Memo assignment

Johnson & McKinney

Memorandum

Date: Friday, October 1, 2010

To: All employees

From: Sable N. Soderlund, Director of Corporate Communication

Subject: New Security Policies Comment by John Lamothe: Your Subject line needs to be more specific. This isn’t as useful for your audience as it could be.

Attention all employees of Johnson and McKinney Bank,

Metal detectors are currently being installed at all entrances to our corporate headquarters in Chicago. The detectors will be fully operational and testing will commence at 06:00 on Monday, October 4, 2010. Beginning Monday, October 11th, 2010, all individuals entering and exiting the building will be subject to search 24 hours a day. Without exception, this will include all employees, service personnel and visitors. Comment by John Lamothe: Nice use of bold

Effective October 11st, 2010 the following mandatory procedures will be in place:

· All employees must use the Employee Entrance to enter or exit the building Comment by John Lamothe: Good use of a bullet list, and I like the fact that you kept it parallel structure (i.e. all beginning with “all employees…”

· All employees must show a valid photo ID card to enter or exit the building

· All employees must display their photo ID at all times while inside the building

· All employees will be required to pass through metal detectors

· All employees will be subject to secondary searches

· All employees must have valid, non-transferable parking decal for access to the parking garage

Security guards at all entrances are authorized to open and inspect all containers including personal

items such as briefcases and purses. Cooperation is a condition of continued employment. Comment by John Lamothe: Awkward. Revise. Or possibly remove.

These

procedures will be similar to those at airports; therefore, most of you will be familiar with this type of

inspection. Remove all suspicious items prior to coming to work and allow extra time for these new

security measures.

We will be issuing photo ID cards and parking decals throughout the week of October 4th-8th, 2010.

Please schedule time during your work day to accomplish this task. Supervisors will have equipment

in their offices. Go to the link provided below to fill out the necessary paperwork.

http.//www.johnsonandmckinney.com/gjre.pa/=kws.wso.1012010

All employees are required to have completed all necessary documentation no later than the close of

business (18:00) on October 8th, 2010. Non-compliance will be grounds for dismissal as “Safety and

security is everyone’s responsibility ”. Comment by John Lamothe: You need a separate closing in order to indicate that the memo has concluded. You shouldn’t include new or essential info in the conclusion.

Sable N. Soderlund

Director of Corporate Communication

Johnson & McKinney

Memorandum

Date: Friday, October 1, 2010

To: Director of Security

From: Sable N. Soderlund, Head of Corporate Communication

Subject: New Security Policies Comment by John Lamothe: Need more specific subject.

Security Department,

This memo will serve as written confirmation and directive to implement the following new security

procedures as discussed during our meeting with Charles P. Johnson, Chairman of Johnson &

McKinney and Raul Gonzales, Senior FBI Field Agent at 08:00 on October 1st, 2010. Comment by John Lamothe: Nice use of Direct organization.

October 4th, 2010

· Begin testing of metal detectors at all entrances to Johnson & McKinney Corporate Headquarters located at 1200 Michigan Avenue, Chicago, Illinois 60660.

October 11th, 2010-All employees Comment by John Lamothe: Good use of a section title

· Must present their blue and white photo ID card with valid holographic stamp; dated between October 4th and 8th, 2010 or be denied access to the building.

· Must pass through a metal detector with all of their belongings simultaneously.

· Must cooperate with any secondary search or be detained until their supervisor and the local police arrive.

· All suspicious items, bags or containers of any kind must be opened and inspected.

· Must have a green and white parking decal with valid holographic stamp; dated between October 4th and 8th, 2010 or be denied access to the parking garage.

October 11th, 2010-All other individuals, including customers and service personnel

· All non-employees MUST have an appointment.

· All appointments MUST be verified prior to passing through metal detectors.

· All visitors MUST enter through the Main Entrance on 1200 Michigan Avenue.

· All service personnel MUST enter through the Service Entrance.

· All verified appointments MUST be issued a One-time Pass.

· All verified appointments MUST be instructed to display their One-time Pass at all times.

· All One-time Passes MUST be recorded.

· All One-time Passes MUST be returned in order for the appointment to exit the building.

· All verified appointments MUST be escorted to their appointment.

· All individuals with visible ID MUST be challenged.

