Topic:-Bovee and Thill Resources.

Topic:-Bovee and Thill Resources. © DScane 2005-2016 Routine Message Assignment from Bovee and Thill Resources Situation: You work as an assistant office manager for Diamond Clear, a family-run window installation company. A scheduling issue has arisen in the office. Facts: Include as many facts below as necessary to create an effective message. You can make-up any additional relevant or reasonable background or contextual information as needed in the opening, evidence to support your main idea in the body or action/deadline information in the close. Diamond Clear is a family business, run by siblings Scott and Lucia Diamond. The company was started over 30 years ago by Scott and Lucia's father, who built his business slowly by honoring the customer and being true to his word. • Scott is in charge of the company's operational matters. Scott typically spends his days visiting the various installation sites, keeping track of deliveries, and making sure that jobs run smoothly and finish on time. • Lucia runs the financial end of the company. She typically spends her days in the office taking care of such things as financing, bookkeeping, ordering, and scheduling. • The siblings take turns making estimates for prospective clients. Lucia takes care of most of the large business clients. Scott usually deals with individual homeowner accounts. • This week, Diamond Clear has two jobs scheduled. The first job is scheduled to start tomorrow, Tuesday, for a family on Herbert Street. It is likely to take 1 to 2 days to complete. The customer is having a wedding on the weekend, and so the job absolutely needs to be done before then. • The second job is a corporate account that is scheduled to start today (Monday) and is likely to take 2 to 3 weeks. • Lucia has just learned this morning that the window shipment she was expecting for the corporate job has been delayed. Lucia tried to tell Scott about the delay, but could not get through to him. Lucia then went off to a downtown business meeting and will probably be out of communication until late this afternoon. • The delay means that Diamond Clear currently has only enough materials to begin one of the two jobs that are scheduled for the week. • Diamond Clear's window supplier is quite reliable, and Lucia is fairly confident that the new window shipment will arrive tomorrow. However, there have been a few occasions in the past when shipments were delayed by more than one day. • Before she left for her meeting, Lucia told you that she thinks the Herbert Street job should be the priority in this situation. Lucia thinks Scott should change the order of the two jobs and start the Herbert Street job first rather than the corporate job. Task: Write an email message to Scott that informs him of the shipment delay. The message should explain that Lucia thinks that Scott should hold off on the corporate job and start the Herbert Street job instead. The message should also tell Scott to confirm that he understands the situation and get back to you right away if he has any concerns about Lucia's plan. © DScane 2005-2016 Minimum Assignment Requirements • Create an outline for your message with 3 sections in outline – open/body/close, 3 subpoints per main point in outline (see sample outline below), include techniques used for each sub-point in outline (see table below with techniques to choose from) • Include a subject for your email heading. • Create your message with 3 paragraphs in message and 5 sentences in each paragraph OR 15 sentences minimum total • Try to respond to/include “who/what/where/when/why/how/how much/how often” in your message, where applicable • Use design elements -> headings, bold, italics, tables, graphs, pictures, etc. • IN YOUR MESSAGE - >Indicate which sentence is your main idea sentence (Note “main idea” in parentheses next to the sentence that reflects your main idea in your message.) Indicate which sentence you applied “you attitude” using same format as main idea. • Use the direct approach for this message, where you include your main idea or your request in this case in the opening section. • Single Space Only Submission Requirements Submit an outline and email message through “Write Submission” in Blackboard and/OR submit a PDF file through the assignment link. If you use “Write Submission” you should be able to copy your work from another program (including Google Docs) and paste in to the Write Submission box. Alternatively, you can use Google Docs to create your message and download a pdf file to submit through the correct assignment link. Writing Techniques for Routine Messages Please keep in mind the content technique options listed below when writing your businesses messages for class assignments. You can typically select from the following types of information in each section indicated for writing routine business messages. There is no specific order in which you need to use the techniques noted. Bolded content relate more specifically to techniques for writing a routine business message. Choose from the most appropriate techniques in table for your message and assignment requirements. Don’t forget to COMPLETE your message and do your best to include relevant details that include who/what/when/where/why/how/how much/how often, where applicable. Please note, techniques are not listed in any particular order of importance. OPEN SECTION TECHNIQUES Writing Technique Example Positive Statement Thank you for being a valued AAA customer for 10 years. General Purpose – To inform, To persuade This letter is being sent to inform you of a new benefits procedure Who are you? What are you writing about? When did you receive the item? (Who) I’m a customer service representative from American Express. (What) I’m writing in regards to your American Express Costco Card. (When) You were contacted by one of our representatives on February 13th, 2013 and I am following up on that discussion. © DScane 2005-2016 Main Idea (If Direct Approach) (Specific Purpose/Action/News/Request) New provider selections must be made online by Feb 1, 2010. History/Background/Context related to topic of message. What information can you provide to help bring your audience up-to-speed on your