Negative Message Email Assignment Description For this assignment, you will create an email addressed to your supervisor in which you professionally and thoroughly convey repeated issues with a coworker you are collaborating with on a project.
Need 600 words, instruction attached.
Requirements:
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Project 2: Negative Message Email Assignment Description For this assignment, you will create an email addressed to your supervisor in which you professionally and thoroughly convey repeated issues with a coworker you are collaborating with on a project. Rhetorical Situation You are the lead employee for Project ID #8675309. One of your coworkers on the project, Ron Williams, has consistently made careless mistakes while working on the project. Other collaborators on the project have also expressed frustration to you regarding Ron’s performance. Despite your speaking to him numerous times about it, the problems persist. When you’ve confronted Ron about his carelessness, he disregards your complaints about the quality of his work and brushes aside your recommendations for improvement. You’ve decided it’s necessary to bring the issue to your supervisor, Janine Hayes. After briefly discussing the particulars, your supervisor has requested that you send her an email documenting what has occurred so that (a) it is in writing, and (b) she has on hand the complaints against Ron when she sits down to speak with him. She informs you that your email will likely also be added to Ron’s personnel file for the record, though it will remain confidential. Ron will not know that you wrote an email about his misconduct. Audience Your supervisor is the primary audience. She needs to know from you what the issues are, what efforts have been made to resolve the issues, and why it’s important that it be addressed further by her. This is not a topic she wants to hear about, nor is she looking forward to setting aside time to deal with it. It’s even possible she may look for an opportunity to say that this isn’t a significant enough problem that she needs to step in. You must convey all the necessary info in a manner that gives her the needed details while convincing her that you’ve done your part in trying to resolve it, and now it’s time for her to intervene. Deliverables There is one document to this project: Doc 1: Negative Message Email – Provide your supervisor with the details of the problem, what has happened, options for fixing the issue, recommend a solution, and ask for action Planning This topic is meant to portray a real-world example that could happen in any industry. Your first step will be to imagine a realistic scenario, filling in the details of the project scope and Ron’s related misconduct with something that would be appropriate for your field of study. For example: Has Ron consistently supplied his portion of the work late? Is the quality of his work clearly subpar with little attention given to correctness and usability? Did he not follow proper lab safety guidelines while working on a prototype? Has he not been paying attention to detail, so you’ve had to repeatedly ask him to make corrections? Is his data analysis represented incorrectly or inappropriately? Has he been rude or disrespectful towards members of a focus group or the client directly? Is the project being delayed because of his carelessness? You have the freedom to invent whatever details are needed to provide a thorough report. You should consider what options you likely would have tried to solve the problems and how Ron might have responded. Based on that, you then need to form recommendations to offer your supervisor as options for resolving the issue. You should provide at least a couple ideas, including the advantages and disadvantages of each to demonstrate you have thoroughly considered the situation prior to bringing it to your supervisor’s attention. Finally, you must decide what you think the next best step is. As the lead on the project, you want to make every effort to resolve conflict with little to no intervention from your superior. However, sometimes problems require more authority or resources than you have to solve them. Your supervisor is relying on you to convey what you believe should happen
next. You need to either emphasize why you feel you have exhausted your efforts with Ron and ask your supervisor to intervene, or you need to ask for approval to implement the agreed upon solution yourself (if you have the authority to do so). You know your supervisor is not looking forward to dealing with this. On the one hand, she would appreciate your assuming responsibility and relieving her of that duty. On the other hand, if you still can’t resolve the issue and have to go back to her again, it would likely undermine what authority you have and make your supervisor even more frustrated to still be dealing with it. Doc 1: Negative Message Email The primary purpose of the email is to document your group’s continually challenging experience with Ron on a collaborative project in the hope that your supervisor will intercede. Email Content When delivering a negative message to a superior, especially one that has expressed impatience or disinterest, it is most effective to turn the negative message into a persuasive one. You don’t need separate intro and closing paragraphs, but you should at least have an opening line referencing your previous conversation and a closing line thanking her for her time and consideration. For the body content, I recommend presenting the information using the organization suggested in our textbook: 1. Describe the problem a. Explain what is wrong b. Be clear and unemotional 2. Tell how it happened a. Provide the background information b. Make note of any underlying factors 3. Describe options for fixing it a. Offer your ideas of what options might be considered b. Include the advantages/disadvantages of each 4. Recommend a solution and ask for action a. Suggest what option you think will be most effective b. Ask that she act to implement a solution and resolve the issue c. OR ask for approval to implement a solution yourself It’s vital the email be professional, concise, unemotional, and thorough. All pertinent details should be provided such as names, dates, incidents, responses, etc. It both provides your supervisor with clear topics for discussion and serves as official documentation to be added to Ron’s personnel file. Keep in mind your audience’s motivation, expectations, preparedness, and receptiveness (the last one being particularly important here). Email Design Use professional email format and provide the necessary header information including From, To, Cc and/or Bcc (if appropriate), and Subject lines. Begin your content with a salutation, followed by several body paragraphs, and ending with a signature block. I would expect an email that fully covers the logistics to be between 450-600 words. Submission Your project must be in MS Word .doc or .docx format. Save your file as LastnameFirstInitial_Project (e.g.: SmithJ_Project2). There is no draft or peer reviews of this project before final submission. Consult the We
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