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Communicating to the Public, Employees and Managers

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Business Writing Portfolio
â?¢ Suppose you are part of the following scenario:
o You are a public relations manager who must present information regarding changes in retail store operations to three sets of stakeholders of a retail clothing chain. The stakeholders are store managers, employees, retail customers, and the public. You must explain adjustments that allow employees to come to work on fewer days a week in an effort to combat rising gas prices and save money on store operations.
o Stores will close on Sundays. On Monday through Saturday, stores will open an hour later and close an hour earlier. Full-time employees, including managers, will work four 10-hour days a week. Part-time employees will consolidate their hours in 1-, 2-, or 3-day workweeks, depending on how many hours they are scheduled to work. No stores are closing, but no new stores are opening.
o While constructing your messages, determine the characteristics of your audience and consider the appropriate communication type and style for each audience.
â?¢ Complete Part I: Business Writing Steps. Outline the steps you must take in drafting the three business communications. This document can take the form of a list, a flowchart, or a Web diagram.
â?¢ Complete Part II: Portfolio. Write three messages by selecting one message format for each audience. Explain the changes in the retail store operations. The three messages contain potentially negative information; address the information presented in the scenario so your audience might perceive it in a positive way.
Audiences Message Formats
Store managers A business letter
Store employees A business memo
Retail customers and the public An e-mail message

â?¢ Complete Part III: Reflection. Write a 200- to 300-word reflection on your writing, and compare and contrast the business writings in this assignment with academic papers you have completed.

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Solution Summary

This solution handles a request for a public relations manager to communicate to retail customers, employees, and managers changes in the store operations in a positive manner. The detailed solution gives examples and outlines the different tone and forms of communication used depending upon the audience.

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Steps to use in writing business communications:
1. Prepare- what is the message you will be sending out, who is the recipient. This will determine the mode of communication and tone that will be needed. Determine the objective of your communication.
2. Research: Understand the facts that need to be included in your communication. Know the background, anticipate questions, problems, and find solutions. Become the expert on the topic. Speak to others within the organization who might have input or be effected by situation. Get several viewpoints.
3. Organizing: Determine the organization of the communication by deciding the order in which your message will be presented. You can do this by categorizing your notes, so that the message can be presented in a logical manner.
4. Draft: Write several drafts as you fine tune the message.
5. Review and revision: Polish your message. Eliminate typo's, unneeded words, check tone. Make sure you are communicating the message you wanted to convey in a polished, positive manner.

Here are examples of different message formats:
1. Business letter to store managers- this would be the most formal, on company letterhead with a date and signature. Here is a link to help with templates:http://www.writeexpress.com/sample-business-letters.html
8 January 2011

store manager ...

Solution provided by:
Sally Baldwin, Ed.D
Education
  • BA, University of Southern California
  • MSS, United States Sports Academy
  • Ed.D, Boise State University
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