Order 1154417: Writing the Report

Part A: Interoffice Memorandum

TO: Executive team

FROM: John. J. White, VP of HRM Phoenix Co.

CC: Gregory S. Forest, the Co. President

DATE: April 19, 2018

SUBJECT: POOR SITUATION AT ROANOKE

Phoenix advertising agency is an award-winning advertising company which is known worldwide for its great success in the advertising industry. Its enormous success has made it possible to open up branches all over the world. Phoenix has six main branches, three of which are located in the United States while the other three are located in South Africa, Canada, and China respectively. The main headquarters of the Phoenix advertising Agency are in Charlotte, North Carolina.

The primary mission of the Phoenix Agency is to provide quality advertising that meets their expectations as well as increasing its profits by attracting more clients to work with them. The six branches acknowledge the company mission and have embarrassed it, so that meeting clients need the priority. Its primary goal also involves maintaining an excellent client relationship to gain an excellent reputation. What all clients require from Phoenix is that their advertising needs are achieved on time by use of high quality media and the adverts reach the right audiences.

Phoenix Agency has six vice presidents who are the heads of the various branches. All the six are answerable to the chief vice president who is located at the central headquarters. Under the vice president are the managers who ensure the day to day running of the branches and they answer to the vice presidents of their branches.

The accounts are headed by the Chief Executive accountant who is in charge of all the accounts of the company. However, the various branches contain Executive accountants that are in charge of accounts in the specific branches. In addition to this, the branch an executive accountant is tasked with accepting and assigning new accountants. The human resource department is the body that is entrusted with overseeing that all the concerned department’s work in harmony and collaborates with each other. Following investigations done in all our branches, it has come to our attention that only Roanoke Branch is the only branch losing clients.

The Human Resource department which I head has two managers; an operations manager who is Mr. Tarique Wyne who is in charge of the day to day running of the agency. The other is the Marketing manager Mrs. Sandra Chrisette who is in charge of marketing the company and its work. The organization chart in my department has the Vice-president assisted by the two managers to ensure that the department runs smoothly.

As an agency, we have well-established policies that apply to all our branches concerning overtime of salaried employees. The policy states that each hour that is overtime should be paid double that of the basic working hour. In addition to this, there is a general agency package involved with compensation and benefits for the positions of art director and account executive. The package applies to all the branches and does not depend on the conditions that the branches are in.

The problem at Roanoke branch has been well assessed, and the solution that came up is to hire other qualified personnel to fill in the positions of art director and account executive as soon as possible to avoid more loss of clients. The people filling this positions should be team workers and relate well with both the graphic designers and the copywriters.

As a reputable company, we need to work in cohesion as well as improve our teamwork skills so that we can uplift every person depending on the department that they work in. It is a high time that we unite to improve the bad reputation that is staining our name at Roanoke branch. I look forward to discussing the Roanoke issue in-depth in our Monday meeting.

PART B: E-mail

To: [email protected]

cc: Roanoke staff

bcc: Payroll staff

Subject: REMEDY FOR THE ROANOKE POOR STATE

Dear Sir,

Regarding the meeting held on 17 July 2018, by the executive committee concerning the poor performance in your branch we came up with various solutions that will help in improving the work ethics as well as getting back the excellent reputation that you have tarnished.

We proposed that the two vacant positions of the of art director and account executive be filled by the end of the month since they are very crucial positions. In addition to this, we will employ more technical staff to assist in reducing the workload that has resulted in the overtime issue. However, where overtime is due to company policy regarding overtime should be applied.

Following this solutions, I would like you to provide the payroll documents of Roanoke branch for the past 12 months as well as the branch policies that are concerned with overtime, compensation and benefits packages. I would kindly need you to email me his documents before the 23rd of July, 2018. Both information should be presented in their original forms in one folder so that it is easy to read.

I would like to request that you get back to me as soon as possible since the issue at hand is very urgent. I hope that your branch regains again the excellent reputation it once had.

Regards,

John. J. White

[email protected]