all computer department employees

From: Joyce Blackwood, Human Resource Manager

Subject: Computer Security Changes

Date: February 7, 2011

Employees of this very important division of our company, on behalf of the Chief Executive Officer and the Board of this company, it is a privilege to address you this time regarding certain proposed changes that will be made by the organization.

We have been making great progress in our delivery of valuable technical data to our clients all over the world, but we do not wish to have our corporate image damaged as a result of poor security.

The Board, Chief Executive Officer, and myself has decided that the best way forward will be to cancel all present Passwords and log on Username and issue new one effective tomorrow morning at 8.00am.This will prevent my fellow employees, all unauthorized access to our HP 5000 Computer Network, as well as provide us with information regarding who is active anywhere on or off the premises, during the course of any 24 hour period.

This strategy though sudden, is for the benefit of all employees as well the future security of the company. We anticipate your usual excellent corporation in the matter, and encourage all to continue to work together to maintain that market niche that we have acquired in recent years.

Our open door policy is still operational, and anyone having difficult with this new measure, is more than welcome to use it to voice their opinions or make suggestions as to how we can improve our security systems going forward.

Thanks in advance for your cooperation.

Joyce Blackwood, HR Manager.

John Stanley, Chief Executive Officer, Jim Brown, IT Manager.

Analyzing the Audience

The primary audience in this case is the human resource manager who will directly receive the application. He or she will know nothing else about me other than what is written on the resume and cover letter, because there were no prior association.

However he or she will have adequate knowledge about my qualifications with regards to the job, due to the training and experience developed over the years, before assuming the position.

I have researched the company and the profile of the manager, and found out that we share similar cultural values sand beliefs, and as such the probability of getting a very good response is very high.

The Chief Executive Officer of the company, as well as the accounting department head are the secondary audience that may have access to my cover letter.  In writing the letter correct accounting terminologies will have to be included, so that favorable impressions can be gained.  This is because they have more technical knowledge about the job than the human resource manager, and can easily dissuade her from offering the job.

E-mail sent to my district sales manager about my visit to a new customer who is demanding special discounts. The main reader will be the district sales manager who was responsible for my recruitment, familiar with about my professional qualification and sales ability, and with him I share similar religious and other cultural beliefs.

He is very knowledgeable about my job; having being in the sales force for over ten years, and will be understanding and supportive in the way the new customer was treated.

The district sales manager has a way of printing out sales related e–mails, and file for future reference, as such, the sales secretary will be a possible secondary audience in this case, but there will be no need to adjust my message, because at her level, she will have no bearing on my present and future performances.

The female boss will be the primary reader of the e-mail requesting approval for attending the computer class. Having had an excellent relationship with her both professionally and personally, will improve my chance of getting approval to attend the course. She will also aware of how the company will benefit from the investment in the long term.

She is a firm believer in women taking charge of their personal lives and moving up the corporate, and because of this value system a favorable response will be expected.

The Human Resource Manager will be a secondary audience, because this entails approving time off to pursue activities that are developmental in nature, and a record must be made, so that my job will not be threatened in the future.

This manager is in an influential position within the company and can negatively influence my application, so there will be need to reshape the message to show its all about personal advancement.

An unsolicited sales letter to a targeted group of executives will have the entire group as the primary reader. They will know very little about me, and as such investigation regarding their successes has to made, and zeroed in the presentation in to attract their attention. The communication will also have to include a short synopsis of our common values and beliefs.

The least that can be expected from the submission is a neutral response, but this will change after several attempts.

The nature of secondary audience may vary far and wide, depending on the social interactions of these executives, so there will be no need to adjust my message, because the power to make the final decision regarding part time ownership in the corporate jet plane will rest within the group.

The letter from the  municipal water department regarding the taste and smell of the water will have the entire community as audience. the department reputation will be on the line because for years there have been questions regarding the water quality, and the letter now confirm that there was a problem, which they have been hiding all along.

Negative responses should be expected, as the company have been ignoring the feelings of the public for too long, and not seems to care about their water quality problems.

The local newspaper will be the secondary audience, and even though the letter is well written, they are expected to zero in on the past attitude of the company in an effort to maximize sales.