Business Communication: Process and Product - Assignment Example

420 Omega Limited Okra Road, PA 16802 August 6, Rogers Gordon President of Omega Limited Omega Limited Okra Road, PA 16802  Dear Mr. Gordon, Enclosed is the report that you requested entitled "Moving to the New Building", you will find that this report contains an introduction to the problem of moving to the new building, analysis for the criteria for a satisfactory solution, propose one or more alternative solutions, an argument for the solution that will satisfy the criteria best and finally the conclusion and recommendations. Directions and billboards have been used in the report for the employees to understand the whole process of moving to the new building. The aid is specifically important to the disabled individuals like the deaf. The billboards will be also beneficial to our customers because they will give them directions to our new building. Billboards are known to last and their visibility is of high quality to ensure our customers get to know where we moved to from our old building. I hope you find this report helpful in regards to moving to new building now and even in future. If you have any questions or comments regarding my recommendation feel free to contact me at (814) 862-7480. Thank you for the opportunity to research this problem for Alpha Phi. Sincerely, Joe, Vice President- Omega Limited Joe, Vice President- Omega Limited MOVING TO THE NEW BUILIDING     Prepared for: Rogers Gordon President of Omega Limited and All employees of Omega Limited     Prepared by: Joe, Vice President- Omega Limited       August 6, 2014 Executive Summary   The Omega Limited Company has been operating in an old tiny building which does not contain all the activities run in the company. Due to these circumstances, the company sought to build a larger building that can comfortably contain its employees and all the activities run by the company. The company has eventually built the structure and is planning to relocate its entire activities to the building. This report has analyzed how the company is going to relocate safely and successfully. The report has defined the problem at hand, which is relocating to the new building. It has analyzed the criteria for a satisfactory solution, thereafter various alternative solutions have been given, then there is an argument for the solution which satisfies the criteria best and finally a conclusion and recommendation follow respectively. In general, the report contains the following components; A letter or memo of transmittal A cover/title page An executive summary A table of contents Introduction Body of the report Conclusion Recommendations References Other visual aids that will guide the employees to the new building include directions and billboards. The billboards will also benefit our customers because they will be giving them directions to our new building due to their durable and high visible nature. Table of Contents Billboards 9 Moving Individually 9 Although the management also thought of letting our employees move on their own but within a stipulated time frame but came to a conclusion that this is likely to cause a lot of confusions, disorderliness and we might lose the company’s property in the process. In addition, some workers and more especially those who will be absent during the process are likely to lose their personal property of the company property under their care. In such a case, every employee would meet the expenses of carrying his luggage including the working equipment to the new building (World Bank, 2010). This is likely to disadvantage some employees especially those working in the technical departments because of the bulky machines in the rooms. In addition, asking the employees to move the property at their own cost might lead to some of them handling the machines carelessly because they might not be pleased with this decision. 9 Moving the company Working Equipment 10 Orientation 11 Conclusion 11 To: The President and All Employees of Omega Limited From: Joe, Vice President, Omega Limited DATE: March 10, 2005 SUBJECT: About Moving to New Building Introduction The purpose of this report is to inform our employees about the rescheduling of the time for moving to our new building. Although we were supposed to move on Monday and Tuesday of next week, we shall move on Thursday of the same week. There are plans put in place and every employee is expected to review them and follow them to the letter to avoid confusions and inconveniences during the whole process of moving. Problem Mr. President, due to unavoidable circumstances, we would like to inform all our employees that the time for moving to our new building is changed to Thursday of next week. The original scheduled date (Monday and Tuesday) is conflicting with planned visits by managers from the main office. Considering the possible problems that may occur with this conflict, we thought it would be better to reschedule the date of moving to our new building. We hope our employees will understand. Analysis Provision of Boxes In order to prevent any troubles and confusions that may occur during this process, we have decided to provide some useful resources that can make everything go as smoothly as possible. We will provide all employees with standard size boxes on Mondays and Tuesdays (details will be announced later). The employees are expected to start packing their items as early as possible, and they are responsible for packing their own items in the boxes. Schedule Our Human Resource manager has made an analysis of the possible schedules for moving personnel from different floors and we have decided on the following: 