Business Writing Portfolio Vanessa Lewis XCOM/285 Essentials of Managerial Communication Axia College

Reflection The business writing techniques covered in this course will help me to be more professional on paper. How you write is important. It is easy for one to take something that is written the wrong way. I have learned how to set my tone while writing. I have already used some of the techniques on my job and have received several compliments. I know understand the correct forms for emails, memorandums, and letters. Understanding them has made it easier and less stressful when it is time to write. At one point, I would constantly question myself and write emails over and over again. This was time consuming and kept me from being fully productive on the job. Now I can truly say that it has become a breeze. I actually enjoy writing those emails now. Learning business writing techniques has opened a new door for me. I feel comfortable and free to write. These techniques will definitely help me excel in the workplace as well as in my college career. I do not expect to use these techniques too often in my college career, however; if I do, I am ready. I look forward to using everything that I have learned to grow into a successful professional.

Flow Chart

The Steps of Business Writing

Planning Define purpose Gather information Organize information

Writing Determine your audience Compose the message

Finalize Revise or edit the message Proof read Write a professional message

Fashion for Feet and More 4915 Suthy Street Alexandria, La 71303 (318)445-5555

August 21, 2011 Dear Managers, Fashion for Feet and More would like to thank you for all your hard work and dedication. You all are a great asset to the company. As you all know, gas prices are steadily rising. Everyone is being affected, whether it is at home or work. To secure the companys finance and everyones job, there are a few changes that must be made. New Store Hours: Monday through Saturday 10:00 a.m. to 9:00 p.m.; Closed on Sunday. However, there will be no layoffs or reduction in work hours. All full time workers will work 10 hour days for four days out of the week. The part time employees will be scheduled for 1, 2, or 3 work days depending on the amount of hours they were working on average prior to these changes. All current stores will remain open; however no new stores will be opened at this time. All of your hard work and understanding is greatly appreciated. Thank you in advance for your cooperation with these changes.

VANESSA LEWIS Chief of Operations

Memorandum TO: FROM: DATE: SUBJECT: All Employees Management August 21, 2011 Store operations

Store management would like to start by thanking you all for your loyalty to Fashion for Feet and More. New Store Hours With the gas prices rising as they are, minor adjustments to the store hours will be made. The new store hours are; Monday through Saturday 10:00 a.m. to 9:00pm and Closed on Sunday. All stores will remain opened; however no new stores will be opened at this time. Employee Schedule There will be no layoffs or reduction in the hours each employee works. All full time employees will work 4, 10 hour days and part time employees will work 1, 2, or 3 days depending on the average amount of hours worked previously. If anyone has any questions feel free to contact any of the managers. Thank you in advance for your acceptance of these changes.

Management team

To: All customers From: Fashion for Feet and More Subject: New Store Hours Hello All, Thank you for being such great customers, Fashion for Feet and More has new store hours. The store will no longer be open on Sunday. The new store hours are as follows: Mon-Fri 10:00 a.m. to 9:00 p.m., Sun- Closed Store employees will be there at those hours to serve you even better than before. Thank you so much for your time and understanding. Thank you, Fashion for Feet and More

E-mail Etiquette
Read the following e-mails. For each e-mail: Describe any content and formatting errors found. Determine if the content is appropriate for a workplace setting. If it is, explain why. If not, identify the errors made and rewrite the e-mail, to be appropriate.

E-mail One To: Tom Subject line: Talent Reallocation Tom, This e-mail is in reference to the two employees who are going to be terminated Friday. We have determined that they are Nicole Stone and Lorenzo Torres. As we discussed yesterday, their performances are not on par with those of other employees in the accounting department; interventions with these employees have not been successful in helping them improve their performance. Lets plan to meet with them individually in the conference room between 3:00 and 4:00 p.m. Thanks, Andrea

Responses to questions 1 and 2. I can not seem to find any errors in this email. I feel like it is appropriate because it tells the reason for the email. It also gives Tom the information he needs to be prepared for the meeting.

Rewrite e-mail if necessary E-mail One To: Subject line:

E-mail Two To: Manager Subject line: doc u wanted Dear Manager, Attached to this e-mail is the doc you wanted with the info on that lake project. I hope everything in it is str8 and the way U want it!!!! BTW, did you see Last Comic Standing last night? I was totally ROFL at the bald dude!! :-} B Cool, Employee X Responses to questions 1 and 2 The sender should be spelling words out and should not be talking about subjects that are not work related. This is an email that you would send to a friend not a manager. Closed the email by saying, B Cool, very inappropriate. The content in this email is definitely inappropriate. At one point it seems as though the sender is yelling. Also the sender is asking and speaking of subjects that are not related to his or her job.

Rewrite e-mail if necessary E-mail Two To: Manager Subject line: Lake Project Dear Manager, The information you requested regarding the lake project is attached. If you need more information or have any questions, please do not hesitate to contact me. Thank You, Vanessa Lewis

E-mail Three To: Cubicle Neighbor Subject line: COURTESY Dear Cubicle Neighbor, I really do not appreciate it when you talk loudly on the phone. It is hard for me to think straight and get my work done. YOU ARE NOT MORE IMPORTANT THAN ANYONE ELSE AROUND HERE!!!!! You should be more considerate of the fact that we are in an open workspace. THANKS for what I assume will be an improvement that is NEEDED. Your neighbor Responses to questions 1 and 2 This entire email is negative. I understand his or her complaint, but it is very unprofessional. The sender comes off as very rude and as if he or she is yelling. This email is definitely not appropriate for the workplace. This email can cause tension and is confrontational, which can cause some to not be able to perform their job to the best of their ability. I have chosen not to rewrite the email. Rewrite e-mail if necessary E-mail Three To: Subject line:

E-mail Four To: All company employees Subject line: URGENTYour reply needed TODAY Employees, About 25% of you have not let me know whether or not you plan to attend the company cookout Saturday. We have to provide the caterer with a final number TODAY, so I need those of you who have not let me know to e-mail me ASAP and tell me if you are coming and how many family members you are bringing. This is urgent, so please dont delay in responding. Thanks, Carol Director Responses to questions 1 and 2 The subject line is negative as well as most of the email. This is a fun event so the email should be fun as well. The email is appropriate for work; however it could be worded differently. When reading it, I almost felt threatened.

