Routine Informative Message — Announcing an Employee Education Program
As you read the assignment situation, think about how you will select, organize, and format the necessary information into an effective, reader-friendly routine informative message.
How will you briefly introduce the overall message in a short first paragraph? How will you organize the necessary information under headings in the body of the message, using headings that make the information as easily accessible to readers as possible? How many headings will you use? (Hint: How many basic components are there of the Employee Education Program you are announcing?) How will you present the individual pieces of information in bulleted lists under the appropriate headings? What information provided in the description below will you include and what will you leave out? How will you use a brief final paragraph to encourage readers to take advantage of the program you have just announced?
See the Model Routine Announcement on page 6 of this document for ideas on how to organize and format the message, keeping in mind that while your message should look, overall, like the model, the specific details of formatting will need to be adapted to the particular information in this message. For example, the model uses a brief introductory statement between the headings and the bulleted lists, and it uses two levels of bulleted lists under two of the headings. However, these particular features may not be necessary in your message. See the Formatting Guidelines on page 5 of this document for a discussion of possible variations in formatting.
Finally, how will you put the information into your own words while still representing it accurately?
You are the human resources director for Easy to Be Green (EBG), an innovative new company that helps homeowners, businesses, and municipalities become more environmentally friendly. EBG wants all employees, whatever their position, to be able to discuss with customers, at least in a basic way, the scientific concepts behind the company’s products and services. Therefore, all employees are given a thorough orientation and ongoing training in these concepts. But the trainers have begun to realize that, in order for this training to be successful, many employees need background work in reading, writing, and math. In addition, because of the company’s rapid growth and because of continuing developments in the field, even employees with advanced scientific training are having trouble keeping up with new developments.
Management is concerned. The local job market is tight, and managers would rather keep employees they have, but it’s essential that some employees receive additional education and training. After a great deal of discussion with managers and trainers, you come up with a plan.
Beginning six months from now, EBG will offer basic, intermediate, and advanced courses in reading, writing, and math. In the meantime, managers will evaluate employees and may recommend taking one or more of these courses, though employees can choose to take a course even without the recommendation. The courses will be offered during work hours, and employees will be paid for the time they spend in class, though homework and studying must be done on employees’ own time. Books will be provided. Progress in these courses will be taken into account in employees’ quarterly performance reviews and annual salary reviews.
Employees who are beyond these basic courses but who need help in keeping up with scientific developments related to their work are encouraged to take courses at local universities, using the company’s tuition reimbursement program. But employees have complained that the maximum reimbursement is not high enough for the better schools; that the program doesn’t cover books, which are particularly expensive for science courses; that new employees are not eligible; and that with increasing demands at work, even veteran employees feel that they don’t have time for coursework. Therefore, also beginning in six months, the company will enhance its existing tuition reimbursement program. The current maximum reimbursement is $3000 a year; this will increase to $5000 a year, and will cover books as well as tuition and fees. Currently full-time employees must be with the company for six months to be eligible; now all full-time employees will be eligible. Finally, with approval from their managers, employees will be able to take off a half day, with pay, on the days their courses meet; to receive reimbursement under these special conditions, however, employees must receive at least a B in the course. Otherwise the required grade for reimbursement is C. Other current tuition reimbursement policies will remain the same. Also, to help employees who have not been able to find appropriate courses, the company will provide a list of available, recommended courses at local universities and will begin working with these universities to provide specially designed courses.
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