1:00 PM: First and second floor personnel will have their boxes packed 2:00 PM: Third and fourth floor personnel will have their boxes packed 3:00 PM: Fifth floor personnel will have their boxes packed Solutions After everyone packing his belonging, one of the company buses will move all employees to the new building. The assistant human resource manager together with some management team will be by the door of the new building to direct every employee to their respective rooms. Plans have been made to ensure every employee is directed to their proper room (Guffey, 2012). For instance, the technical team will be directed to technical department and the IT members will be directed to their rooms furnished with computers among others. Incase of any confusions, there will be a customer desk to provide further directions (United States Immigration Commission, 1933). We are asking all our employees to cooperate during this moving session to ensure all of us and the company’s property move safely to the new building. Kindly let no one attempt to steal or keep any property belonging to the company. Security personnel will be on high alert and incase an employee is caught in such an act with sufficient evidence, there will be no compromise other than being fired (United States Immigration Commission, 1933). Provision of Directions Disabled individuals Directions will be provided appropriately. The directions are going to benefit the deaf and anyone who might not get the communications earlier (Hillier, 1969). This aid will be highly beneficial and it will compliment other means of communication discussed above. There will be drawings of arrows pointing to every department and below it; there will be brief descriptions about the direction (Hillier, 1969). This mean of communication is going to be of great benefit to the disabled individuals and more especially the deaf. We have a special team to guide categories of the disabled like the blind, on how to move from the old building to their respective departments and rooms in the new building. The special team has been fully coached on how to go about the whole process and at least every disabled employee will have someone to ensure that he or she moves safely from the old building together with his belonging to the new building. We chose to use directions because they provide a logical and cost-effective way of communicating to our employees (Hillier, 1969). Employees who will view the directions will be already actively engaged in the surroundings. Whatever point the employees will be within the new compound, they are likely to notice directions. Our directions will be clever directions because they will have a call-to-action phrase that will propel the viewers to take action as soon as possible (Hillier, 1969). This could be in the form of making a phone call, visiting the customer care desk or navigating to a website. The directions will be placed be put just about anywhere where they can be seen by almost anyone. The directions will be stuck all over the old and new compounds a day to the moving day to ensure our employees view and familiarize themselves the picture of the new building earlier before the actual moving day. Billboards We also preferred using billboards to direct our customers to our new location. Billboards are durable as compared to the posters hence we thought they will stay for sometime till our customers master the new location (Lay, 1992). We preferred billboards because they typically show large ostensible witty slogans and distinctive visuals. They are highly visible as long as they are raised (Gerson & Gerson, 2005). We preferred using bulletins billboards because they afford the greatest visibility due to their size and creative customization through extensions and embellishments (Gerson & Gerson, 2005). We believe these billboards will be of great help to our customers till they get used to our new location. Moving Individually Although the management also thought of letting our employees move on their own but within a stipulated time frame but came to a conclusion that this is likely to cause a lot of confusions, disorderliness and we might lose the company’s property in the process. In addition, some workers and more especially those who will be absent during the process are likely to lose their personal property of the company property under their care. In such a case, every employee would meet the expenses of carrying his luggage including the working equipment to the new building (World Bank, 2010). This is likely to disadvantage some employees especially those working in the technical departments because of the bulky machines in the rooms. In addition, asking the employees to move the property at their own cost might lead to some of them handling the machines carelessly because they might not be pleased with this decision. Hence as the management, we thought the earlier plan to move the employees according to floors within the stipulated time frame was the effective solution to the problem. This process will be made easier with other aids put in place to ensure the process is a success (Kaszynski, 2000). In addition, special categories of individuals like the disabled have been considered and well taken care of. Moving to a new building is a tiresome exercise that calls for the cooperation of every individual to ensure the process is a success. Moving the company Working Equipment Employees will move on their own with their personal luggage and thereafter, there are teams that will work in conjunction with employees of every department to ensure the working equipment are transported safely to their respective working departments in the