Please Write a business memo based on the information!

"The background. All professional communications should embrace a clear thought process, and this is especially important when a new strategy or necessity is being announced. Effective leaders must always demonstrate that they have thought carefully about the practical consequences of revising policies and strategies. In the following application, K. Smedley, an assistant director at Jackson Architectural, is trying to suggest alternatives to an overcrowded company parking garage. However, Smedley has not thought through the parking remedies carefully; moreover, she or he has written the recommendations in a confusing manner. Help Smedley develop a more sensible set of strategies, a clearer presentation of them, and amore sympathetic tone.

Dear Colleagues: All of us face frustrations over the poorly designed, limited parking facilities at Jackson Architectural, Inc. The management has determined a new plan that will alleviate many of these concerns. Every Monday, a day that generally brings fewer clients to our firm, staff of Jackson Architectural may park in the spaces designated for visitor parking when these spots are available. On Thursdays (and on other days, for that matter), we encourage you to carpool, to ride the #12 buses to work, or to find parking on the main street note the two-hour limit). On Tuesdays and Fridays, for a small fee, employees may park in the furthest section of the lot owned by our neighbor Forthright Towing. We are all in this together, and I regret the inconvenience.

The purpose. You need to make a compelling case for remedying the parking situation and to devise realistic parking and transportation strategies that are less obtuseand insulting. To accomplish these goals, you will need to imagine your way inside this business situation.

The audience. Nearly all working people are concerned about their commuting time and, if they drive to work, the ease with which they can park their car. So this is a sensitive topic for your audience.

The communication strategy. As previously suggested, you must reimagine more realistic parking options for your valued colleagues, explain the options clearly, and demonstrate your understanding of the frustrations that even a well-conceived plan will cause for some of your colleagues.

Write a Business Memo

Example

First Software Inc. MEMORANDUM DATE: June 2, 2016 TO: All Employees FROM: Andreas Nitsche, Chief Executive Officer

Subject: Medical Benefits Thanks to the dedication and hard work of all employees, First Software Inc. has managed to stay competitive and profitable for many years, and it expects to do so in the future. For the past 20 years, the company has provided all employees with a generous health-care package that far surpasses that of other companies in this community. The health of our employees and their families has been, and always will be, an important tenet of our business philosophy.

As many of you know, the cost of providing these benefits has risen rapidly over time. In the last three years, our finance department has observed an increase of 47 percent in the cost of the companys medical plan: from an average annual cost of $8,500per employee in 2012 to $12,500 per employee in 2015. This rapid increase translates into an additional expense to the company of $1.2 million per year, or a total of $3.75 million over the last three years.

Because of these increases, our company finds itself in a situation where, in order to stay competitive and successful, it cannot continue to bear the full cost of our employees health-care package.

I sincerely regret to inform you that, after long and careful deliberation with our finance specialists, our company has decided that it will have to share some of these costs with its employees. I can assure you that after 20 years of providing full payment for the health-care package, this decision was neither arbitrary nor easy for us to make. Beginning August 1, 2016, we plan to pass on 20 percent of the cost increase to all employees. During the last few months, our finance department worked out a formula for determining each individuals annual share of his or her health-care package. Each employees contribution to the medical-benefits plan will be based on income level, marital status, and number of dependents. An estimation of an individuals or a familys annual payment is provided below.

>$2,000 for each individual employee >$3,000 for each employee with a family of two (whether spouse or child) >$4,000 for each employee with a family of three or more >$5 co-payment increase for most services, per service or office visit (all employees) >The contribution will also depend on the individuals level of income (i.e., lower-income earners will pay less than high-income earners).

This plan asks a lot of you, but, again, I can assure you that we believe these steps are necessary and in the best interest of the continuing success of our company. To emphasize how important this matter is, the Human Resources Department, together with our Accounting and Finance departments, plans to hold three meetings in the companys conference room on Friday June 3, Wednesday June 8, and Friday June 10, from 3 p.m. to 5 p.m. Present will be Ms. Miller from the HR Department, Mr. Hersh from the Accounting Department, and Ms. Smith from the Finance Department. These meetings will give you the chance to ask questions or express your concerns regarding the upcoming changes.

I will be present at all three meetings to accept any questions you might want to ask me in person. Also, if you have any questions regarding your benefits plan right now, please feel free to contact Ms. Miller from the HR Department at 805-123-4567 for immediate response. The long success of First Software Inc. is based on the dedication and hard work of all the employees. The decision concerning the extra payment we are asking you to contribute was made after long deliberation and, as I mentioned earlier, was not made lightly. Providing our employees with a good health-benefit plan will always be one of our major priorities. I ask for your understanding of the steps we have to take in order to keep First Software Inc. a thriving and successful company. Sincerely, Andreas Nitsche Chief Executive Officer, First Software Inc.

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