Memo

Memos were addressed to four groups at Johnson & McKinney. The Security Staff received the most detailed memo as they required more information to complete their job under the difficult circumstances. From basic operational instructions to guard standing locations, the memo provides a brief outline for performing the new demands for the job. Directly telling them their duties is important, so they get key information by skimming through the content.

General staff at the bank received direct, but less detailed information because it is not relevant to their jobs. Although they may occasionally deal with bitter clients over security delays, the staff is not responsible for performing searches and using security equipment; therefore, there is no reason to supply them with unnecessary technical information.

However, Maintenance Staff are different because they typically enter parts of the building where a security breach could easily take place. Limiting their access is important, and this requires informing them of privilege changes. Meanwhile, their memo reinforces that their performance should not be hindered by the changes since the building still requires upkeep.

Visitors and customers receive a memo that is indirect to avoid imposing unnecessary fear. By not bluntly stating that the FBI thinks there will be a terroristic attack in Chicago, the reader has time to digest the changes and realizes that the bank is warding off any probability of an attack on the building. The memo emphasizes Johnson & McKinney's dedication to clients and assures visitors that the building is beyond secure. The memo would likely be taped to the doors of the bank, so visitors would understand the scanners and security lines upon walking into the building. Comment by John Lamothe: Overall, I’d consider these memos a success. You clearly understand the Direct/Indirect Organizational approaches, and the messages are formatted with forethought into how they will be used by the audience. Take a close look at my comments because I think there are a few areas that need to be addressed, but overall you did a nice job here.

To: Johnson and McKinney General Staff

From: Cooperate Comment by John Lamothe: spelling

Date: October 1, 2010

Subject: Increased Security Measures In Taking Effect

New information revealed by the FBI indicates a raised threat of terroristic activity in the Midwest. While an incident occurring in this building is highly unlikely, new security measures are will be implemented because your safety is our first priority. Comment by John Lamothe: Don’t you think this intro is going to cause alarm? Mentioning “terroristic activity” in the first sentence sets an alarming tone that may be difficult to overcome. Comment by John Lamothe: word choice

Johnson & McKinney realizes your time is valuable, so please follow these criteria to minimize delays caused by the increased security.

To Avoid Delays : Comment by John Lamothe: Good use of bold and section title

1. Arrive ten minutes earlier than under normal circumstances. Comment by John Lamothe: Good use of a list, but make sure your points are parallel, meaning they are structured the same way (i.e. begin each one with a verb). #4 messes up your parallelism.

2. Have bags and briefcases open and ready for scans prior to stepping in line

3. Refrain from bringing items that are not necessary to execute your duties.

4. Never attempt to bring the following items into the building.

a. Flammable liquids (including lighters)

b. Knives and sharp objects longer than 4 inches

c. Firearms

Security Process

Security officials have the authority to confiscate additional items that could potentially cause a security breach. These items will be labeled, secured, and returned to their respective owners prior to their exiting the building. 24/7 video footage will be recorded to ensure belongings are not lost.

If a more thorough search is deemed necessary, please fully cooperate and realize the security team is merely performing their duties. In the event you feel you are not being treated unfairly, feel free to ask to speak with the security manager on duty. All staff and guests of our company have the right to be treated fairly.

With these changes, all employees are expected to continue providing the same high levels of performance that Johnson and McKinney prides itself on. If you notice any suspicious activity, please call or SMS our security personnel at (877) 556-1935. Comment by John Lamothe: Good closing

To: Johnson and McKinney Visitors

From: Cooperate

Date: October 1, 2010

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

We strive to surpass your expectations as a leading bank in the global industry. Recently, our Chicago location underwent some changes to further ensure your safety. As a bank that was founded on uncompromised American ethics, we feel it is necessary to enhance our security systems and protect the key facet of our bank: the customer. The security team at our offices is here to serve you.

