Business Memo Project
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Business Memo Project
Instructions for the Business Memo Project—10% of your final grade
Learning to write a business memo will serve you will in any business context, as the purpose of the genre is to professionally inform your audience or provide instructions for action in a concise and professional manner. Business memos are limited to one topic with an audience of your office, your department, or your entire company. They can take the place of meetings and are frequently referred to for daily business activities to keep people “in the know.”
For this assignment, you will:
a. Read the example business memos we’ve discussed in class, assessing their strengths and weaknesses as well as your class notes and the class PowerPoints.
Write : A one-page explanation of the business context, audience, and purpose for which you are writing. You will create a realistic scenario in which a business memo would be required.
STRUCTURE OF A BUSINESS MEMO
2. Heading a. TO: (readers' names and job titles) b. FROM: (your name and job title) c. DATE: (complete and current date) d. SUBJECT: (what the memo is about, highlighted in some way)
3. Opening paragraph a. State your purpose: “The purpose of this memo is…” or “In response to your request, this memo provides recommendations on…” b. Summarize the main points c. State the reasons for your main points: “We will be doing this because of…” or “It is important to … based on …” a. Be polite
4. Context a. Provide background on what’s going on
5. Task a. Discuss your purpose (what you’re going to do, or what “we” are going to do)
6. Discussion (Discussion of details that support why we’re doing what we’re doing) a. Details that support why we’re doing what we’re doing b. Address naysayers (people who will disagree with you)
7. Closing a. Example: “If you have any question, please…” or “Any questions regarding our position can be directed to…”
CHOOSE 1 OUT 3 OF THE SCENARIOS WHATEVER YOU PREFER BUSINESS MEMO SCENARIOS
Recruiting Options in a Tight Job Market
1. You have just been hired as a health management fellow at Christus Spohn Hospital in South Texas. Your boss, (the CEO) has assigned you to write a memo regarding recruiting options for hiring nurses in the current tight job market. She also relates her frustration with spending over $500,000 annually on newspaper and magazine advertising with no real progress in addressing the shortage of available nurses in the area. Your boss asks you to write a memorandum to be shared with the Board of Directors on (1) what options are available for recruiting, (2) differences between external and internal recruiting, and (3) whether bonuses to nurses has been a successful option in other companies. Your boss asks you to provide your recommendation.
Designing Incentive Plans to Keep Valued Employees
2. You have just been hired as a health management fellow at M.D. Anderson Cancer Center. Your boss, (the HR Manager), has just returned from a meeting with the CEO and Board of Directors where the topic of losing valued employees to other health organizations has been discussed. M.D. Anderson requires highly skilled healthcare workers and invests substantial time in their training and skill improvement—only to see them leave to other hospitals. M.D. Anderson also provides competitive salaries. However, the drain of trained workers from M.D. Anderson has executives and directors worried. Your boss asks you to write a memorandum to be shared with the CEO on incentive plans and benefit options for attracting and retaining professional employees. Your boss asks you to provide your recommendation.
The Employee Termination Process—Should ADR be Considered?
3. You have been working for 10 months as a mid-level administrative executive for St. Joseph’s Health System. In that time, three employees have filed wrongful termination complaints against St. Joseph’s complaining that their firing was motivated by unlawful (discriminatory) motives rather than poor performance. These claims were made despite several documented incidents of poor performance (not showing up on time, leaving early, failing to follow hospital protocol etc). Now, faced with defending itself in the lawsuits, the CEO at St. Joseph’s wonders if an alternative dispute resolution, (ADR), policy would provide more prompt resolution of employee claims and save the organization money over time. The CEO asks you to prepare a memo outlining types of ADR policies, the “pro’s and con’s” of each ADR policy, and whether there are other options for resolving employee disputes and grievances. Your boss asks you to provide your recommendation.