ENGL227 Week 3 Routine Message Planning Questions/ Audience Profile Complete this audience profile as part of the Week 3 Assignment. Answer the
Question

Objectives

A large percentage of the writing we do in the workplace involves writing routine, neutral, and/or goodwill messages. Routine and neutral messages cover a wide range of topics, from the ordinary (e.g., sending colleagues a reminder to attend a meeting) to the more detailed (e.g., updating a supervisor about a project).

In Week 3, Anne Brown, the division manager for E227 Global Solutions, is asking you to write an individual routine message, which will be formatted as a memo. In order to complete this assignment you must follow the steps below:

  1. Read the trucking supervisor's email, (see attached).
  2. Read Anne Brown's memo (see attached) and pay close attention to the questions asked at the bottom of the memo.
  3. Use the Week 3 Routine Planning Questions/Audience Profile (see attached) to assist you with preparing your routine message to Anne Brown. These questions are for planning only, not submission.
  4. Follow the Specific Guidelines below when drafting your routine message to Anne Brown.

Specific Content Guidelines for the Routine Message

The written response will be formatted as a memo with headings/subheadings, bullets, tables, etc. in the body of the message for easy readability. The following items are to be included in the memo:

  • Paragraph briefly introducing the issue
  • Your preliminary considerations about how to best communicate with the Indonesian population
  • Team identity - members' names and contact information (phone numbers and email addresses). Identify the team leader or project facilitator and documentation coordinator.
  • A list of all individual-specific tasks (not just the major deliverables) needed to complete the project, including due dates for each task, and personnel responsible. Present this information in table format.
  • Concluding paragraph

A Successful Message will include the following:

  • Evidence the writer fully and firmly grasps the purpose/goals of the message.
  • Full and complete original text that reflects audience needs in relation to the message.
  • Proper use of formatting and style (e.g., bullets, headings, lists, etc.); message must be written in the proper document format.
  • An awareness and proper use of all ten writing conventions for professional writing (as appropriate) covered in Week 2.

Use of proper grammar, spelling, punctuation, and capitalization.

3 Attachments
ENGL227 Week 3 Routine Message Planning Questions/ Audience Profile Complete this audience profile as part of the Week 3 Assignment. Answer the questions below thoroughly and accurately to create a profile for your audience (your division manager, Anne Brown) and her needs in relation to the message. 1. Who is the audience? 2. Is my audience external or internal? 3. How much does my audience know about the transportation problem? How much does she know about how to communicate with the Indonesian residents? 4. What information does my audience need about the topic? 5. How much formality is necessary in this message to Anne Brown? 6. In what ways is this message important to Anne Brown?
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TO: Research Team FROM: Anne Brown, Division Manager DATE: [Today’s date] SUBJECT: Informa±on Needed to Prepare for PR Campaign We have a great opportunity to in²uence the impact that our company will have on the local Indonesian residents. I have received no±ce from the transporta±on coordinator of our Indonesian opera±ons that road construc±on along our usual trucking route is being detoured on to two-lane roads that run through rural farming communi±es. This detour concerns us because local Indonesian residents generally una³ected by our opera±ons are now being temporarily subjected to our heavy truck tra´c. Because we value our Indonesian opera±ons, we want to maintain a posi±ve image among all communi±es near and around our manufacturing facili±es and truck route. But this detour is taking us into new territory where the locals may not be familiar with us or our opera±ons. Therefore, our public rela±ons department is planning a campaign to inform this local popula±on of the heavy truck tra´c the detour through their community will bring, and PR wants to deliver this news before it gets reported by another outlet that may not present E227 GS in a favorable light. However, PR hasn’t had to produce a campaign for an audience quite like our local Indonesians in quite some ±me. Therefore, PR has asked me to assign a team to conduct research on rural Indonesian culture and life and to produce an analy±cal report recommending strategies for developing a campaign based on the cultural values and customs of the local audience. PR wants this analytcal reporT in Two weeks , so This week I wanT each member of your Team To submiT a preliminary memo To me as you prepare for The analytcal reporT. Gather your team this week and discuss how you will tackle this PR project (analy±cal report). By the end of This week , each member of your team should send me a rou±ne message in memo form that answers the following ques±ons: 1. What did you µnd in your research about how to best communicate with the Indonesian residents who will be temporarily a³ected by the reroute? (We want to make sure the residents’ culture will be considered when your team recommends PR strategies in the collabora±ve analy±cal report that you’ll submit in two weeks.) 2. What is your team’s plan to collabora±vely write the analy±cal report that is due in two weeks? I’ll need the following informa±on:
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All team members’ names and contact informaTon. Please idenTfy who will be the team leader and the documentaTon coordinator so that I can contact them directly with updates. MeeTng Tmes (including channel of communicaTon) so that I can a±end one of your meeTngs if needed. A table that idenTFes all tasks involved in compleTng the analyTcal report, along with personnel responsible and due dates. I look forward to receiving your individual rouTne message at the end of this week.
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MEMO To: Anne Brown, Division Manager From: Roger Stevens, Transporta±on Coordinator Date: Today Subject: Route Change Afects Shipping/Receiving Your division is in charge o² shipping ²rom the plant in Tebing Tinggi to deliver materials to the company’s warehouse at the port o² Tanjung Kuala. I have received the ²ollowing in²orma±on ²rom the Logis±cs Department: 1. The major highway used ²or shipping will be par±ally closed in 30 days. The construc±on is scheduled to take two weeks but could well be longer. 2. The alternate route will cause the trucks (semi-tractors with a 40-²oot/12m trailer) to go through rural ²arming communi±es as well as residen±al areas. The schedule requires 40 loads per day with 10 o² the loads at night. Needless to say, this also means 40 return trips. 3. The alternate route is o³en reduced to two-lanes and there will doubtless be complaints ²rom other motorists as well as residents. We have acquired all the required permits and believe sa²ety will not be a concern. 4. The Indonesian Transporta±on Agency has been very suppor±ve and will work with us to reduce, as ²ar as is possible, unreasonable tra´c conges±on. 5. Truck drivers will be opera±ng under strict guidelines. The rights o² Indonesian ci±zens will be paramount. 6. Extra police will be assigned to the route to immediately clear any disabled vehicles ²rom the road (not an uncommon occurrence in Indonesia). Our trucks will observe a strict speed limit while on the alternate route. My division is handling the truck re-route on this end so shipping and receiving shouldn’t be afected. It’s up to your division to work out community rela±ons with our PR team.
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