Memo for the manager
Memorandums or when abbreviated known as memos are business communication documents exchanged on inter or intra organizational basis. The general procedure applied for writing a memo is usually formal and directed to the point. In terms of calculating the presence of formalness in a memo it can be placed in between a formal and personal letter. The memo must be written in a way so as to cover all aspects of the discussion in the most concise way possible. A sample of the way that is applied when writing a business memo has been described in the upcoming portions of the discussion. (Russell, 2007) Memo for the situation provided
General procedures applicable to all kinds of business memos that are written at organizational level follow a similar pattern that is they include a to and from formality accompanied with shedding light on some of the key issues that the decision needs to be taken on and at the same time analyze the pros and cons of the decision that is being taken and considering whether the decision being formulated is in the best interest of the company in long term. A sample has been provided below. (Bearnes N/A) From: Management To:
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After due consideration on the salient features of the proposal that you provided to me, I personally feel that our company has the potential and the financial capability to afford the installation of the new adds-on that have been calculated to be established after affording an expenditure of $45,000. (Mol and Birkinshaw, 2008) I think that we should go for the venture and start our work after evaluating all sides of the issue about which I will be providing you a brief overview so that you can get a clear picture as to our current position and the future position that our company will acquire once this venture is properly fulfilled.
Nonetheless I would also suggest that we should not hurry in the entire decision making process and must also consult all major stakeholders and board of directors before any final decision regarding the finalizing of the project is taken at the management front. At our current position the budget allocated for the usage of technology that helps in the enhancement and facilitation of customer support services is not as adequate as being used by our competitor companies.
With the setting of this project we will be able to gain financial as well as technological leverage from our counterparts. Secondly another external benefit that the company will be able to extract once this customer adds-on support is established will be to provide greater convenience and amenities to our clients and customers so will be provided with the 24/7 accessibility and availability to register their queries, feedback and concerns regarding the company and the products that the company is manufacturing to gain their credibility and appreciation.
Further information regarding the upcoming progress that is taking place within the organization restructuring of the organization will be posted on the website of the organization once the decision at the management desk has been finalized.
The company that we have hired for conducting this task is highly reputable and credible in providing superior and quality customer services to the company that they establish their technological set up in, I would also like to mention here that out in house information technology team is also assisting their workers in the careful managing and monitoring of the installation processes and at the same time also scrutinizing and pinpointing the various loopholes and shortcomings that are present within the existing setup and the stipulations of the oncoming setup.
Once the setting of the entire mechanism acquires its completion, experts of the IT department will hold a presentation through which all computer literate and non-literate staff of the company will be provided a proper guidance and introduction to the ways they can make use of the technology that has been introduced in the organization.
Another convenience that further brightens the chances of introducing a project of this nature in our organization is that once established the set up will not only be of profound convenience to customers and clients but also to the in house staff. One of the ways that can be described to manifest its effectiveness and efficacy is that the setup will allow all employees of the organization to exchange and have the accessibility to real time data without physically handling and transferring the data from one department to the other if required.
This will prove extremely time-efficient, simple and convenient for everyone to share the accessibility of the data that has been filed. In the upcoming meeting with the board of directors I would be very grateful if the team of the outhouse company is permitted to offer a presentation in front of the stakeholders so that all concerns and queries regarding the project that is about to establish are immediately removed and the process if forwarded into preceding processes of development.
As far as the price of the entire project and set up is concerned I do feel that we have been able to make it possible at a less expensive rate. From what I have learned from other colleagues working in other companies where similar technological customer support setup has been established, I have learned that the cumulative expenditure involved in the entire setup has been approximately around $55,000 to $60,000, in that case we have still been able to save some money for some crucial time.
Luck has also favored us as far as the time issue is concerned, from the same sources I have also been informed that famous and reputable take almost more than a month to fix and properly incorporate the entire system within the organization, whereas we have already signed a contract that the company will provide us all services and facilities within a span of one month.
I also feel that we should take a step in approaching the company in reminding them that if the terms and conditions of the indenture signed are not conformed as stated in the agreement they will have to reimburse a certain percentage of the amount that we are paying in the form of their expenditure.
In a couple of meetings that I have had with the heads and experts of the IT department regarding the project before preparing this memo for you I have received excellent feedback regarding the project prospects and its future usage and the multitude ways through which it can prove its efficacy in uplifting the economic standing of our company. They said that once under operation, the maintenance expenses of the entire software mechanism are almost negligible on annual basis and that alone can be handled by the in house staff of the company itself.
However they did voice their concern in one way which I feel is important to convey is that once the new setup is established; the company will have to shift attention towards the hiring of computer literate individuals that are proficient in the handling of the new setup that will change conventional working procedures a little at least in the initial days. Apart from this they expressed their full confidence in the management saying that they know that the stakeholders of the company will not take any decision that will hurt employee credibility in any way.
In some of my meetings that have taken with the members of other vital departments of the organization such as marketing and human resource have also expressed satisfaction on the advent of the new technological setup that is being brought in the organization, but at the same time also said that the management must also not forget to arrange training sessions on joint venture basis with the information technology to acquaint the rest of the employees of the company with the technology, its usage and its subsequent implications on how can it bring an improvement in the working procedures and methods which were being exercised previously.
I will be informing about the queries in greater detail in our upcoming meeting with other departments. Nevertheless in nutshell and as to what I have mentioned in my memo, we are in a position from all fronts to give a green signal to the project. References Beare, Kenneth N/A ‘How to Write a Business Memo’ retrieved on July 27 from: http://esl.
about. com/od/businessenglishwriting/a/bizdocs_2. htm Mol. J Michael Birkinshaw, Julian 2008 ‘Giant Steps in Management: creating innovations that change the way we work’ Prentice Hall and Financial Times Russel, Lou 2007 ’10 Steps to Successful Project management’ American Society for Training and Development