CASE STUDY-1 3 Ps Activity: REVISING A MEMO OF REPRIMAND

Overview
In the given case, the writer, Kara Coffey, who is a vice president at a mid-size New England bank has written a memo targeting primarily the managers of the bank, concerning the absence rate in their collection departments. But the secondary readers- supervisors within the collection departments are outraged after receiving a copy of the memo from the managers. Some of the supervisors have been accused of having high absence rate and also others have perceived a harsh criticism of their ability to oversee their staff. This case shows us how inappropriate emotions can affect the essence of communication itself.

Analysis The guidelines mentioned in the memo sound rather more of commands or instructions
than guidelines. Hence, the harsh expression in the memo angers the supervisors. The purpose is not clearly defined as there is no title of the memo. There is no specification of the addressee. The format is not correct as the basic components of a memo are missing.

Suggested Revision
She should have called an open staff meeting and then discussed the problem instead of sending memo to the managers and supervisors. She should have clearly addressed the addressee. The memo should have been written in a proper format as: Memo Title To: From: Reference: Date: Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxx (Signature) Name

CASE STUDY-2 3Ps Activity: REVISING A LENGTHY LETTER

Overview
In this case, there is a formal letter written by Jane Friedman, Project Coordinator to Mr. Gray, President of the University of Boston. He is also one of the 257 university presidents within a nationwide consortium called Students Away. The coordinators intention to write this letter is to inform about the students internship of public service in a Third World country. But the lengthiness of the letter has diluted the purpose of the letter as it contains unnecessary details.

Analysis
It is a very lengthy letter The purpose of the letter has not been clearly mentioned in the early stage. Unnecessary contents in the letter. The complex and large sentences in the letter make the readers lose focus and sometimes they skip the sentences.

Suggested Revision
The purpose should be clearly defined. Its a formal letter so writing the subject in the beginning of it would be recommended. 7 Cs of effective communication- completeness, correctness, clarity, conciseness, concreteness, consideration and courtesy. The letter should follow a proper format as: Letter head Stationary Date: Inside Address: Salutation: Subject: Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxx Complementary Close Signature Block Enclosures

CASE STUDY-3 3Ps Activity: REVISING AN EMAIL MESSAGE

Overview
In this case, an email is written by Joel Hayes to his department informing about a meeting to be held. But it has been written in a hurry so the description or the detail of the meeting is missing from this email and all the more, it is also written in a very informal manner using shortened words and slangs. All these can create a problem of miscommunication among the employees. The purpose sending an e-mail to inform certain information fails completes if such style of writing is used for communication.

Analysis
The mail is difficult to understand. There is use of slangs such as FYI. Use of incomplete words which are hard to figure out such as CONF RM for conference room. The subject is not described properly. The message is not clear. It does not include proper greeting and closing.

Suggested Revision Minimal usage of incomplete words or use only standardized abbreviations. E-mail should be short but completeness of the message is a necessity.
While writing an email it should follow a proper format as:

To: From: Subject: Cc: Bcc: Attachments: Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxx

Closing

CASE STUDY-4 3Ps: REVISING A ROUNDABOUT MEMO

Overview
The following case describes a memo which is issued to inform all the Field Personnel about the change in the parking rules of company vehicles. The changes have been made due to an accident which occurred due to inefficient parking rules. The memo describes the new parking rules and also the reasons for the change from the previous one. But from the reader perspective the subject of the memo is quite unrelated to what is written in the memo.

Analysis
The memo contains unnecessary information. The subject of the memo is not describing the content correctly. The primary issue is not addressed where it should be i.e. in the beginning. The memo seems to be elaborative. Subject of the memo is apt with its content or the purpose.

Suggested Review
Descriptiveness should be avoided. Apt subject to the content is important. The memo should have been written in a proper format as:

Memo Title To: From: Reference: Date: Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxx (Signature) Name

BUSINESS COMMUNICATION AND NEGOTIATION SKILLS

ASSIGNMENT - 1 MINI CASES (3PS ACTIVITIES)

Submitted To: Sqn Ldr Sabitha Banu

Submitted By: Soubam Luxmibai R740210048 MBA(IB)