Training in the use of metal detectors and other security procedures will be provided by the FBI at their training center located at 6000 North Sheridan Drive, Elk Grove, Illinois 60610. Instruction will be from 08:00 – 17:00 October 4th-8th, 2010. Attendance is mandatory. All current and newly hired security personnel are required to have 8 hours of instruction. Comment by John Lamothe: Need separate closing

Sable N. Soderlund

Director of Corporate Communication

Johnson & McKinney

Memorandum

Date: Effective Immediately

To: Senior Management

From: Sable N. Soderlund, Director of Corporate Communication

Subject: SECURITY—NEED TO KNOW ONLY ! Comment by John Lamothe: I appreciate the “need to know” but you should be more specific about what aspect of security is being discussed.

Attention Senior Management Staff,

The Chairman of Johnson & McKinney was recently briefed by the FBI on possible security threats to the Midwest region of the United States and specifically to Chicago’s central business district. According to the FBI, Johnson & McKinney Bank is considered a high profile target and should take appropriate security measures. Metal detectors are currently being installed at our downtown Chicago headquarters and new security procedures will be implemented beginning October 11th, 2010.

I will be issuing a strong but general memorandum to all employees as to ensure compliance without raising suspicion. This memorandum is for your eyes only and will need to be destroyed after it is read.

While the general memo is self-explanatory, it is the individual responsibility of each department’s Senior Manager to monitor and enforce compliance of all documentation during the week of October 4th-8th, 2010. Every member of management should set an example by first complying themselves. Any subordinate staff member who is absent or has not complied by 18:00 on October 8th, 2010 must be immediately reported to security. Any suspicious behavior or reaction to the new security procedures should be reported immediately to the Director of Security.

Remaining professional at all times, members of management are required to challenge any individual without visible ID including visitors of any kind, and subordinate employees should be coached over the next several weeks to develop a habit of doing the same. However, personal safety is paramount. If you feel threatened or feel unsafe do not approach the person;, instead, contact security immediately.

Should you have any questions about this memo or the new security procedures, please contact me at extension #4465.

Sable N. Soderlund

Director of Corporate Communication

Johnson & McKinney

Memorandum

Date: October 1, 2010

To: Valued Customers

From: Sable N. Soderlund, Director of Corporate Communication

Subject: New Security Policies

Dear Valued Customers,

It is our goal to prevent any inconvenience as well as enhance our customers’ safety and security.

Therefore, please be aware that starting October 11th, 2010 Johnson & McKinney will

introduce new security procedures at their corporate headquarters in downtown Chicago. We hope you will find the highlights listed below informative and helpful during your next visit.

· Only our valued customers will have access to our Main Entrance at our prestigious 1200 Michigan Avenue address.

· In an effort to provide more personalized service all customers will be seen by appointment only. Comment by John Lamothe: Avoid tails like this (where you only have one or two words on a line).

· Customers will have their own security entrance and staff.

· Customers and their transactions will be personally escorted by professionally trained security personnel.

· All customers with appointments will receive free valet parking.

· All customers with appointments will receive priority access.

· For our customers’ safety and security access by all individuals will be secure.

Appointments can be made 24 hours a day by phone or email at:

· Appointment desk: (312) 998-5337

· [email protected]

When you arrive for your appointment please present two forms of ID and your bank account number.

We at Johnson & McKinney would like to thank you in advance for your patience and

understanding during the implementation of our new security procedures. We are certain our

extra vigilance will bring the peace of mind that you, the customer, deserves.

Sable N. Soderlund

Director of Corporate Communication

The choices I made for the general memorandum to all employees were based to help ensure compliance and hopefully prevent fear and suspicion in the workplace. I wanted to make sure that I was able to prevent subtle divisiveness between the different levels of employees i.e. staff vs. management and the “us vs. them” mentality. I think it is important to maintain good morale among the employees during a situation such as this. This is all why I chose to leave out the specific reasons for the new security policies. The language is informative without being alarming.

The security department needed to be informed of every detail and fact. I wanted to clarify in writing all the procedures the “Chairman of the Johnson & McKinney” had stated he wanted implemented. Also I wanted to provide some type of legal documentation to make the memorandum sound professional and official.

For senior management, I wanted to present the seriousness of the threat to those who are leaders of the company. I wanted them to realize that they need to set an example as leaders and comply with the new procedures from the start. To be able to set these examples I needed to be clear about their responsibilities. I wanted to be straight forward with management about the situation for it is a serious matter that involves the company they run.

In the memorandum for valued customers, I was hoping to minimize any impact the new procedures may cause them. I didn’t want them to feel they had something to fear by coming to the bank. This I also considered an opportunity to make the customers feel more valued. Comment by John Lamothe: Overall, I’d consider these memos successful. You clearly understand the Direct/Indirect Organizational approaches (although the Indirect could have used more reasoning before the message), and the messages are formatted with forethought into how they will be used by the audience.