Professional Writing 3810 Assignment #3: Memo/Process Assignment:Please take note:There are two parts to this assignment—the Memo, and the Process.The Memo is a...

Professional Writing 3810 Assignment #3: Memo/Process Assignment:

Please take note:

There are two parts to this assignment


—


the Memo, and the Process.


The Memo is a one-page document patterned after the Dynacol handout posted on Moodle. The Process is a detailed, numbered, delineation, one or more pages in length, which describes- in detail- step by step how the idea proposed in your Memo is going to be enacted.

When creating a document advocating a process, you need to be very clear regarding what you want the document to accomplish. When your reader has finished reading, they need to understand clearly what you want them to know or believe. What do you want them to do?

You need to make every effort to help your reader to understand a concept, adopt a particular belief, or carry out a task.

Stick to the facts. No matter how much you want to convince your reader, it is unacceptable to exaggerate or omit important information. Good luck!!!

Memo/Process Instructions/Guidelines:

Read pages 245 + in Technical Communication

Page 247 in latest edition is Memo Template


—


Dynacol Corporation; it is also posted on Moodle:

A Memo is an internal communication. It is moderately formal and appropriate for people within an organization. You need to adopt a courteous and


a “you” (audience) attitude.

You will write a Memo/Process proposing a new process and advocating change.

Think about a task you are currently performing at work, at the university, as a volunteer or elsewhere. Then think about how a new process could improve the task at hand. Make a case and pitch the benefits to the change you are advocating. I discussed previous examples previously in class


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students have advocated for a new training process at the restaurant they worked at; or a new process for creating a work schedule for staff at their restaurant; or a new way to set up the dishwashing system in a restaurant; or a new way to close a shift at a golf course... The possibilities are endless.

The Dynacol Template:

The Dynacol Template is based on a Trip Report


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it is a record of discussions, decision, for organization. Your memo follows the same format. Read the guidelines carefully.

Your final draft is due as indicated in your Syllabus


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it needs to be submitted in pdf format only, in Moodle only. We will return to Blackboard and look at one or two student


Memos’


(work-in-progress) together.

Decide who the appropriate person is for you to address the memo to (i.e., CEO, Manager, Assistant Manager) and use correct memo format. Make sure you include a statement of purpose and then include a summary indicating the change you are advocating as indicated in the Dynacol format.

You should have a discussion section that explains the process you went through reaching this conclusion and includes historical perspective (i.e., What lead to your proposal? What was happening with regard to the process before?)

Your recommendation section should describe the new process you are advocating briefly


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your by step-by-step instructions will be clearly indicated in your Process (the second part of this assignment).

Page 403 + in the latest edition of your textbook references the step-by-step process. It is titled


“


Designing a set of Written Instructions


”


.

In your Memo, be sure to consider your audience's point of view and be aware of any resistance the audience may have. Make sure you provide a benefit to justify the change. (Remember, the bigger the change, the bigger the reward.) Identify why a change is appropriate and describe the new process you are recommending step by step and indicate why this change is of value to the organization.

Writing Instructions for Part Two of assignment-- The Process:

In your Memo, you are proposing a new process that may improve/streamline a task. It will include brief but specific and effective instructions so your reader can see the benefit of your recommendation and the workers can successfully complete the process you are suggesting. The Process clarifies your instructions-- step by numbered step.

Think about time you tried to assemble a piece of furniture you bought from Walmart, or IKEA, or Costco. How frustrating is it if a step is poorly explained or missing? Your audience will likely be an employee in your organization learning a new skill/process. You need to be very detailed and clear.

Designing Set of Instructions for a Process:

• 1st step is devising strategy to incorporate user participation in the process and choose best


mix of media for encouraging participation. Include as much detail as necessary. You do not need to provide a budget.

•


Are there safety concerns in your process? Be clear and concise and avoid complicated sentences. Make your Process instructions attractive and easy to use!

The Process:

The elements of your instructions need to follow these guidelines:






• Title— “Process”.
• General introduction (preliminary info readers need to follow instructions safely and easily) • Step


-by-step instructions need to be numbered!






• Conclusion

1. Who should perform this task? Know your audience.

2. Why would they carry out this task? Purpose?

3. When should they perform task? Quarterly? Seasonally?

4. What safety concerns are involved? Provide tips.

5. What items will reader need? List tools, materials, equipment so they can work without interruption.

6. How long will it take? Different assumptions with levels of experience.

When constructing your Step-By-Step Instructions, remember:


• Number ins


tructions in logical sets. 50 steps, how many sets?

•


Include the right amount of information in each step. Each step constitutes a single task the reader can carry out easily.

• Use imperative mood. Command. More direct and economical.

• Do not confuse


steps and feedback statements. Step is something reader needs to perform. A Feedback Statement describes an outcome of that step, but is not a step in itself, so not numbered.

• Include graphics when appropriate to help clarify.

DO PEER REVIEW.
Peer Review Instructions are posted on Moodle. Review and follow the Organizing Memo Guidelines:


• Specific subject line
• Clear statement of purpose
• A brief summary (not always for shorter memo)
• Informative headings
• Prominent recommendations.

Review and follow the guidelines regarding the Process.