Your Task. Analyze the problematic e-mail. List at least five weaknesses. Pay special attention to its tone. I want you to revise the e-mail so that it reflects some of the writing techniques you learned in this chapter. How can you make this e-mail more courteous, positive, concise, precise, and audience centered? Use some collaborative tools like Google Docs or Words Track Changes and Comment features.

To: All Supervisors and Departmental Managers

From: Avianca Keller

Subject: Legally Risky Employee Evaluations

All,

Although it pains me to do this, I must warn you all that recently one of our employees filed a lawsuit against the company because of comments a supervisor made during a performance evaluation. This did not have to happen. Look, people, you must be smarter!

Because none of you are dense, here are suggestions you must share with all supervisors and managers regarding companywide evaluations:

It goes without saying that you cannot accurately evaluate an employees performance unless you have a system to measure that performance. Thats why the obvious very first step is developing performance standards and goals for each employee. To be effective, these standards and goals must be shared with the employee. However, dont do it orally. Do it in writing.

The performance of each employee must be monitored throughout the year. Keep a log for each worker. Note memorable incidents or projects in which he was involved. But dont just keep favorable comments. I know that many of you are understandably averse to placing negative comments in an employees file. However, MAN UP! Even negative comments must be included as part of the evaluation process.

Once a year each employee must be formally evaluated in a written performance appraisalyes, I do mean written! In a face-to-face meeting, let the employee know what you think they did well and in what areas the employee may be able to improve. Be specific, give deadlines, be honest, and be realistic.

Giving evaluations can be difficult. With careful preparation, however, the process can be smooth and safe. Dont allow yourself or the company to get involved in any more legal ramifications.

Avianca Keller

Vice President, Employee Relations

akeller@rubin.com