Each day you observe numero Show more This is for my Business Communications Class Saving Money at the Office Each day you observe numerous practices in your office that are not environmentally friendly and that also cost your company money. A lot of paper is wasted for instance on print jobs that no one claims. Identify one of these practices and write an unsolicited internal proposal to your supervisor that outlines your plan to reduce the amount of waste and save your company money. Develop a response that includes examples and evidence to support your ideas and which clearly communicates the required message to your audience. Organize your response in a clear and logical manner as appropriate for the genre of writing. Use well-structured sentences audience-appropriate language and correct conventions of standard American English. Example of Effective Letter October 20 2011 To: Len Beck CEO Precision Business Subject: Proposal to reduce office paper waste Dear Mr. Beck: I would like to propose a plan that could save our company thousands of dollars save trees and give us an image as environmentally friendly. I realize that budget has been an issue lately and I would like to propose a way that could help. As the office manager I believe we can benefit immensely by determining the amount of paper we purchase monthly and taking affirmative steps toward reducing waste. I constantly see paper thrown away in the copy room. There are always unclaimed print jobs on the printer as well as additional blank pages printed and wasted. This is costing our company money in paper and ink. Recently we ordered approximately 100 reams of paper and one toner for the copy machine. A new toner for the printer is approximately $350 and paper is approximately $5 a ream. I recommend that for internal messages and documents to be circulated using email. This alone would substantially cut back on printing supplies and the expense. I also recommend that we start recycling the wasted paper. We can have bins in the copy rooms for people to put their paper waste in. If we can get someone to drop this off bi-weekly to the recycle center it will cost our company nothing. In fact we will gain revenue as recycle companies often pay for recycled items. We will be able to use this money to purchase some of our monthly paper supply. We can also place a recycling bin in the break room for soda cans. This will greatly cut back on the amount of garbage we have. After a long week soda bottles can really add up. We would be helping the environment as well as providing a new revenue source. This money can be deposited into the companys treasury or used to purchase additional soda flavors. Finally we will be able to promote our green initiatives among our customers and clients. By reducing our paper consumption we can show that we have a real interest in protecting the community we serve. Please contact me at extension 113 if you would like to hear more about my ideas. I look forward to hearing from you and working with you in the future on this issue. Sincerely Ashley Smith Office Manager Precision Business 555-555-5555 Writing Performance: 6 very effectively communicates the writers message. Writing Trait: Commentary: Focus & Meaning The response has very effective focus and meaning. It establishes and maintains an insightful controlling idea or bottom line demonstrates a thorough understanding of the purpose clearly adapts the message to the audience and completes all parts of the task. The author states the purpose of the response early. Some background information is provided as well. (Our company can cut our supply and disposal expenses in half by reducing our paper usage reusing as much of the paper we already have and recycling any paper we are unable to use.) All of the details used in the response relate to the central/controlling idea or bottom line very effectively and do not include additional nonessential information. (A normal office can easily generate about two to three pounds of waste in paper alone in one day.) Content & Development The response has very effective content and development. It develops ideas fully and memorably using appropriate business concepts and terms. The problems are explained in a clear and consistent way. (It has been estimated that office employees consume thousands of paper products every year. The cost of this can be estimated at $16000 per employee per year in just the cost of copy paper alone.) Ideas presented are logical and have clearly defined benefits. (Place and enforce a limit on printed e-mails and require employees to store their work digitally. This will also save us on fire insurance because there will be less flammable materials in our offices.) The author addresses the numerous benefits of going green including those that are financial societal and sociological. (This will also generate lots of good PR for our company and help use to keep our edge in the fashion world as the most green company in the malls of America.) Organization The response has very effective organization. It demonstrates a cohesive and unified structure with effective use of paragraphing or grouping of information logical connections and transitional devices throughout. Responses at this level always use paragraphs to help separate ideas. The introduction includes a very effective sentence that conveys the overall message. (Our company can cut our supply and disposal expenses in half by reducing our paper usage reusing as much of the paper we already have and recycling any paper we are unable to use.) Logical connections and transitions between paragraphs or between sentences are used very effectively. (First we should request employees print only the most important materials.) The response demonstrates