SUCCESSFUL WRITING IN THE WORKPLACE 5
SuccessfulWriting in the Workplace
SuccessfulWriting in the Workplace
Oneof the most fulfilling tasks that any person can undertake iswriting, a process that primarily involves the actualization orbringing out ideas and putting them down in a manner that can becomprehended by the outside world, irrespective of any hidden messagethat they may incorporate. However, a large proportion of people findthe process of writing considerably complicated. This has happened tome on varied occasions both in my academic and professional work.Nevertheless, I have successfully produced papers that have not onlyreached the intended audience but also conveyed the message that Iintended.
Oneof the most memorable moments when I engaged in writing in aprofessional setting was when the business entity I was working forwas undergoing some restructuring in terms of the jobs andresponsibilities. In this regard, a large number of people were boundto have their job positions either eliminated, restructured so as toabsorb more tasks, or even relocated to another department underentirely new bosses. In an effort to maintain the morale of theworkers, not only would it be necessary to inform them about thechanges but also about the varied other opportunities that wereopening up in the company as a result of the restructuring process.In essence, I had to write a comprehensive memo to all people so asto pass this information.
Theintended audience, in this case, was made up of all the employees ofthe business entity, whether their positions would be affected ornot. This was especially considering that any changes in thepositions in the company would be likely to affect the entire workerscommunity, in which case it was imperative that they bepsychologically prepared. Further, they needed to know the peoplethat they should approach in cases where they required anyassistance. On the same note, there was a high likelihood that theywould have new colleagues whether they were moving positions or not.
Themain message that the written memo was trying to convey to thisaudience was that there was bound to be changes in varied positionsthat would affect them directly or indirectly. Indeed, the memooutlined the positions that were being scrapped, those that werebeing moved to other departments, and those that were taking up orabsorbing other responsibilities especially from the scrappedpositions. On the same note, the memo informed al workers about thefate of the workers whose positions had been scrapped and theirpositions absorbed in other positions. In this case, they weresupposed to reapply for other tasks or positions that had come up inthe company in the course of the restructuring process. They werealso informed that preference would be given to individuals who havebeen working in the company over those from outside. Further, allemployees were required to cooperate and send any questions orconcerns to the human resource managers if any issue was not clear.Their input would also go a long way in enhancing the smoothtransition.
Inchoosing the appropriate medium for communicating the message, it wasimperative that the company considers the costs, type of message,level of interaction and even the timing of the message (Kolin,2010).Given that the memo was bound to be passing an extremely formalmessage, it was imperative that I ensure that the medium usedunderlined this formality. In essence, the memo was sent in bothprint medium and through emails. The print memos were sent todepartments so as to save on costs, while emailed memos were sent toevery worker so as to maximize on the reach. Further, emails allowedfor the incorporation of creativity, which went a long way increating the buzz that was required ahead of the movements (Kolin,2010).
Inmy opinion, the written task was extremely successful in conveyingthe message, as well as reaching the intended audience. This wasevidenced by the fact that the workers were extremely cooperative inenhancing the smoothness of the transition. Further, they raisedtheir concerns and questions within a short time, which meant thatnot only had they got the message but also understood it. If I was toengage in writing this task again, there is not much I could change.However, I might probably ensure that the emails are customized so asto reach every intended worker while conveying the message regardinghow his or her position would be changed. Given that the environmentwas purely professional and that the workers’ community was fairlyhomogenous, the issues of cultural variation or considerations didnot arise. Nevertheless, the fact that this change was fairly abruptand aimed at taking place within the shortest time possible meantthat there would be high levels of interactions and follow-up fromthe workers, as well as from the management. This was aimed atensuring that the changes did not affect the service delivery of thecompany especially in the long-term.
Kolin,P. C. (2010). Successfulwriting at work.Boston, MA: Wadsworth Cengage Learning.