Effective writing skills are fundamental since they facilitate everyday communication in organizations. Employees interact with different people ranging from suppliers, clients, service providers, management, as well as their fellow employees. Most of the interactions are professional which requires written documents to authenticate organizational needs and processes. In such a case, an employee must understand how to communicate with all these groups effectively. Emails are a common written communication strategy that the management, department heads, and employees use to communicate professionally. Emails written to the management, coworkers and the people who work for the employee would be different in content.
Identification of the Scenario
The employee would be writing about the company’s policy about the recycling of paper products in the office. The emails must consider the target audience, which would then inform the level of formality, content, and the extent of information provided. These emails will highlight the importance and strategies that could be adopted to reduce the wastage of paper. An email to the employee’s boss would be more formal and direct to the point as compared to an email directed at the coworkers or the employees who work under the writer.
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Email to the Management
From: Marge Thomas, Sustainability Manager
To: Chief Executive Officer
Subject: Recycling Office Paper
Hi, Bernard
I am writing this email to inform you that the organization needs to recycle office paper to enhance environmental sustainability and reduce costs.
I understand that your office has in the past thought about recycling but it stalled. I have researched the best practices in paper recycling and come up with different options
The company could recycle its paper through the services of small collectors, recycling companies, or a refuse company. These options could reduce the costs of refuse collection if the organization decides to recycle the paper that is used here.
I have communicated with several of these companies and they have established that they are ready to provide their services whenever the organization is ready.
I am looking forward to getting your feedback regarding the recycling program.
Thanks,
Marge Thomas.
How the Email is Revised
The email to the Chief Executive Officer is very formal and goes straight to the point. The writer understands that the CEO is conversant with the office paper-recycling program, as the organization had already explored this option. Kolin (2017) asserts that before writing an email one should consider the readers' prior knowledge of the product or information. The CEO is conversant with paper recycling thus the reason why the writer does not introduce the concept. Instead, the employee focuses on the options that the company has and pushes the agenda to help the organization make the right choices.
Email to Coworkers
From: Marge Thomas, Sustainability Manager
To: Sustainability Department Heads
Subject: Recycling Office Paper
Hi, Team
I am writing this email to inform you that the company is considering to start the office paper recycling program to cut down on costs. This department is tasked with the responsibility of coming up with strategies to enhance sustainability and cost-effectiveness.
You will be required to come up with an action plan that will outline how the recycling program will be implemented and the people who will be responsible for the implementation. More so, you will be required to draft the action plan and forward it to me before the end of this month.
I understand that paper recycling may be hard to implement at first and that is why this team will train employees on the responsible use of paper. There will be a meeting on July 5 at 10 am in my office to come up with a training program.
Thanks,
Marge Thomas
How the Email is Revised
The email to the departmental heads is formal since this is a business email, which will be filed for future referencing in addition to having legal implications. The email though formal portrays familiarity considering that the writer interacts with the heads daily. This email demonstrates that the writer bears authority and at the same time collaborates with the departmental heads to come up with solutions. The writer believes that the coworkers understand what the recycling program is all about thus there is no focus on background information. Kolin (2017) outlines that when writing an email one needs to understand the extent to which one provides background information. This email reduces background information and goes directly to how the coworkers can implement the program.
Email to the Departmental Employees
From: Marge Thomas, Sustainability Manager
To: Sustainability Department Employees
Subject: Recycling Office Paper
Hi, Team
I am writing you this email to inform you that I need your support in implementing the office paper-recycling program. This program aims at ensuring that the organization reduces costs associated with purchasing office paper as well as refuse collection. I understand that the concept of paper recycling may be to some of you, but it is possible to implement it.
The sustainability department, which you all work for will be involved in the piloting for this program before it is implemented in other departments. I will collaborate with other departmental heads to create training materials to ensure that the program is successful I encourage all of you to give honest feedback regarding the program to enhance its implementation.
Thanks for your continued support. I will see you on Wednesday during our weekly meeting.
Marge Thomas.
How the Email was Revised
The email to the employees who work under the writer contained more background information to support the office paper recycling program. The writer felt that the employees may not have had prior information regarding the organization's proposal to have the program. Moreover, the email indicates that the writer understands that the employees who work under her do not understand the process. The writer aligns with Decoker (2007) who asserts email senders need to think about how others may interpret the message. This email establishes that some of the employees may not understand the concept of recycling but the organization can still implement it. The writer uses formal language but creates a seen of connection with the employees. The writer uses a friendly tone by using words like ‘encourage’ and ‘continued support’ to indicate a close relationship with the recipients.
References
Decoker, G. (2007). Advice for a rookie staff member. Chronicle of Higher Education , 54 (40), C1-C4.
Kolin, P. C. (2016). Successful writing at work (11th ed.).Wadsworth Publishing.
