Routine Message Exercise 2 Instruction & Submission

Routine Message Exercise 2

About three months ago, an assembly worker at Fordham Spring Manufacturing (FSM) narrowly avoided a fatal assembly-line accident. While the company had avoided an accident with an injury for nearly 950 days, the company’s president, Jackie Bentworth, was extremely concerned. The narrowly avoided accident was one of at least three such incidents in the past year. As a result, she formed the Safety Guidelines Committee to develop new procedures to improve the safety culture. Jackie assigned Roy Pang, an engineer, to lead this seven-person committee.

The committee developed a 65-page, comprehensive guidebook called the Fordham Spring Manufacturing Safety Guidelines. Roy placed the guidelines on the company’s intranet where all employees could see them. He also broke the guidelines into separate webpages so that employees could easily find sought-after information quickly. He also planned to lead employee town hall meetings about the new safety guidelines on June 3, June 8, and June 10. He hoped all managers would attend these town hall meetings.

Roy wanted to share the new responsibilities and guidelines with employees throughout the organization. He decided to start with contacting each of the managers to provide an overview of their responsibilities because they played a major role in promoting safety among supervisors and assembly-line employees. FSM currently had eight mid-level managers. Each of these managers oversaw production of one of FSM’s core products.

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Memo

SUBJECT. New Procedures

Hi everyone,

Congratulations! We have now gone nearly 950 days without any major accidents or injuries! A new set of safety guidelines will be of assistance in continuing this excellent record of safety and concern for the well-being of all employees. After all, we have had at least three close calls that could have been devastating accidents for employees and the company. So, we can never be complacent.

During the past nine months, our Safety Guidelines Committee has undertaken the responsibility to develop definitions of various duties and responsibilities of managers at venous levels of the organization. The duties and guidelines were developed after extensive review of industry standards and ten meetings were undertaken in the pursuit of the development of clear-cut, concrete, and unambiguous roles and responsibilities for employees at every level or the organization, from the shop floor to the C-suite.

Since you are a mid-level manage, I wanted to take this opportunity to share with you the pertinent responsibilities and guidelines that apply to you. All mid-level managers are expected to adhere to the following responsibilities: all mid-level managers should understand, Implement, and monitor safety guidelines (the new guidelines are attached to this message); all mid-level managers are in charge of the quarterly evaluation of supervisors’ adherence to relevant safety guidelines; all mid-level managers are responsible for making sure that all employees conduct Work Activity Safety Planning before the beginning of all new projects; all mid-level managers are responsible for the provision of safety training and certification of all superiors and assembly workers: all mid-level managers have the responsibility of the placement of safety performance expectations in the job position descriptions of all supervisors and all assembly workers; all mid-level managers are responsible for the conducting of weekly inspections of all assembly line areas with the accompaniment of relevant supervisors; responsibility of the coaching and mentoring of supervisors and assembly line workers in new safety procedures; responsible for participation In accident review procedures in order to communicate “lessons learned” to all relevant supervisors and assembly-Iine workers.

If by chance there is a serious injury In your assign work area, please be advised that the committee has identified the followed procedures: ensuring immediate medical treatment for the injured employee; securing accident area; contacting of Director of Personnel as soon as the employee is under appropriate medical treatment and accident area is secured; creation of an official accident report with all information completed as directed to the Director of Personnel within 24 hours.

Thank you for all you do for the safety of your designated employees. You truly make a difference.

Best wishes,

Roy Pang

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Your task: Rewrite this message to mid-level managers with a focus on the following goals:

Format & Design

The document should employ a memorandum formatting with white space, headers, and/or lists (if necessary) to enhance the document design. You will assume the identity of Roy Pang and may consider the recipients as mid-level managers.

The document should be single-spaced use 11 to 12-point readable font.

Content & Organization

The message should consist of an introduction, a main body, and a summary section. Each section should follow the organizational pattern of business writing. Specific details are as follows:

1. Introduction. The introduction should include 1) a relevance statement, 2) a thesis statement, and 3) a preview sentence.

2. Body. This section should provide 1) the background and rationale for the new safety responsibilities and guidelines and 2) make the responsibilities and directions clearer.

When organizing each paragraph, use a topic sentence, support your claim with relevant details, and use transitions to increase the argument flow.

3. Summary. Summarize the main points and identify the next step of actions (if any).

Style

The document should be concise, clear, and in an appropriate tone.

Please see the grading rubric on the next page.

GRADING GUIDE

WRITING

SCORES
	0	.16	.33	0.5
FORMAT
Document format :	Incorrect format	Major formatting issues/ Document is difficult to read/Need headers	Some issues/Need minor formatting to make doc. easier to read	Correct, professional format that enhances reader comprehension
ORGANIZATION AND STRUCTURE
Introduction : Relevance	Not present	Unclear or irrelevant	Too much, not enough, or some inappropriate info	Appropriately set stage for remainder of content
Thesis	Not present	Unclear or irrelevant	Relevant	Clear and direct
Preview	Not present	Unclear, irrelevant, incorrect order listed	Clear, listed in correct order	Provides well-organized, thoughtful organization
Body : Topic sentences	Three or more unclear/inappropriate	Two unclear, inappropriate	One unclear, inappropriate	Clearly and appropriately introduces subsequent info
Evidence	Not cited appropriately/unclear	Several supporting sentences unclear or inappropriate for ¶	Some evidence unclear or inappropriate for ¶	Evidence clearly supports topic sentence and relates to other evidence
Summary	Not present	Vague or irrelevant	Clear, relevant	Synthesizes information, motivates action
FLOW & STYLE
Voice/Tone (V)	Several areas inappropriate	Some areas inappropriate	Appropriate	Provides thoughtful consideration of audience
Concision (W)	Three or more areas wordy	Two areas wordy	One area wordy	Clear and concise
Transitions	Three or more not present or inappropriate	Two not present or inappropriate	One not present or inappropriate	Transitions throughout that enhance flow and meaning

Grammar & Spelling Error (-0.5)