MASTER OF BUSINESS

ADMINISTRATION

THE FUTURE WAY OF

Corporate Communication
Assignment No. II: Convincing E-Mail

Prepared by:
Tawfik AbdelMajeed Aydieh

Supervised by:
Mr. Atef Ramzy
October, 2017
 TABLE OF CONTENTS

1.0 INTRODUCTION .......................................................................................................... 3

2.0 E-MAIL ....................................................................................................................... 4
ATTACHMENT 1 Proposed Job Descriptions ........................................................................... 5
ATTACHMENT 2 Proposed Organization Chart ....................................................................... 7

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1.0 INTRODUCTION

HOW TO WRITE A CONVINCING E-MAIL?

E-mails are the most common document in the business world. Unfortunately, many e-mails are so poorly
written that recipients must struggle to figure out why they're reading the e-mail and what they're
supposed to do about it.
Here's a foolproof method to write e-mails that get the job done.

1. Have a specific decision in mind

The goal of an e-mail is always to get the recipient(s) to make a decision of some kind. Otherwise, why
bother writing the it?
Therefore, before we write anything, ask ourselves: exactly what decision do we want the recipient to
make? As with all business writing, vagueness is the opposite of useful. The clearer the goal, the more
convincing our e-mail will be.

2. Start by writing conclusion

Our conclusion is a statement of the decision that we want the recipient to make, based upon the
contents of our e-mail.
it’s a wrong way to start with an introduction and end with a conclusion. Nobody in the business world
has time to wander through the development of an idea. If we don't tell them the reason for the e-mail
immediately, chances are they'll just move on.
So we should start with our conclusion.

3. Structure supporting argument into "digestible chunks."

Once we've stated our conclusion, marshall the arguments that support conclusion (i.e. the decision we
want made). To make arguments "digestible," break them into small "chunks," and present each point
with a similar format and sentence structure.

4. Bolster each argument with evidence

It's been said that everyone has two things: a sphincter and an opinion. Unless we provide facts that back
up our arguments, our e-mail becomes one giant, opinion and therefore, in the eyes of the recipient, we'll
probably seem like one, giant... well..., you get the idea.

5. Repeat conclusion as a "call to action."

At the end of the e-mail, restate the conclusion in a way that provides the recipient with the next step
that the recipient must take, assuming the recipient now agrees with conclusion, based upon the force
of arguments and evidence. We should Keep it simple and specific.

6. Stick a benefit in the subject line

Subject line is the most important part of an e-mail, which is why we write it last, after we've written
down both our conclusion and the arguments and evidence that supports that conclusion.
Ideally, a subject line should accomplish two important tasks: 1) interest the recipient enough so that the
e-mail gets opened and read, and 2) imply the conclusion that we want to the recipient to accept.
In most cases, the best way to accomplish both tasks are to encapsulate a benefit (or benefits) that will
result from the decision that we'd like the recipient to make.

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2.0 E-MAIL

From: Tawfik Aydieh

Sent: Wednesday, October 4, 2017 8:17 AM
To: Doaa Youssef Soliman
Subject: Creating New Job
Attached: 1. Proposed Job Descriptions, 2. Proposed Organization Chart

Dear Ms. Soliman,

Due to the increase in the number of projects by 30% and our belief in providing services in a manner,
which conforms to the contractual and regulatory requirements within budget, time frame and code of
practice, you are kindly requested to create a new job “Supervisor” on Quality Assurance and HSE
Department organizational chart. This will:
A. Reduce the following:
- Timeliness of reviewing/approving and delivering the technical submittals
 100% of Technical Submittals to be delivered within the contractual period
 90% of deliverables are accurate and do not require corrective action
- Number of postponed submittals caused by concerned engineer
 not exceed 10% of assignments
- Substantially defect rate on quality related work (audit reports, technical evaluation reports,
technical submittal review and approval, evaluation of subs, etc.) 10 times
- Reduce rework cost by 90%.
B. Increase the following:
- Department Productivity at least 5% over last year
- High score of stakeholders’ satisfaction. Achieve 95% of client requirements
- Return of clients to company for new projects.
C. Enhance Department Performance due to:
- Review all the issued documents before any further step
- Makes sure that the approved quality procedures are satisfied in a sound way
- Maintain a sound system within the department

Your prompt reply regarding creation the new job is highly appreciated, in order to start searching for a
convenient candidates and proceed in the technical interview, then, selected candidates’ CVs will hit your
email afterwards.
Thank you for your consideration.

Note: Attached you can find the:

Attach. 1: Proposed Job Descriptions and Attach. 2: Proposed Organization Chart

Best Regards,
Tawfik Aydieh
QA&HSE Department Manager
ECG Engineering Consultants Group S.A.
Building 2, Block 10, El Sefarat District
Nasr City, Cairo 11765, Egypt
P.O. Box 1167, Cairo 11511, Egypt
Cell: +20-1006170605
Web: www.ecgsa.com
e-mail: tawfik.aydieh@ecgsa.com

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 ATTACHMENT 1
PROPOSED JOB DESCRIPTIONS
POSITION OBJECTIVE
To provide supervisory activities such as assigning work, monitoring, review and provide technical
assistance, training and evaluation the performance of subordinate professional; and ensures compliance
with the planned objectives. Work closely with all staff to ensure that all aspects of the QMS understood,
implemented and maintained.

SUPERVISES
All staff members within his area of responsibility

EDUCATION AND PROFESSIONAL QUALIFICATIONS

Bachelor of Science Degree in an Engineering Discipline and member of professional body/bodies in Egypt
and/or elsewhere.

EXPERIENCE
A minimum of 10 years’ progressive experience in years full-time appropriate practical work-place
experience, seven (7) of which should have been in quality assurance activities. Acted as qualified lead
auditor in at least five (5) complete audits performed, including three (3) years of lead responsibility.

CONTACTS
Contacts are with superiors, subordinates, and client. Contacts require the ability to exercise a high
degree of interpersonal skills to influence persons at all levels. Incumbent is accountable for the results
of the contact.

PRIMARY RESPONSIBILITIES
The following duty statements are illustrative of essential functions of the job and do not include other essential or marginal
duties that may be required.

 Supervise, schedule, assign, coordinates, monitors activities of the staff

 Review the technical quality of all work performed within the section.
 Ensures proper distribution of assignment and adequate manning for subsequent performance of
duties.
 Provide support and advice to the department staff on document control issues under the quality
management system as they apply to department documentation including policy and procedures
 Following up the attendance, dismissal, absence, late attendance, working after official hours and
reports to the Department Manager for any violation to the company rules
 Prepares training programs to improve the staff performance
 Keeps alert of current technology in quality management.
 Ensure that all necessary communication is being effectively accomplished at all levels.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

 Advanced knowledge of and ability to use personal computers and related software, including Word
Processing Software.
 Strong interpersonal skills and the ability to work professionally with persons at all levels.
 Excellent communication, organizational, team-player and leadership skills.
 Excellent written and oral communication skills.
 Excellent analytical, and creative problem-solving skills.

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 Skill in preparing and conducting presentations and training individuals.
 Skill in assessing workload to establish priorities.
 Ability to effectively prioritize and execute tasks in a high-pressure environment.
 Ability to plan, coordinate, direct, and review the work of subordinates
 Ability to accomplish tasks timely and with minimal supervision.

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 ATTACHMENT 2
PROPOSED ORGANIZATION CHART

Department Manager

Supervisor

Quality Assurance Team QA&HSE Audit Team HSE Team

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