Date :
To :
From :
Re : Meeting to Plan for the Upcoming Company Holiday Party
I am writing you to inform you of the date and venue that the committee responsible for planning the company Holiday Party shall meet to discuss the task laying a head of us. I have already booked the company boardroom on the 23rd of May starting from 10 .AM.
I am writing to invite all the members appointed to the committee so that we start the task earlier and discuss on the better option that can result to a party that will be memorable to all the staff and stakeholders involved. Guys, as the adage says that the early bird catches the worm , we have to subscribe to that idea in order to make the work easier for each one of us. It is also imperative to note that it is a team work and the success of the event would earn the team a good reputation and give every member an opportunity to actively contribute and participate in the event.
Delegate your assignment to our experts and they will do the rest.
The outcome of the event hence would have positive impact to all of us and might be relevant in the future to be considered for other opportunities.
Please, brain storm and come up with the best ideas that we can be incorporated in the task to come up with a party that would be exceptional and raise the standards high when compared to previous similar events. It is our time and our opportunity…!. I expect everybody to be on time so that we can start the process on a positive note and have positive energy. Stay safe whenever you are and looking forward for the day.
Best regards
(Name)- Team Leader.
As I developed the e-mail, I considered including the venue and time as well as motivating the members and creating the team work spirit attitude. It was important to include the noted information to clarify and create the right step that would eliminate any earlier challenges likely to be faced in the new team. It is important for any meeting to clarify the venue and time so that I send the right message as a leader of the team. Creating the team work attitude would ensure that every member come positively energized knowing the task ahead and empower them to actively participate in the process and own the process (Mackin, 2007).
There were topics that I felt should not be included in this initial e-mail especially about people character as had already been briefed about some members of the group difficulty in working in a team. I also did not want to include my ideas about the party event that I would present to them during the meeting when everybody would be presenting theirs and hence the better option chosen. I choose not to include them because they would discourage members for instance the topic about members that I can work with and those with difficulty working with (Sandler & Keefe, 2008). The second reason I opted not to give my ideas that I have about the party was to allow members to brainstorm without my thoughts and ideas. It would eliminate possible resistance that can lead to for negative attitude towards my leadership in the task and team.
I was concerned about how formal or informal the e-mail was to be. The reason is because it would be the first communication that would determine the seriousness of the event and hence I opted for formal communication.
It is ethical to include blind carbon copies (Bcc) in business e-mails. The reason is that it allows members to concentrate on the subject of the matter at the expense of those that shall attend the business meeting (Guffey & Loewy, 2010). It enables the team to focus on the main subject in the business communication.
I do not plan to communicate with John before the initial meeting about the concern of difficulty working with. The reason is that I want to give him an opportunity to learn for myself the reason some find it difficult working with. The information might be rumors hence John might have his reasons he found it difficult to work with the other past teams. If I note the challenge after the initial meeting, I would use tactical approaches that would enhance communication and team work to get him on board in the project.
References
Guffey, M. E., & Loewy, D. (2010). Business Communication: Process and Product . Mason, OH: South-Western/Cengage Learning.
Mackin, D. (2007). The Team Building Tool Kit: Tips and Tactics for Effective Workplace Teams . New York: AMACOM.
Sandler, C., & Keefe, J. (2008). 1001 Business Letters for All Occasions: From Interoffice Memos and Employee Evaluations to Company Policies and Business Invitations: Templates for Every Situation . Avon, Mass: Adams Media.
