What does it

Letter Explain it for the case study.

stand for?

1. The purpose of my message to staff is to inform them of the

new photocopier policy and to ensure that they follow the
P Purpose new policy.
2. A secondary purpose is to maintain the relationship with
your colleagues.

 All department staff members are the intended audience for

A Audience
this memo.

1. The new policy requires employees to enter their personal

code and project code before making copies.
2. The policy also aims to address excessive photocopying
I Information
expenses and prioritize work-related tasks.
3. Additionally, training and support will be provided to ensure
a smooth transition.

1. Accurate project cost tracking.

2. Optimal resource allocation.
B Benefits
3. Enhanced accountability.
4. Improved departmental performance.

 Potential objections may include resistance to change and

O Objections
concerns about the code entry process.

 Previous discussions and ongoing issues of excessive

photocopying expenses and personal use of the copier have
C Context
led to the implementation of this policy.
 The memo serves as an official communication to inform
employees about the changes and provide necessary details.
COMM 2710 – Assignment #2 – Case Study Analysis
DATE: May 25, 2023

TO: All Department Staff

FROM: Maria Nikoviotis

SUBJECT: **Important** New Photocopier Usage Policy

Effective immediately, we are implementing a new policy to accurately track project costs and
promote responsible use of the photocopier. Each employee must now enter their personal code
and project code before making any copies.
This change addresses the issue of excessive photocopying expenses due to personal use of the
copier. By adhering to the policy, we can allocate resources more effectively, and ensure the
copier is used only for work-related tasks.
Please note that your cooperation is vital. By entering the required codes when using the copier,
we foster a culture of accountability and maximize our department's performance.
We are committed to your success and will assist you throughout the process. Change can be
challenging, but support is easily accessible. Additionally, training will be provided to facilitate a
smooth transition.
If you have any questions or need further information, please do not hesitate to reach out to me
or our administrative staff.
Thank you for your understanding and cooperation as we implement this important policy
change.

Sincerely,
Maria Nikoviotis
Department Manager