a very effective conclusion. (I truly recommend that you look into my suggestions further and hopefully implement them in the near future.) The author also remembers to close the essay with contact information and an invitation to speak further. Language Use & Style The response has very effective language use and style. It demonstrates precise professional language and word choice a defined voice and a clear sense of audience. The response consistently uses well-structured and varied sentences. The language and tone are consistent precise and professional. (This will also generate lots of good PR for our company and help use to keep our edge in the fashion world as the most green company in the malls of America.) The tone is clearly measured throughout the essay. Slang or other forms of informal language is kept to a minimum. (We went green way before it was popular to do so with our reusable bags and our e-mail promotions.) The response conveys a defined voice with a confident courteous and sincere tone and the you attitude emphasized. (The more green we are the more money we will retain.) Superfluous redundant or poetic language is kept to a minimum to provide the readers with a clear understanding of the message. Responses at this level rarely contain minor errors in language usage or style and the majority of the content is clear and correct. Oddly phrased sentences and other errors that are present never impede meaning. Mechanics & Conventions The response has very effective control of mechanics and conventions. There are few or no errors in punctuation spelling and usage and grammar and sentence structure. Correct use of punctuation (i.e. apostrophes colons commas hyphens italics parentheses periods quotation marks and semicolons) is effectively demonstrated. Excellent spelling and word usage is effectively demonstrated. (Cutting our paper usage saves on our use of fossil fuels and pollution.) The response effectively demonstrates correct grammar (i.e. excellent use of subject-verb agreement pronoun use parallel structure and sentence structure; particularly a lack of fragments and run-ons). Responses at this level rarely contain errors in mechanics and conventions. Errors that are present never impede meaning. (This will also save us on fire insurance because there will be less flammable materials in our offices.) MEMORANDUM To: David Smith From: Winston Churchill Date: June 15 2011 Subject: A money saving proposal that reduces waste. There is a solution to the huge amounts of paper waste in our cooperate offices nationwide. The throwing away of memos reports and other printed waste increases our expenses not only for the initial cost of printing but also for the cost of disposal. Our company can cut our supply and disposal expenses in half by reducing our paper usage reusing as much of the paper we already have and recycling any paper we are unable to use. It has been estimated that office employees consume thousands of paper products every year. The cost of this can be estimated at $16000 per employee per year in just the cost of copy paper alone. By cutting the absurd amount of paper used by employees we will be helping our pocket books and the environment as well. We went green way before it was popular to do so with our reusable bags and our e-mail promotions. By asking now that employees check their print jobs before they print and that they do all their editing on their computers we will be combining our uses of environment-friendly office practices with the cutting-edge technology that we take pride in using. A normal office can easily generate about two to three pounds of waste in paper alone in one day. For every ton of paper that is recycled we can save 19 trees which can be used for creating homes and schools. In addition about 500 gallons of oil is used to make office paper. Cutting our paper usage saves on our use of fossil fuels and pollution. The more green we are the more money we will retain. Here are some examples of polices that should be considered for adoption: -First we should request employees print only the most important materials. Place and enforce a limit on printed e-mails and require employees to store their work digitally. This will also save us on fire insurance because there will be less flammable materials in our offices. -Next we should request employees always revise their work digitally before they print and make sure employees use both sides of paper and to single space their papers to limit excess waste. -We should request that letterhead copier paper computer head scratch notepad and tablet paper along with envelopes stationary and typing paper be recycled. -All reports that are not confidential can be used as scratch paper. An appointed Recycling Coordinator can also be a step in making sure all of these new policies are being incorporated effectively in our offices. Their duties should include the monitoring of resources and identifying and creating more new policies that increases our profit margins by cutting our use of resources. This will also generate lots of good PR for our company and help use to keep our edge in the fashion world as the most green company in the malls of America. It would greatly benefit the company if you were to instate these polices and develop an ecofriendly recycling program for our offices. The policies and the recycling program will reduce waste and increase profits. I truly recommend that you look into my suggestions further and hopefully implement them in the near future. Feel free to contact me with any inquiries you may have. You can reach me by phone at 555-555-5555 or by e-mail. Thank you for your time and consideration Winston Churchill Show less

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