Email about the Implementation of a New Accounting Software

Email about the Implementation of a New Accounting Software

My Responses

Who is the primary audience for this message? Who is the secondary audience for this message?

The primary audience is the accountancy department, while the secondary audience is the IT team, who will oversee the successful installation of the software.

What does the audience need to know? What does the audience already know?

The audience needs to know that there will be possible interruptions during installation (which will start on the 1^st of March, 2020). They also need to be aware that the installation window period is 48 hours. Lastly, the installation of the software is compulsory and should be a prioritized activity.

What is the main message of the document?

A new software that will enhance work and transparency will be provided and needs to be installed within 48 hours.

Is the message concise? Can information be eliminated to help the audience understand the message?

The message is concise, and no information needs to be eliminated.

Is the message written using a confident, positive attitude? How?

Yes. The message depicts the advantages of installing the new software. It states that work will be made easier once the software is installed and goes ahead to give a few examples of where such improvements will be observed.

Can the audience navigate the message easily?

Yes. Each paragraph focuses on a specific point that needs to be communicated. The key phrases are highlighted in bold letters.

Is sentence length and paragraph length written, so the message is easily navigated by the audience?

Yes

Does this message answer all questions the audience may have?

Yes. What the change is, when it should take place, what consequences of not abiding by the request, and how and where to get help

Will the audience walk away with a clear, specific, and actionable message?

Yes. The steps that need to be taken have been outlined in the message.

From: Miss XYZ

To: Space Accounting Team

Date: 27^th February, 2020

Sub: I want to send you a gift: Unwrap within 48 hours!

Hello Team!

I know most of you probably won’t get a gift on this leap year day. That is why I want to send you one! As you may have already heard, there will be a changeover in the current accounting software systems we are using.

We ALL need to take part in this change process if things are to continue working smoothly. The new software system is set to improve security, efficiency, and transparency. The system comes with advanced tools and automated tasks that will eliminate some of the tasks that make your work tedious- daily transfers of data to the company’s banks through a feed, recurring invoicing, and reconciliation, among others. For detailed information, kindly read the manual you received during your training sessions.

You will receive the software in your respective branches and an email with instructions on installation. The IT staff will be there as well to help you if you encounter any difficulties or have questions that need to be answered. You will be required to install the software within 48 HOURS upon receiving the product. You will also need to restart your computer upon successful installation. If the 48-hour period expires without installation, the product will be automatically deactivated, and you will need to request another.

I do understand that work can be overwhelming, but please note that you will need to prioritize this activity. Also, we expect possible technical issues during the two days of roll-out (commencing at 9:00 am on March 1^st, 2020). I would advise you to back up your work to avoid any frustrations.

If you have any queries or would like to give feedback, kindly do so through the department’s intranet email. Don’t forget to state in the subject line what the issue is regarding the change-over (it will facilitate a faster response).

Let’s make Space X the most transparent company of the century!

Thank you.

Regards,

XYZ

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You are the Accounting Director for SpaceX, which is based in New York. Your department is implementing new accounting software (called First Launch) that will affect all 300 locations across the United States. The purpose of the changeover is to improve efficiency, increase security, and provide more transparency.  Each accountant will need to install the software within 48 hours of receiving the new product. Failure to do so will result in the product password expiring and require the product to be resended. Once installed, accountants will have to restart all computers on the premises. Technical issues may arise during the two-day software rollout starting at 9:00 a.m. on March 1, 2020.

Email about the Implementation of a New Accounting Software

Instructions/Assignment:                                                                  

1- Answer the MH Power of Process questions before you begin.

2- You will write one email addressing all 300 location accountants to inform them of the changeover (you decide the order of information)

• Create an interesting subject line.
• Establish tone
• State goal/objective
• Give step-by-step directions.
• Establish an open communication channel (text, email, group pages, etc.) so issues can be quickly resolved. You will decide what the most appropriate and efficient communication channel is.
• Provide goodwill
• End with your name and contact information.