Rewrite e-mail if necessary E-mail Four To: All company employees Subject line: Are you attending the company cookout? Employees, It is not too late for you to join us in the fun at the company cookout. If you have not done so already, please contact me to let me know how many of your family members will be in attendance, so that we can make sure the carter prepares enough for everyone. Looking forward to seeing you there! Carol Director

Tuition Reimbursement Vanessa Lewis XCOM 285 09-04-2011 Suzanne Delger

Tuition reimbursement is a good way to attract employees that are looking to further their education. Companies see it as an opportunity to retain their employees and increase job performance and loyalty. In order to get what you want you have to give them what they want. However, it is really up to the employee if he or she stays with the company once he or she has earned their degree. There are many things that we have to look at when it comes to tuition reimbursement because it may help a company meet their short term turnover goals, but really could go either way. Most want to better themselves in some way; tuition reimbursement encourages those that are unable to pay for college. It is easier to make that choice when employees know there is financial help available. Also, knowing that they can then move forward in the company helps the employee and the employer. As adults, one has to work and someone can come in do the same job that you do and make more money than you do just because they have a degree to go with their skills. When most employees even think about pursuing a degree, it is because they are looking for more income. Having a degree opens up the door for employees to earn more money on the job that they already love. On a weekly basis, someone with a high school diploma, on average, earns $507. Some one with a bachelors degree, on average, earns $834 a week, a masters degree, $983, a professional degree, $1,174, and a doctoral degree, $1,214 (Dohm, A., & Wyatt, I. (2002). College at work: Outlook and earnings for college graduates, 2000-10). Does tuition reimbursement retain employees? Cappelli (2004) investigated this question by conducting a national representative survey. The survey showed that tuition reimbursement programs actually have a lower turnover rate on average than those without some form of

educational assistance. However, a study of workers within a single company, Benson, Finegold, and Mohrman (2004) found that the likelihood of turnover decreases while employees are in school but increases after employees earn bachelors degrees in communication or business. Based on a survey conducted by past president of the Aslanian Group, Carol Aslanian and the senior vice president of Education Dynamics Market Research Services Division, found that only about 15 percent of undergraduates and 20 percent of graduates across the country over the age 25 use tuition-reimbursement benefits to help pay for their education. Yet 55 percent of these undergraduates and 70 percent of these graduates worked full time. About 70 percent of employers nationwide offer some type of tuition reimbursement to full time employees and 40 percent to part time employees (Enrollment Management Report; Jul2010, Vol 14 Issue 4, p. 3). Carol Aslanians research also showed middle management, administrative staff, clerical staff, and senior management are the ones that take advantage of these programs. It also showed that about 40 percent of companies felt as though education and training are important, while the another 45 percent said that those things are very important (Enrollment Management Report; Jul2010, Vol 14 Issue 4, p. 3). Also most companies only offer coverage if the degrees they are in search of are job related. If the degrees are job related, the company stands a better chance of keeping the employee. If for some reason the employee wanted to pursue a different degree, the employer

would be less likely to offer tuition reimbursement.

Source: National Compensation Survey, March 2008, Bureau of Labor Statistics As you can see tuition reimbursement is a successful program that some companies benefit from. Employees benefit the most because they have help with their tuition, improve their skills, opens up doors for promotions, and gain more money and other benefits. Once an employee gets their degree they become more confident in their job, which leads to a definite improvement in job performance. Tuition reimbursement may cost the company a little money, but it the long run the company and the employee reaps the benefits. The company now has a skilled professional accompanied by a degree, which increases the employees job performance and makes the company look good. The employee is now making more money, which makes a happier employee. Everybody wins!

References: Benson G, Finegold D, Mohrman S. YOU ARE PAID FOR THE SKILLS, NOW KEEP THEM: TUITION REIMBURSEMENT AND VOLUNTARY TURNOVER. Academy of Management Journal [serial online]. June 2004; 47(3):315-331. Available from: Business Source Complete, Ipswich, MA. Accessed September 4, 2011. Attract more working adults through tuition reimbursement programs. (2010). Enrollment Management Report, 14(4), 3. Retrieved from EBSCOhost. Pattie, M., Benson, G. S., & Baruch Y. (2006). Tuition reimbursement, perceived organizational support, and turnover intention among graduate business school students. Human Resource Development Quarterly, 17(4), 423-442. Retrieved from EBSCOhost. https://www.phoenix.edu/uopx-knowledge-network/articles/employer-success-stories/onlineprograms-tuition-reimbursement-produce-successful-graduates.html

Dohm, A., & Wyatt, I. (2002). College at work: Outlook and earnings for college graduates, 2000-10. Occupational Outlook Quarterly, 46(3), 2. Retrieved from EBSCOhost.

Axia College Material

Appendix G

Use the Submission Checklist to ensure that you included every assignment. Click in the box to mark each item as complete once you have completed the final version of each document. You will submit the

Submission Checklist
Cover page

Reflection

Business Writing Graphic Organizer

Store Operations Messages Business Letter Memo E-mail

E-mail Etiquette CheckPoint

Report

PowerPoint presentation Submission Checklist with the Business Writing Portfolio.