Assignment: Write an informative email to all employees detailing the new equipment usage policy.

Writing an Email Message

This email message assignment is based on a scenario that establishes a writing situation. Read the following scenario, then review the assignment requirements before beginning to write.

Scenario

You are the director of human resources for WidgetCorp. WidgetCorps director of information technology recently came to you with concerns regarding employees excessive personal use of the equipment at the company, including the use of copy machines.

While looking over the monthly summary of copies made, the team leader has noticed that under Jake Yus assigned code, there is a large volume of copies that have been made and not charged to any clients. The team leader notices that Jake has been running off copies of minutes and letters for her condo association, as well as large colored posters for his sons school project. The company doesnt mind making a few personal copies here or there, but the overall policy of the company emphasizes on going green. Also, Jake is using the photocopier during working time on a regular basis, which the team leader considers as a loss of productivity and distraction. Although the cost of copies may not seem like a big deal, the ink and paper costs for copy machines can add up, and the maintenance of these machines, in particular, is also related to usage. Tying up a copy machine so that other employees can't make copies for clients or customers can also be a problem.

WidgetCorps unwritten policy has been to overlook these types of personal usage as long as such activities did not interfere with employees productivity. However, its clear that you need to develop and enforce a company-wide equipment usage policy. The companys president agrees but has requested that the new policy make a reasonable allowance for personal usage.

You have drafted the new policy with the department leader, and the company president has approved the policy. You now need to write a message to all employees informing them of the new policy and its details. The policy will take effect 4 weeks after you issue the email. Your company address and telephone number is any address and phone number.