Write a Formal Memo Business Communications Locker 6th ed

NEGATIVE MESSAGING: Announcing the Elimination of a Position. See Unit 2, Module 11, p. 183

Your organization is facing a significant budget shortfall, and in addition to cuts in office supplies and the travel budget, your department must eliminate one position. Though you can make a case for keeping everyone in the department you have no choice, and the only position that seems possible to cut is Robin's, the department secretary.

Now, you must announce this decision via memo to the department. Robin is popular and has worked with the company for many years. There's more: once Robin's position is eliminated there will be more work for the rest of the staff to complete on their own.

• Think about the emotional impact losing a colleague can have on the department. What can you do to soften the blow? What fears might people have about their own job security?
• Care must be taken to avoid the impression that Robin is being let go for any other reason than the budget. Keep in mind, however, that confidentiality issues may affect what you can say.
• You like Robin and regret having to eliminate the budget. Would it be wise, though, to criticize the company or appear irritated by the decision?

Be sure to avoid negative messaging and emphasize positive messaging. Pay particular attention to LO 11-4 on sharing bad news with peers and subordinates as well as LO 11-5 on layoffs

Write a Formal Memo

NEGATIVE MESSAGING: Announcing the Elimination of a Position. See Unit 2, Module 11, p. 183

Your organization is facing a significant budget shortfall, and in addition to cuts in office supplies and the travel budget, your department must eliminate one position. Though you can make a case for keeping everyone in the department you have no choice, and the only position that seems possible to cut is Robin's, the department secretary.

Now, you must announce this decision via memo to the department. Robin is popular and has worked with the company for many years. There's more: once Robin's position is eliminated there will be more work for the rest of the staff to complete on their own.

• Think about the emotional impact losing a colleague can have on the department. What can you do to soften the blow? What fears might people have about their own job security?
• Care must be taken to avoid the impression that Robin is being let go for any other reason than the budget. Keep in mind, however, that confidentiality issues may affect what you can say.
• You like Robin and regret having to eliminate the budget. Would it be wise, though, to criticize the company or appear irritated by the decision?

Be sure to avoid negative messaging and emphasize positive messaging. Pay particular attention to LO 11-4 on sharing bad news with peers and subordinates as well as LO 11-5 on layoffs