Writing Project #2 – Improving Your Writing
Task / Instructions: Write two paragraphs together total 200 to 300 words.
Paragraph 1 – Gives a brief summary that covers facts and figures that define the problem (the cause) along with a few details that show the impact of the problem (effects) on Jack, Ruth, and the company, then it describes the solution to the problem (The steps needed to change the situation)
Paragraph 2 – Persuades the supervisor, Liz Jakowski, to implement the solution and it needs to address the reasons to implement each step, including the benefits to your employees, your supervisor, and the company and Information about my role in the change
Each paragraph must have one main idea related to this purpose and audience. You must effectively combine applicable information from the Background with insightful details of your own to develop a step-by-step plan. Those details are knitted together with reasonable explanation that includes the benefits from implementing your plan.
Ten years ago, you started working as a clerk for DMD Medical Supplies. Six months ago, Liz Jakowski, the human resources director, promoted you to office manager. You manage two employees: Jack Snyder and Ruth Disselkoen. Your office provides secretarial support for the four members of the executive team. Two years ago, Liz had assigned Jack to support Ralph Alane and Jessica Hilo. Ruth was assigned to Samuel Daley and Frank Daley. The work flow was equally balanced.
You’ve noticed that in the last three months Ruth has cut her breaks short to complete her work, complains of being tired, and at least twice a month requires overtime hours costing the company an additional $200 a month. In the last three weeks, Frank Daley has complained to you a few times about the poor quality of Ruth’s work.
On the other hand, over the last three months, Jack frequently seems to have little to do. He has begun coming in late a couple times a week and taking more than the allotted break times. What work he does have, however, is always professionally completed.
Clearly, you must investigate to determine what is causing this change and how to improve the situation. Since nothing has changed in the personal lives of either Jack or Ruth, you conclude you must focus on the in-office work situation. You learn the following facts:
Samuel and Frank Daley share a part-time administrative assistant who works only 15 hours a week.
Ralph Alane and Jessica Hilo share a full-time administrative assistant. Jessica Hilo has been on medical leave for the last four months, and Liz Jakowski isn’t sure whether Jessica will be able to return to work.
Jessica’s duties have been temporarily reassigned to Ralph and Frank. Although you don’t have the authority to change who Jack and Ruth are assigned to work for, you clearly need to change the work the two do so that both Jack and Ruth work regularly without requiring overtime.
The background explains the primary cause of the workflow problem and the negative effects resulting from it. Your task is to make up a realistic plan which solves the uneven productivity between Jack and Ruth. Use prewriting tools like brainstorming, cluster or webbing diagrams, and freewriting to outline the cause-effect situation and to develop a specific solution that best solves the problem.
Also ask yourself the following questions to expand your prewriting.
• How long has this situation been going on? • Why did the problems begin when they did? • Am I able to solve the problem at its root cause or am I only able to manage the impact of the problem? • Is this a temporary or permanent problem? • How has the company been affected? • How have the employees been affected? • What’s in my power to change? What must stay the same? • What are two or three ways to improve the efficiency of my office? • How much work, time, and money would be required to implement each solution? • Does each solution stop all the negative effects? • Are there any benefits to the change beyond stopping what is occurring? • How exactly would each change affect Jack, Ruth, and the executive team? • What would I have to do to make sure each change goes through as planned and to monitor the situation once the solution is in place?