Com285_Week_4_Business_Writing_Portfolio

Running head: BUSINESS WRITING PORTFOLIO Business Writing Portfolio Name University of Phoenix Online Date Instructor Part I: Business Writing Steps Introduction The public relations manager of Dosie Belle Clothiers is tasked with disseminating information to the company’s stakeholders. Among the stakeholders of this retail clothing chain are the store managers, the employees, the company’s retail customers, and the public at-large. The information is in regard to adjustments of store hours and personnel scheduling, as well as how these changes will affect the stakeholders. Writing Steps The initial step to drafting a business communication is to identify the audience. In this case, there will be three specific audiences; each requiring a slightly different approach to the business communication they will receive. Once the audience has been identified, complete the research with choosing an effective medium for delivery of the message, and to determine the expected action of the audience. When the research is complete beginning drafting the communication. Proofread the letter, memo, or email message to ensure proper spelling and punctuation. The structure of the communication should be formatted so that the message is easy to read and delivers information in a succinct style. Finally, the evaluation is an important step to determining if a follow-up communication is required and to analyze the results of distributing the information. The following figure lists the steps for modeling a business communication: [pic] Conclusion Do the research, draft the communication, and evaluate your results. Following these simple steps will help to ensure your message is presented in the best possible manner. Part II: Portfolio Business Letter to Customers November 29, 2010 Mr. and Mrs. James Jeffries 52287 Oakland Avenue Welcome, NC 27295 Subject: NEW STORE HOURS Dear Mr. and Mrs. Jeffries: As a valued customer of Dosie Belle Clothiers, we are pleased to inform you of our new store hours effective January 1, 2011: Monday thru Saturday – 9:00 a.m. to 8:00 p.m. Closed Sunday Of course, we will be open for the holiday season from 8:00 a.m. until 9:00 p.m. for your shopping convenience. Shop Dosie Belle’s between now and the end of December to receive DBC’s 15% Valued Customer discount! We appreciate your business and wish for you and yours a Safe and Happy Holiday! Best regards, Ms. Connie G. Harris Public Relations Manager Dosie Belle Clothiers Business Memo to Store Managers DATE: November 29, 2010 TO: All Store Managers FROM: Connie Harris, Public Relations Manager SUBJECT: New Store Policies Effective January 1, 2011 In an effort to combat rising gas prices and lower costs of operations, DBC will be implementing changes that affect all of our employees. The new store policies are as follows: • Closed Sundays • Open Monday thru Saturday one hour later (9AM) and closing one hour earlier (8PM) • Lunch times remain one hour, unpaid. • Full-time employees will be scheduled for four (4) 10-hour days per week. This includes unsalaried managers. • Part-time employees are to be scheduled for 1-, 2-, or 3-day workweeks. • No stores will be closing and no additional stores will be opening in the next 12 months. These changes come after much research and consideration of what is workable for our valued employees and customers. To further elaborate on the new policies, I will be holding a teleconference on Thursday, December 2nd at 9:00 a.m. PT, 10:00 a.m. MT, 11:00 a.m. CT, and 12 noon ET, to accommodate all store managers. Use the normal dial-in and the pin #1001. If you feel the need to have further clarification of the new policies prior to the teleconference, please call me. I will be happy to answer your questions. I am confident in the management skills of DBC store managers, and look forward to a smooth transition into 2011. Thank you for all your hard work! cc: file Business Email to Store Employees To: , From: cgharris@dbclothiers.com Cc: Subject: Store Policy Changes Effective January 1, 2011 Dear Valued Employee: Thank you for all your hard work this past year! It is paying off, but we are all still feeling the pinch of a sagging economy. In an effort to help lower your fuel costs and DBC’s cost of operations, we will be implementing changes in our operating hours and shift hours. These new policies affect all employees at all DBC stores, and are effective January 1, 2011. • All Stores will be Closed on Sundays. • Open Monday thru Saturday one hour later (9AM) and closing one hour earlier (8PM) • Lunch times remain one hour, unpaid. • Full-time employees will be scheduled for four (4) 10-hour days per week. (Contact your Store Manager after December 2nd to discuss scheduling.) • Part-time employees are to be scheduled for 1-, 2-, or 3-day workweeks. (Likewise, contact your Store Manager after December 2nd to discuss scheduling.) • No stores will be closing and no additional stores will be opening in the next 12 months. Beginning December 3rd and running through the end of the year, your employee discount will be 20%. Again, we appreciate each and every one of our employees. We wish you and your families a Safe and Happy Holiday Season! (Note: group1employees = upper management; group2employees = store managers; group 3employees = store employees) Part III: Reflection Reflecting on the process of writing business communications definitely opened my eyes to some issues that may develop if the tone and format are not well thought out. If I were to address a “valued customer” as just “dear valued customer” I do not believe they would feel as valued as if they received a personalized letter. Consider the added gift of a 15% discount in addition to any other discounts on merchandise storewide. The goal is to make the customer feel important enough to receive a “gift” for any inconvenience they may experience by the changes in our store hours. While giving the customer negative information, we can still make them feel good about it. Addressing any store managers’ issues by holding a teleconference is something I experienced as an office manager. There were 39 of us nationwide and although during the teleconference there were very few questions asked, it certainly made most of us feel like we were valued enough by the company to give us this information in a more personal way. The difference in the methods of communication and wording of each message was minor in the memo to store managers and email to store employees, but the business letter to customers only required the conveyance of new store hours which may or may not have been negative information for the customer. In any case, the managers, employees, and customers all got an unexpected holiday “gift!” References Locker, K. and Kienzler, D. (2008). Business and Administrative Communication (8th edition). New York, NY: McGraw-Hill ----------------------- RESEARCH ➢ Identify audience ➢ Select medium ➢ Consider reactions of audience EVALUATE ➢ Analyze results ➢ Follow-up communication' ➢ COMMUNICATE ➢ Draft message ➢ Easy to read and understand ➢ Format appropriately ➢ Deliver communication