message? Or what does your audience need to know to adequately understand your message. For the past 20 years your benefit selections were made on a form sent through snail mail. Our company has been making automobile parts for 50 years. Review Topics to be Covered in Your Message. Organize your content and guide your reader so they know what your message will review. This memo includes steps you need to take to correctly make your new benefits selection and contact information for any questions. State Problem – Describe the problem and consider general responses to who/what/when/where/why/how much/how often in helping to develop your problem statement. Provide the majority of the details/facts/evidence about your problem in the body. I received a broken IPOD in the mail that I ordered from your website. State Good News – If you have good news it’s useful to include it in the opening section. (May be main idea) Congratulations, you have been approved for a low rate student AMEX card. State Request – What specific action do you want your audience to take? Be specific and clear and don’t assume it’s implied elsewhere. (May be main idea) Please replace my IPOD or refund all expenses. BODY SECTION TECHNIQUES Support Main Idea Writing Technique Example Relevant Details/Problem Description Details Define your problem and provide all of the necessary details surrounding problem, if applicable. Provide specific details to clarify your main idea I ordered the IPOD online at Apple website on January 1, 2010. The IPOD was sent via UPS, tracking# is, order# is, etc. (Note: Depending in your message and your organization of content, you might also include information about when and where you placed your order in opening section.) Evidence/Facts Include proof to substantiate your main idea. Please find photos of broken shipping carton and photos of broken IPOD attached to this message. Justify Main Idea (In this case the main idea, which is a request, is being justified or explained.) Provide any reasons and/or explanations surrounding your main idea. Due to the former manual form and snail mail procedure for benefits changes, process time was extensive. Instead of requesting new benefits information one year in advance, we will now request changes one month in advance. Questions to Ask Group any questions you might have for your audience. Please provide me with answers to the following questions in order to expedite your order. Topic Relevant Related Data Invoice payments and dates for receipt of payment. Anticipate and respond to questions. Put yourself in your audience’s shoes and consider what questions they might have or what information they might need and include it. This approach might help prevent additional You will not need to be home to receive your new IPOD, you will receive your replacement IPOD via FEDEX ground on 2/15/2010. © DScane 2005-2016 communications. Main Idea (If Indirect Approach) (Specific Purpose) What are you specifically providing or asking of your audience? Please refund my credit card for the interest charged due to the reasons mentioned above. CLOSE SECTION TECHNIQUES Writing Technique Example Specific Information for Action Steps What details do you need to provide your audience surrounding your main idea? Complete enclosed form and return with envelope by 3/30/08 Specific Next Steps for Audience to Take Identify the specific steps your audience can take to respond to your main idea. Go to our website www.business.com to see answers to FAQ’s and for more details about our program. Make Action Easy Provide several distribution/media options for your audience to respond to your request. Call, email, or order our product online Focus on the Positive If appropriate, end your message on a positive note to facilitate goodwill and a positive association with your business. We hope we can meet your future pet grooming needs. Contact Information Provide contact information if you want to facilitate additional communications and/or if you want to make it easy for the reader to reach you. Please contact me at xxx-xxx-xxxx or by email at [email protected] to begin your new life today!). Deadline Information If applicable, clearly indicate when you need to hear back from your audience. In order to receive your dress in time for your trip, you need to send us your dress size by Friday, May 15th, 5PM, PT. Cordial Close Consider including a statement that will be pleasing to your audience. We appreciate your business, thank you for being a loyal AAA customer since 2000. Create one SEPARATE OUTLINE with a SEPARATE MESSAGE and don’t forget to add the heading and signature at the start and end of your message, you don’t need to include these components with your outline. I only added examples as a sample and reminder to include with your message. Outline Sample Create your own outline that includes content you will use for your message AND related techniques for your assignment. Subject: Create a clear and descriptive subject for email message Salutation – “Hello Scott,” A. Open 1. Potential material delay could impact scheduled jobs. (General Problem Statement) 2. Lucia asked me to contact you/she attempted to contact before meeting. (Context, Background) 3. Postpone corporate job and start Herbert job. (Main Idea) B. Body – Can be in 2 paragraphs and/or add design elements such as © DScane 2005-2016 tables/bullets 1. Current schedule Corporate job Monday, Herbert Tuesday (Relevant Details) 2. Herbert job 1-2 days to complete, priority for weekend wedding (Facts) 3. Delay in receiving materials for job - explain (problem description details) 4. Example of problems with material delay in the past (Evidence/Facts or Justify Main Idea) C. Close 1. Lucia requested confirmation to schedule Herbert job before Corporate job. (Next Steps) 2. Please verify job reschedule plans with verification of job start day. (Next Steps) 3. Email, phone or text asap. (Contact Information/Make Action easy – Make-up Contact Info) 4. Lucia will contact customers regarding reschedule as soon as I receive your reply. (Action/Next Steps) Signature Close Kind Regards, Danielle Scane Assistant Office Managaer Diamond Clear Window Installation Quality and On Time Installation