Business Writing Portfolio

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Business Writing Portfolio

Read:
Chapter 11: Negative Messages, Basic Business Messages
Locker-Kienzler: Business and Administrative Communications, Eighth Edition
The McGraw-Hill Companies, 2008

· Suppose you are part of the following scenario:

· 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.

· Stores close on Sundays. On Monday through Saturday, stores open an hour later and close an hour earlier. Full-time employees, including managers, work four 10-hour days a week. Part-time employees consolidate their hours in 1-, 2-, or 3-day workweeks, depending on how many hours they are scheduled to work. No stores are closing, and no new stores are opening.

· While constructing your messages, determine the characteristics of your audience and consider the appropriate communication type and style for each audience.

· Complete Part I: Business Writing Steps. Outline the steps you must take in drafting the three business communications. The outline may take the form of a list, a flowchart, or a web diagram.

· 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

· 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 Preview

The response addresses the queries posted in 1168 words with references.

//As per the directions, we will create a flowchart that will represent the steps taken for drafting the three business communications. It will assist in developing a systematic approach towards communicating the message properly.//

Part I

The flowchart is outlining the steps considered for drafting the three business communications (Hartley & Bruckmann, 2002).

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Please see the attached file.

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//After representing the flow chart diagram, we will write about the business memo to the store managers, so that the changes in the retail store operations can be communicated properly and the message can be presented in a positive way.//

Part II

A Business Memo to the Store Managers

To: The Store Managers

From: XYZ, Public Relations Manager

Date: March 11, 2010

Subject: Alterations in the timing of store operations

You are well known with the fact related to the rise in the gas prices, which have increased the operating cost of the company. It requires proper adjustments focused towards the management of operations efficiently. In order to combat with the rising gas prices, the store will stay close on Sundays. The weekly timings of the store from Monday to Saturday will also be reduced, so the store will open at 9 A.M. (earlier 8 A.M.) and will close at 8 P.M. (earlier 9 P.M.).

The store managers will have to work four 10-hour days a week and the part time employees have to consolidate their hours in 1-, 2-, or 3-day workweeks based on the hours they are scheduled to work. In the current situation, no stores will be closed and no new stores will be opened. It is anticipated and considered that the new strategy of altering the timings of the stores will lessen the fuel cost and save money on store operations. The …