To Complete the Routine Message Assignment:
- Listen to the voice mail for the subject matter of the message you will write.
- Refer to the trucking supervisor's email for additional information about the problem underlying this week's assignment. (NOTE TO STUDENTS: you will use this material again in Week 4.)
- Complete the Week 3 Routine Message Planning Questionnaire found in Doc Sharing. Insert your responses directly into the questionnaire.
- Write the message in the appropriate document format your division manager specified in his/her voice mail.
- Add the written message to a new page on the Planning Questionnaire and submit as ONE Word document. (To add a new page at the end of your questionnaire, place your cursor after the last item on the questionnaire and press CONTROL and ENTER.)
- Submit the completed Planning Questionnaire and your written message to your Dropbox by the due date/time.
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 ideas to address the problem
- 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
Teams who are clear on the norms and expectations of the group, as well as individuals being clear on their specific responsibilities and due dates for deliverables, are more likely to be successful and less likely to experience negative conflict.
A Successful Message will include the following:
- The message written in the proper document format.
- Accurate and thoughtful responses to each planning question.
- 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.).
- 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.