new building. The company’s transport department has plans in place to ensure the process is a success. The type of transport facility has been allocated to every department depending on the nature of working equipment or machines in the department (Moeller, 2007). For example, the IT department will be given a transport system that will ensure the computers arrive safely on the new building without damages while the technical departments can use tractors to transport their equipment as long as the machines are not delicate. The disabled employees working in the various departments within the organization will be assisted with the chosen team to pack their personal belonging and move to the new building but their colleagues without the disabilities will organize with the chosen team to ensure that their working equipment arrive safely in the new building. Thereafter there will be another team to orient them in the new building. Orientation After moving to the new building, on Friday will be an orientation day. This is in effort to ensure that every employee is familiar with the new building to avoid further confusions which might lead to decrease in the company production (Lannon, 2007). Orienting employees effectively to their respective departments and reminding them of their positions will be critical to the establishment of a successful and productive working relationship. It is important that the employees get used to the new building right away and forget about the old building (Djankov, 2002). The employees interactions with the new environment will create a positive impression of the company. The time we will spend orienting employees in the new building will greatly increase the chance for a successful start in the new building. Conclusion The purpose of this report was to communicate the effective way of moving employees from an old building to a new building. The below plan was developed through: Employees packing their belonging in boxes Scheduling the day and time to move the employees Ensuring the disable are well taken care of Using directions to guide the employees to their respective rooms This plan fits the outlined criteria and is the best possible solution for this problem. Proper implementation of the process will lead to successful and smooth movement from the old to the new building without complains of accidents. The plan can benefit other organizations planning to move from old buildings to new buildings or even relocations to a different business environment. Recommendations for the Best Solution The management has put in place a well organized plan to ensure that all employees move to the new building safely. This is the reason why the process begins with providing everyone with a box to pack his or her belonging, thereafter the bus will move employees to the new building according to the various floors. At 1:00 PM, First and second floor personnel will have their boxes packed and they will be moved to the new building, at 2:00 PM, the third and fourth floor personnel will have their boxes packed and will follow the first group to the new building and 3:00 PM, the final group which is the fifth floor personnel will have their boxes packed and will move to the new building. We decided to have the criterion of moving employees according to the floors to avoid the confusions of directing certain experts to the wrong room. For instance, the proposed plan will ensure the finance personnel are directed to the finance department. The IT personnel will be directed to the right rooms that are well equipped and the same case will apply to every department including the production and human resource departments. We are asking all our employees to adhere to the stipulated rules to make the process fast and easier. This is the report so far for moving our employees to the new building Mr. President and we are hoping that it is going to work out. Workers are also asked to follow the plan set strictly to assist us do the exercise within the shortest time possible before resuming our respective tasks. We would to caution any employee who will not follow the set guidelines that he or she will have to cater for his movement expenses. The process will be done once. Those who will lag behind and the transport facilities happen to go ahead of them; they will be forced to bear the costs of moving their luggage from the old building to the new building. Kindly if there is any employee whom is likely to be absent during that period must report prior to the management so that we can organize hoe his or her luggage will be moved to the new building. References Djankov, S. (2002). The Regulation of Entry, The Quarterly Journal of Economics, 38 (1), 43-56. Kaszynski, William (2000). The American Highway: The History and Culture of Roads in the United States. London: MacFarland and Company. Gerson, S. & Gerson, S. (2005). Technical Writing: Process and Product. London: Prentice Hall. Guffey, M. E. (2012). Business Communication: Process and Product. Canada: Nelson Education Ltd. Hillier, B. (1969). Directions . London: Weidenfeld & Nicolson. Lannon, J. (2007). Technical Communication. New York: Longman. Lay, M. (1992). Ways of the World: A History of the Worlds Roads and of the Vehicles That Used Them. London: Rutgers University Press. Moeller, R. (2007). COSO Enterprise Risk Management: Understanding the New Integrated ERM Framework. London: Wiley. United States Immigration Commission (1933). Abstracts of Reports of the Immigration Commission, With Conclusions and Recommendations and Views of the Minority. New York: Kessinger Publishing. World Bank (2010). Doing Business 2010, U.S.A: World Bank Group. Read More