Communicating a New Policy

Communicating a New Policy

From: Management

To: General Employees

Date: April 10, 2022

Subject: New Policy Change

I hope everyone is doing well. We want to thank each of you for the effort and great cooperation you have always given us, even amid the Pandemic. We are grateful that the situation is gradually returning to normalcy since a few COVID-19 infection cases have been reported. We feel that it is now a great time to readjust our operations to enhance operational efficiency. The management has a new policy that would guide every employee in the post-Covid-19 period.

We wish to inform you that all employees are required to return to the office for work in the new policy. There will no longer be an option to work from home for the entire week. However, the management has decided that employees will be allowed only one day of working from home per week, excluding Mondays and Fridays. This will apply only if the employee gives notice in advance. Meetings and in-person presentations would not be conducted through video conferencing but would require every employee to be physically present. Employees who deliberately refuse to come to the office daily will prompt Human resources to take action against them. We are also glad to inform you that the company will start providing daily continental breakfast and coffee in the morning for all employees. This policy is a company-wide change that will have no exceptions. Thank you, keep safe.

Sincerely,

Management.

 

From: Management

To: Midlevel Managers

Date: April 10, 2022

Subject: New Policy Change

Hello everyone. We appreciate each of you for the individual effort and selflessness you have shown in ensuring that our company remains in operation even amid the COVID-19 storm. The Pandemic is waning, and we feel that it is now time for us to return to normal operations. We are informing you that the top management has come up with a new policy that would assist you in managing your various departments.

The new policy stipulates that all employees are required to work from the office daily in this new fiscal year. There will be no option of working from home for the whole week. However, employees can work from home one day a week except for Mondays and Fridays. Your employees should note that there will be no meetings or in-person presentations conducted through video conferencing and online. We ask you to explain to the employees in your various departments that anyone who intentionally refuses to adhere to this policy will face the consequences. The management decided that the firm would be providing continental breakfast and coffee daily. Everyone should understand that this policy is a company-wide change with no exceptions. Thank you.

Sincerely,

Management.

 

From: Management

To: Noncompliant Employees

Date: April 10, 2022

Subject: New Policy Change

Hello,

After the deliberation of the human resource team and the top management, we regret to inform you that we have terminated our working contract with you. This decision was arrived at based on the fact that through our investigation and available reports, you did not adhere to the recent provisions of the new policy.

The policy required all employees to report and work from the office daily. The policy only allowed employees to ask for one day per week to work from home. However, despite the policy provisions, you decided not to adhere to it, leading to operation inconveniences at our company. Non-compliance with the policy has prompted us to take this action as our company policy requires. Thank you for your great contribution to this company and the great time we have had together; we would have wished for a continued engagement with you, but this was a necessary action. We wish you well in your new endeavors. Thank you.

Sincerely,

Management.

Reflection

Concern for others is one of the Christian values. In the responses I have developed, concern manifests in several ways. First, the company decided to offer breakfast and coffee free of charge for employees every morning. Secondly, the concern is shown when the management offered employees one day per week to work from home.

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Assessment Description
Academic writing is different from business writing. The purpose of this assignment is to create a positive message using email for two different audiences and one negative message for a third audience regarding the same, sensitive topic.

Read the scenario below and communicate it to the audiences indicated in writing. This direction is coming from your supervisor, who has asked your department (the communication team) to create the written message for the employees. Remember that this is to be approached as a workplace writing task rather than an academic assignment. You will also create a follow-up communication to the mid-level management team and one to employees who will be terminated due to noncompliance.

Your message for each write-up should be 150 words. You may submit either three separate files or one document file with a clear page separation between the three communications.

Overview
In 2020, the COVID-19 pandemic severely impacted how businesses operate and communicate. For a number of months, all company employees have been working from home. Your organization feels it is now time to create a new normal by letting employees know it is time to return full-time to the office. Your leadership feels this is important for productivity and is not making it optional for employees. The new policy elements include the following:

New Policy
– In the new fiscal year, all employees will need to return to the office for work.
– There will no longer be an option to work from home the entire work week.
– Employees will have the option to work from home one day per week, excluding Mondays or Fridays, providing no meetings or in-person presentations are scheduled that cannot be done through video conferencing.
– Employees who refuse to return to work will need to connect with HR directly to discuss their decision.
– The organization will also begin providing daily continental breakfast and coffee in the morning for employees.
– This is a company-wide change and there will absolutely be no exceptions.

Primary Task: Communicate to General Employee Audience:
As part of the communication team, you are tasked with creating the messaging for this new policy change. Your manager wants the messaging to be persuasive and positive, presenting leadership in an optimistic light. While the policy update needs to be clear in messaging, the formatting approach you take for this email communication is up to your direction. Consider each of the following audiences, remembering it is critical this written communication via email is clear and concise.

Follow-Up Task: Communicate to Midlevel Managers:
In addition to the above primary task, you also need to communicate via email suggested talking points to the midlevel managers who will need to implement the policy and field questions from their staff.

Separation Communication Task: Communicate to Noncompliant Employees:
For your final task, create a professional email communication to inform a group of employees that their employment with the organization will be terminated as a result of noncompliance with the new policy change that was previously implemented.

Reflection
The Christian faith seeks to exercise compassion, justice, and concern for the common good. In your communication responses you developed, how do you believe one or more of these principles is evident?