Johnson and McKinney's current basis for increasing security is at the recommendation of the Federal Government. With a slightly increased risk of terrorism in the Midwest, we are taking precautions so you can bank with peace of mind. Every person entering and leaving the bank will go through Protection Clearance; this will prevent dangerous objects getting into the hands of the wrong people. Our thorough system may pose a slight inconvenience. Comment by John Lamothe: Would it be possible to avoid using the word “terrorism” (which invokes a lot of fear) without downplaying the importance of these security changes? Comment by John Lamothe: Good use of Indirect approach

To minimize Protection Clearance delays, we require you to:

1. Have bags and briefcases open prior to standing in line.

2. Refrain from bringing the following items into the building.

a. Flammable liquids (including lighters)

b. Knives and sharp objects longer than 4 inches

c. Firearms

While our modern scanning devices are sufficient for most circumstances, it may be deemed necessary by security personnel to perform a non-invasive check on your person. If at any time you are uncomfortable with the process, you have the right to request the Security Manager to rectify any issues.

On behalf of all the bankers of Johnson and McKinney, we thank you for your compliance with the new procedures. Furthermore, we appreciate your business and look forward to serving you.

To: Johnson and McKinney Security Staff

From: Cooperate

Date: October 1, 2010

Subject: Increased Security Responsibilities

The FBI has disclosed the potential for terroristic activities in the Midwest region to us. While our Chicago branch is not specifically being targeted, security measures are being raised to ensure the safety of the building’s occupants. Security staff are expected to conduct thorough searches of everyone who enters and exits the building while managing to not instill a threatening atmosphere.

To Conduct Searches

We have received new equipment to improve our security systems, and all of you will receive training on how to properly use the same. Operating the new technology is straightforward and is ideally capable of detecting metal objects and suspicious packages clinging to the subject.

When an object is detected:

1. Politely ask the subject to step over to the Protection room.

2. There, you will use the electromagnetic wand to detect any potentially harmful instruments.

3. If any are found, confiscate the items and label them with an identification number and the person's name.

4. Deposit the item in the holding room so they can be retrieved at a later time when the owner leaves the premises.

For Your Safety

All operations conducted will be recorded with several checkpoint cameras, and you will be outfitted with bullet-proof vests. Additional security forces will temporarily be borrowed from our Houston branch. With the additional manpower in place, the roof and all fire exits will be covered. If any suspicious activity is detected, immediately radio the main office so the situation can be further analyzed.

Always sustain an amicable demeanor in front of subjects. The process will cause frustration, so remember that you are the first and last person to greet customers; it is your duty to keep everyone content and safe. Customer Satisfaction is the reason our bank has skyrocketed into the global industry. Avoid disgruntling customers at all costs unless they pose a threat to the company. Comment by John Lamothe: Wrong word choice.

Your job at Johnson & McKinney is more critical now than ever before. To maintain a thriving business, we cannot afford any breaches of security.

To: Maintenance Staff

From: Cooperate

Date: October 1, 2010

Subject: Security Interruptions

Security Staff at Johnson and McKinney are increasing their presence in the building, and this will greatly affect the Maintenance staff. The new measures were created after the FBI released news of a potential terrorist threat in the Midwest. While danger is unlikely to occur in this building, the security team is fortifying their position to avoid any incident that could harm employees or visitors.

New Rules

With the enhanced security, Maintenance Specialists will no longer have free access to the following locations without clearance:

1. Boiler room

2. Chemical closet

3. Roof

4. Basement

Clearance will be provided by the security office in order to unlock and supervise the facilities. In addition to this, you must also clear security when entering and exiting the building. Flammable liquids, sharp objects longer than 4 inches, and firearms will be confiscated. This is required of all staff and visitors.

The new measures were created after the FBI released news of a potential terrorist threat in the Midwest. While danger is unlikely to occur in this building, the security team is fortifying their position to avoid any incident that could harm employees or visitors.

Thank you for cooperating with the new security regulations.