MEMO

To Complete the Routine Message Assignment:

1. Listen to the voice mail for the subject matter of the message you will write.
2. Refer to the trucking supervisor's email for additional information about the problem 
3. Complete Routine Message Planning Questionnaire. Insert your responses directly into the questionnaire.
4. Write the message in the appropriate document format your division manager specified in his/her voice mail.
5. Add the written message to a new page on the Planning Questionnaire and submit as ONE Word document. (To add a new page at the end of your questionnaire, place your cursor after the last item on the questionnaire and press CONTROL and ENTER.)

Specific Content Guidelines for the Routine Message

The written response will be formatted as a memo with headings/subheadings, bullets, tables, etc. in the body of the message for easy readability. The following items are to be included in the memo:

• Paragraph briefly introducing the issue
• Your ideas to address the problem
• Concluding paragraph

A Successful Message will include the following:

• The message written in the proper document format.
• Accurate and thoughtful responses to each planning question.
• Evidence the writer fully and firmly grasps the purpose/goals of the message.
• Full and complete original text that reflects audience needs in relation to the message.
• Proper use of formatting and style (e.g., bullets, headings, lists, etc.).
• An awareness and proper use of all ten writing conventions for professional writing (as appropriate) covered in Week 2.
• Use of proper grammar, spelling, punctuation, and capitalization.

PLEASE FIND THE VOICEMESSAGE ATTACHED, THE PLANNING QUESTIONNARIE, AND THE SUPERVISORS EMAIL I NEED THIS DONE TONIGHT PLEASE

BELOW YOU WILL FIND THE SUPERVISOR EMAIL, THE VOICEMAIL AND THE QUESTIONARIE YOU HAVE TO FILL OUT:

Routine Message Voicemail Transcript

 (Female speaker)

Listen, we’ve got a shipping problem in Indonesia that may cause problems with the local population. We need to figure out how to manage this situation. I’ve forwarded you the trucking supervisor’s email with all the details, so be sure to read it carefully.

Here’s what I need your team to do right now. You need to develop a plan to address possible concerns residents might have about the tr ucking situation, and to mitigate any negative publicity that might develop. It’s critical that we get this done now because we will be issuing a press release announcing the details of the shipping plan in 2 weeks.

Also , we want to develop a public relat ions outreach to the affected communities. We’re open to any ideas that are in keeping with our corporate goals of being good neighbors to all citizens affected by our operations. Although these are small and sometimes rural communities, residents have bro adband Internet access and access to national television media. They may also get their news from The Jakarta Post newspaper. So, we need to reach out to these residents as quickly and effectively as possible.

By the end of this week, send me a memo prese nting your own ideas on what we can do to deal with resident s’ concerns and handle negative publicity. You will also need to meet with the rest of your team, share your ideas, and create an action plan for us to initiate as soon as the announcement is made . Include in your memo the names of your team members and how you have allocated the tasks involved in creating this document.

I look forward to getting your memo this week with your ideas!

Thanks for your help with this.

                                             Supervisor Email

Indonesian Trucking

From:  Roger Stevens, Regional Coordinator

To: You

Date: Today

Subject: Shipping Problem

Your division is in charge of shipping from the plant in Tebing to delivery of materials at the company’s warehouse at the Kuala Tanjung Port. I have received the following information from the LogisticsDepartment.

1.            The major highway used for shipping will be partially closed in 30 days. The construction is scheduled to take 2 weeks but could be longer.

2.            The alternate route will cause the trucks (semi-tractors with a 40-foot/ 12m trailer) to gothrough rural farming communities as well as residential areas. The schedule requires 40 loadsper day with 10 of the loads at night. Needless to say, this also means 40 return trips.

3.            The alternate route is often reduced to two lanes and there will doubtless be complaints fromother motorists as well as residents. We have acquired all the required permits and believesafety will not be a concern.

4.            The Indonesian Transportation Agency has been very supportive and will work with us toreduce, as far as is possible, unreasonable traffic congestion.

5.            Truck drivers will be operating under strict guidelines. The rights of Indonesian citizens will beparamount.

6.            Extra police will be assigned to the route to immediately clear any disabled vehicles from theroad (a not uncommon occurrence in Indonesia). Our trucks will observe a strict speed limitwhile on the alternate route.

Please listen to the voicemail I have sent you. It details what you will need to do.

Required Audience Profile

NAME:

I.Complete this audience profile as part of the Week 3 Assignment. Answer the listed questions below thoroughly and accurately to create a profile for your audience and their needs in relation to the message.

1. Who is the audience?            
2. Is my audience external or internal?   
3. How much does my audience know about the topic?
4. What information does my audience need about the topic?     
5. How much formality does my audience prefer?    
6. What does my audience value in relation to this message? What does the audience care about most?
7. What are benefits for my audience in relation to this message?   

II.  Write the message. 

·      Insert a page break (press CONTROL and ENTER) and write your message in the appropriate format on the new page. 

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