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Mignano-Brady EGL – 310 September 1, 2011 ______________________________________________________________________________________________________________ Project #1- E-Mail – Internal /External Due: Thursday, September 8th Directions: This assignment will require you to write an internal email for Option 1&2 and a formal external E-mail for Option 3. Follow the guidelines from your notes and class discussions. Use the text as a reference as well as resources posted on the Blog. Option 3, 4 & 5 require some research and creativity on your part! Go the Extra Mile!!! Option 1- (Internal) As Human Resource Director of a large theme park developer, you just learned from your accounting firm that last year’s profits were even higher than previously expected. Apparently, proceeds from your company’s newest water park had not been counted in the first reporting of profits. You and your managers had already announced individual raises before you learned this good news. Now you want to write an email that states that every employee will receive a $500 across-the –board bonus, in addition to whatever individual raises have been announced for the next year. Be sure to include the subject line for the e-mail. Option 2 – (Internal) As mailroom supervisor, you have a number of changes to announce to employees of the corporate office. Write an e-mail, including the subject line that clearly relates the following information: Deliveries and pickups of mail , which currently are at 8:30 A.M. and 3:00 P.M., will change to 9:00 A.M. and 3:30 P.M. starting in two weeks. Also, there will be an additional pickup at noon on Monday, Wednesday, and Friday. The mailroom will start picking up mail to go out by Federal Express or any other one-day carrier, rather than the sender having to wait for the carrier’s representative to come to the sender’s office. The sender must call the mailroom to request the pickup: and the carrier must be told by the sender to go to the mailroom to pick up the package. The memo should also remind employees that the mail does not go out on federal holidays, even though the mailroom continues to pick up mail from the offices on those days. Option 3 – (External) You are an Account Manager for Ogilvy & Mather Advertising Agency located in New York City. You have been given autonomy from your boss to go out and seek new clients that you hope will later turn into lucrative accounts. One major prospect is Johnson & Johnson. You learned through the grapevine as well as The Wall Street Journal that Johnson & Johnson is looking to use another agency to handle their marketing and media advertising since sales have decreased over the last three months.
Presently, the V.P. works with another agency and you know for sure he is looking for the right sales pitch to spark interest and ignite change. Who better than you and your creative and refreshing marketing team, to nail this account. Write an email to the V.P. of Advertising and Marketing at Johnson & Johnson introducing yourself, your team and perhaps addressing a few of their current needs and goals as a company looking to increase sales for new products. Note: You want to introduce yourself as well as display knowledge of the company and products. This is a good time to hook them by pointing out one or two significant goals Ogilvy & Mather can help them achieve. Get your foot in the door and get that meeting!!! Your boss and your colleagues will be elated!! Option 4 – (Internal) You are the boss of ___________________(your choice). There seems to be a problem with one of your employees. They are not measuring up to your expectations and are costing you ( and your higher ups) business. Write an E-Mail addressing at least two issues that you have with their performance. Be specific and straight to the point. Organize your concerns and offer possible remedies to rectify the problem.
Option 5 –(Internal) You are an employee working within a team at _______________________company/firm/small business. You feel that the overall moral of your team is depleting. You need them to step it up a notch. Write an E-Mail to all team members expressing your concerns while building up their spirits and tackling one or two of the major issues you have with how they are handling the productivity thus far. ******Tips Subject Line is clear and concise as well as captivating You address the reader in a formal manner Include an Opening such as Good Morning, Good Afternoon or get straight to the point Be Knowledgeable, Respectful & KNOW YOUR AUDIENCE Include a Salutation – Best Regards, Look forward to hearing from you Include a Signature; esp. for Option 3 – This is an external E-Mail Option 4 – Internal Email – Be specific, know how to address the issue, recognize tone and organize your concerns. ________________________________________________________________________________________
• Subject line - Clear, concise and professional statement of what the email is about. • Outline for the email - A snapshot of everything important the reader needs to know, then the detail for those who will delve more deeply, and then summarize what, if any, action is requested. (Tell them what you are going to tell them, then tell them, then summarize what you told them and what to do). • Introductory sentences - Include who the target audience is, what the issue/service/alert is, and what action is being requested and by when. • Acknowledgement - If this is a service, alert or information message, make sure to acknowledge that if it is coming from ( company name) (team name optional) and any other areas of the Institute or vendors who collaborated on the work. • Benefit to the clients - Why do they need to know this? What's in it for them? Why should they take the steps we recommend? • Links - Use links to longer documentation or details that might be of interest to the reader but not necessary to the goal of the message. This will keep the email shorter and increase the likelihood of the recipients reading it and understanding the message. A link may be preferred to a large attachment. • Formatting - Use white space to set off key pieces of content. Consider avoiding styled text in email. Avoid repeating email headers in the body of the email. In addition, don't forget to check your spelling, punctuation and grammar check. • Signature Blocks - Email going to broad customer groups must close with some kind of signature block that clearly identifies the sender, the department name and contact information.