Assignment: You are the Human Resources Manager at XYZ Industries, Inc. In an effort to be more accepting of individuals from all cultures, the company has decided there will no longer be a holiday themed office Easter party. Instead, there will be a “Spring Celebration” which will showcase decorations and food from many different spring time cultural holidays and will replace any specific celebration of one particular holiday over another. Draft a memo explaining this scenario to your 150+ employees.
Recommended Organization – as with our previous memos, this is the format to follow:
Although this is a negative message memo, it is your responsibility to make it easy for the employees to accept the news when they read it and in fact, the company reputation depends on it. “Bad news” can be received by the recipient(s) in a positive way if the message is carefully worded; although this scenario is not necessarily “bad” still it can be perceived as “bad news” to some. So, in this case it is important to remember that the format of your memo tells your employees a lot about your sensitivity and professionalism. Since you do not want to upset any employees unnecessarily, you should also be conscious of your wording when explaining culturally-sensitive subjects. Pay particular attention to your memo’s margins, line spacing, font type and size, and placement of memo parts described below:
Header: Begin your memo with the four standard memo heads (Date, To, From, Subject).
Some important aspects to remember for your memo:
A. Keep it brief but be sure to include your reasons for the decision. Memos do not begin with greetings or salutations. Fully explain why the change is occurring and what the current situation is.
B. Add a positive spin to the situation. Outline the proposed revisions to the holiday event and the immediate benefits they provide.
C. Be sure to validate any anticipated concerns employees may have about this adjustment. Explain the greater benefit in the long-term this decision provides and conclude your memo by indicating how the reader may contact you if he/she has any questions.
Remember, there is no signature line at the end/bottom of the page.