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:
- Read the trucking supervisor's email.
- Read Anne Brown’s memo (available in Doc Sharing) and pay close attention to the questions asked at the bottom of the memo.
- Use the Week 3 Routine Planning Questions/Audience Profile (in Doc Sharing) to assist you with preparing your routine message to Anne Brown. These questions are for planning only, not submission.
- Follow the Specific Guidelines below when drafting your routine message to Anne Brown.
This assignment is related to the Week 4 Collaborative Analytical Report (see Doc Sharing for details on the Week 4 Assignment) that you will be completing with your team next week.
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.