Practice Principles of Email and Style - CanSoE Manager List - Stella Soto - Email Assignment Help

CanSoE Manager List - Stella Soto - Email Assignment Help

Assignment Task:

Purpose: To have you practice the principles of email and style

Instructions
• Read the email at the bottom of these instructions
• In Microsoft Word, revise the email to make it significantly more effective. For more instruction on how to properly revise the below email, see Week 2’s lecture slides on Email.
• Submit your assignment to the appropriate submissions folder

SUBJECT LINE
• Summarizes the central idea of the message

OPENING
• Clearly, outlines/explains the problem, topic and/or purpose of email
• Uses a Direct Opening, rather than Indirect (it ‘frontloads’ the main idea immediately)

BODY
• Provides further information about the reason for writing
• The subject is explained and discussed logically and clearly

CLOSING
• Uses at least one of three features in closing: (1) action information, dates or deadlines; (2) summary of message; or (3) closing thought(s)
• Closes without abruptness (eg. shows gratitude or encourages feedback)

AUDIENCE
• Identifies who the audience is and their reaction to the message; sets tone & style accordingly

MECHANICS

• Proper email format
• Adheres to “The Four Parts of the Email” (see lecture slides from Week 2)
• Utilizes short sentences/paragraphs and a bulleted-list
• Error-free style/mechanics (spelling, punctuation, sentence structure, formal business language & tone)

Email to Revise

To: CanSoE Manager List
From: Stella Soto
Date: Sept. 10, 2017
Subject: Email
Dear Managers,

As CanSoE vice president, I am troubled by a big problem. I am writing this note to ask for your help and advice to address an urgent problem—the problem of excessive email. If you will do me the favour of answering the questions below, I’m sure your ideas will assist us in the development of a plan that should benefit your staff, yourself, and our organization will be improved. Your replies in writing to these questions (preferably by October 5) will help me prepare for our supervisory committee meeting on October 10.

Although email is a great productivity tool, I’m afraid that its use is becoming extremely excessive. For our organization it is actually cu]ng into work to me. Did you know that one study found that the average office worker is spending two hours a day on email? In our organization, we may be spending even more than this. It’s exceedingly difficult to get any work done because of writing and answering an extraordinary amount of emails coming in each and every day. Excessive email is sapping the organization’s strength and productivity. I would like to have your answers to some questions before the above-referenced dates to help us focus on the problem.

Can you give a ballpark figure for how many emails you receive and answer on a personal basis each day? Thank about how many hours the staff members in your department spend on email each day. Approximately how many hours would you estimate? Do you have any ideas about how we can make a reduction in the volume of emails being sent and received within our organization? Do you think that email is being used by employees in an excessive manner?

I’m wondering what you think about an email-free day once a week. How about Fridays? I appreciate your suggestions and advice in developing a solution to the problem of controlling email and making an improvement in productivity.

Stella Soto
Vice President

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