W1-NNMemo-2.doc Business Communication – Professor Coari Assignment (W1) Negative News Memo Who are you? You work for IBM Corporation in the Data Protection and Compliance Department. Title: Assistant Manager of Information Security Who`s your audience? All employees of the company`s New York corporate headquarters. What`s your task? Write a concise memo that provides the following negative news: • Informs employees that in order to protect company information, a new electronic data protection and compliance policy has been established. • Announces the effective date for this new policy. • Explains that all aspects of company electronic-devices` usage, including e-mail, the Internet, computer files, social networking sites, etc. will now be monitored by a new software program. • Directs employees to a location where they can review a newly developed PC and Electronic-Devices` Usage Guidelines Handbook which covers the rules for proper company computer and Internet usage. How about format? Use appropriate memo format, as shown in the text, including: • A concise, effective subject line • Maximum one page of single-spaced text • Graphic highlighting (bullets, headings, subheads, short paragraphs, etc.) to emphasize main ideas and make the document short and easy for the reader to quickly review. • IBM memo letterhead (download logo and create your own). • Bad news, indirect organization pattern as discussed in class and in the text. Note: 1. It is your job to research the details of this type of policy, which is becoming common practice in many leading, international corporations. 2. Be creative and sensitive in making your choices. 3. Turn negatives into positives wherever possible. S2