Course Objective(s) to be Achieved:
· Correctly select, plan, and compose letters, resumes, memoranda, and reports.
· Explain business communication concepts, methodologies, and formats.
· Participate effectively in business discussions with peers.
· Critically review work, accept suggestions, and make revisions.
· Describe non-verbal behavior, including elements of professional appearance and conduct.
Assignment: Create a professionally formatted memo denying a co-worker a promotion and offering advice to help him/her attain their goal of promotion next year.
Assignment Instructions: This negative message assignment includes not only bad news delivery skills, but also skills in appraising performances and instructing and motivating employees to improvement.
Your average-performing employee has asked for an increase in rank and salary. Write a one-page, single-spaced (250-400 word) memorandum tactfully denying his/her request. Give the employee suggestions and encouragement that could help him/her attain the goal within the next year. Students should make this letter realistic: give names (assign names that allow anonymity), make the company and position(s) they are striving for known.
Tips for Success:
· Insure your memo is clearly organized, following the indirect approach: 1) criteria, 2) reasons they did not meet criteria, 3) refusal, 4) alternative, 5) positive close.
· Your memo should be written with appropriate content, organization, tone, syntax, punctuation, and rhetorical moves of a bad news message.
· Convince the reader with observations and warrant (e.g., the job description of the position sought) of performance rather than inferences.
· Motivate the reader to improve performance, in part by conveying a hope of improvement.
· Opening paragraph should relate to the reader’s concerns, avoiding misleading statements. There should be a natural transition in tone shift between the buffer and body of the letter.
· The message should include at the top or immediately after a buffer a description of the job duties and demands (criteria for the job).
· The letter should adequately address why the employee does not meet the criteria of the job before declaring refusal.
· Offers suggestions for improving performance so the employee is in a “win-win” situation for the future. End your letter on a positive note to avoid further problems.