Email$-$ Direct Approach$-$ Marks: $10(10\%)$

Instructions

This assignment asks you to apply the workplace communication strategies to create a message using a Direct Strategy:

TASK:

$1.$ Read the scenario and voice mail transcript from IT department Manager for the Feldman Corporations, Lisa Ferro.

$2.$ Write an email for Lisa Ferro, IT department Manager in Word document.

In your Email you must:

a$)$ Use the information provided in the voicemail transcript given below.

b$)$ Use the direct strategy or approach to write this email.

c$)$ Focus on adding only the most essential details.

d$)$ Consider the audience and use appropriate language.

e$)$ Rephrase the information to make the message accessible to the audience.

f$)$ Make sure that your tone is professional, polite, personalized and precise.

Your Email should:

g$)$ be From$-$ the IT department Manager, Lisa Ferro

h$)$ be addressed To$-$ All Staff

i$)$ add CC to General Manager Robert Di Niro

j$)$ have an appropriate Subject line.

k$)$ End with a proper Signature$-$ Name, designation

$3.$ The email should use the formatting and design strategies discussed during the lecture:

$$ Have email headers.

$$ Use $1\mathrm{.}15$ spacing between the sentences and $2$ space between paragraphs.

$$ Your email must be written by using the Direct approach; intro, body and conclusion.

$$ Use structural elements: chunking$/$short paragraphs $,$ headings, and lists.

$$ Add signature of the sender at the end of the email.

$$ No need to send the email to anyone. Submit the assignment in the drop box in either Word, or PDF format.

Scenario

You are working as a co$-$op student at the Feldman Corporations. The IT department Manager for the Feldman Corporations, Lisa Ferro, has called and left you a voicemail to get your help in writing an email that she wants to send to the staff herself.

The following is the transcript of the voice mail the Lisa Ferro has left you regarding the details to include in the email.

Voicemail Transcript

Hi$.$ This is Lisa Ferro, IT department Manager. As you might know, we have recently instituted a new procedure for all equipment repairs and I need to send an email to all employees who work for the Feldman Corporations. Your supervisor told me you were taking communications training course, so I was hoping you could help me out by writing the email for me$.$ There$$s a bunch of procedures that employees need to know about to access this new system. At this point in time we are no longer using the Equipment Repair Form that we used to use due to the fact that we have moved everyone to our new online database system. We$$re hoping that by implementing these new procedures it will help us repair employees$$ equipment faster and keep track of it better. Basically, once they log in$,$ they should see the new icon called Equipment Repairs that gives them access to the new online system on their desktop. After they see the icon, they can begin the process of data entry in regards to the specific problem by clicking on the icon and selecting Create Equipment Repair Request within the system. There is a place inside the application where they can indicate the kind of repair they need. If they aren$$t sure about what$$s wrong, they can just write in that they don$$t know what$$s the matter with their equipment. They need to print the form so that it creates a document that should then be attached securely to the equipment so the tech guys picking up the equipment can see it$.$ Oh yeah, if the piece of equipment needing repair is required to complete their daily duties, like essential work, they should check the box that says urgent in the form right after they have indicated what$$s wrong with the equipment. There$$s a checkbox for that. If they do that, someone will call them as soon as possible to make arrangements for a temp replacement. The contact person for questions about this new system is Ahmed Bilal. They can get a hold of Ahmed at extension $8765$ or by email at Ahmed@wgi.ca if they have any questions or anything like that. Because the system is going to be implemented in one week, if the employees have any questions about the implementation, they have only a week to respond before the implementation occurs. I am of the opinion that repairs will be done faster by using this new method. Hopefully everyone will start using it$.$ Let me know if you have any questions. Thanks.