Guidelines : Requesting

Requesting New Responsibilities

Guidelines

• State the new responsibilities in the form of a problem to be solved. Discover how some situation, event, or requirement inhibits smooth operation, and then develop a solution.
• Start by elaborating on the “problem” (although your main message is you want to assume new responsibilities) and its significance in time, money, and/or operation. Your recommended action, then, will be your request for more responsibility to solve the problem. The details will include how you will carry out the new responsibilities to attack the problem.
• Offer built-in checks by suggesting review or feedback at specific stages of your plans.
• Demonstrate that you agree with your supervisor’s goals.
• Be authoritative about your solutions and new responsibilities. Make sure they are well thought out and that others perceive the situation the same as you do.
• Show willingness to share the credit for the results of your idea.

Example 1: Request letter for extra duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Coordination of Oral Presentation Efforts

In the past couple of years, our combined staff has made approximately 200 presentations either to upper management or to clients and prospective clients. Needless to say, our track record in assembling the materials and information for the presentations leaves room for improvement.

Our engineers, graphics staff, technical editors, and librarian all testify to the harried, last-minute rush that befalls us on many projects–projects on which we usually have several weeks advance notice. In fact, in two recent situations (McBride Corporation and Huffdale, Inc.), hastily prepared presentations contributed to a loss of $140,000 in potential contracts.

To solve this problem, I suggest we designate a presentation coordinator to unify efforts in assembling and preparing materials and gathering information. If this idea seems feasible to you, I’d be willing to take on this additional duty.

Briefly, let me outline the coordination methods I have in mind:

• Engineers would set up an initial appointment with the coordinator to discuss specific topics and needs. The coordinator could suggest other information and audiovisuals on hand in the company library.
• The coordinator would work with the technical editor and graphics staff to oversee the production of materials requested by the engineers.
• The coordinator would arrange to schedule photography on a priority basis.
• The coordinator would maintain logs for reserving audiovisual equipment for each presentation.
• The coordinator would work with Maintenance to ensure all equipment for presentation is in good working order.
• The coordinator would “run errands” as necessary to free individual secretaries for typing final drafts and handouts.
• The coordinator would arrange for delivery of all materials and necessary equipment to the presentation site.

All the coordinator’s activities, of course, would be subject to each engineer’s specific direction and approval.

I’d suggest we announce the Presentation Coordinator’s function to the engineers and try the system on a voluntary basis for two months. I have already mentioned this idea to three of our senior engineers (Hastings, Green, Lambert), and they seem willing to give the plan a try.

After two months, we could re-evaluate the idea’s effectiveness. A committee of engineers could then make a final recommendation to you whether to continue the coordinator’s function, with all engineers required to avail themselves of the service.

I’m eager to contribute to our efforts in delivering services more effectively. What do you think?

Example 2: Requesting letter to boss for duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Informational Brochure

While our company brochure adequately addresses our company’s services, it lacks the professional layout and design that our competitors’ brochures possess.

I would like to suggest that I be allowed to conduct a review of software currently available for desktop publishing so that we may update our brochure. The evaluation of current software will be based on the
following:

• Cost
• Compatibility
• Desktop options available
• User friendliness

By a due date of your request, I will provide you with an evaluation of all software, as well as my recommendation as to which one would best serve our needs. If a program is approved, I would like the chance to submit several new brochure designs for your consideration.

Revision of our brochure is necessary. We know we give exceptional service, but all prospective clients have to go on is their first impression. I want our first impression to be as impressive as our service.

Example 3: Request letter for duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Faculty Meetings

Our faculty meetings have been hectic of late, as you all know. It seems that the official business of the faculty, concerning budgeting, leaves us little time to properly address other faculty needs and concerns. Several staff members have noted that “they can’t get a word in edgewise” when concerns are addressed at the end of the meeting.

The last thing any of us want is for faculty members to feel that their concerns are being neglected. I would like to offer my services, then, as Concerns and Needs Meeting Planner. Rather than using the open forum format we have been following, I believe we could more adequately address individual concerns if we had a specific agenda. Here is how it would work:

• Faculty would inform me via voice mail, memo, or e-mail of their topic of concern.
• I would schedule their topic for the first available meeting, and inform them of the date on which it will be addressed.
• Topics of concern would be listed on the meeting agenda, and would be limited to two per meeting.

I see several advantages in this method over our current practices. First, it reassures faculty that their topic will be addressed, and even gives them a firm date for discussion. Second, the topics are likely to be more fully discussed if the person with the concern has time to prepare their thoughts and the rest of the faculty has time to consider their own views related to the topic. Also, limiting the discussion to only two topics per meeting will hopefully give us adequate time for a thorough discussion of each.

Example 4: Requesting for duties letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Update of Computer Order Program

We have all been pleased with the recent growth our company has experienced. My goal, one is to make sure the increase in the orders is met with increased productivity.

Unfortunately, our current order entry software is not capable of efficiently keeping up with the increased demand for our products. As our database grows larger, our system grows slower, adversely affecting the speed with which orders can be entered.

Obviously, our software is not meeting our needs. I would like permission to check into alternate programs.

My plan would be to review the software, with other staff members to be assigned by you. We would evaluate the new software based on:

• Ability to meet our needs
• Ease of training
• Cost
• Demonstrations and literature provided by the salesperson

We would submit our recommendation for your approval, and then be responsible for the training of the new employees after installation of the new system.

I hope to hear back from you soon. I feel we should take immediate steps to ensure we can provide service equal to the demands of the customers.

Example 5: Requesting letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Hiring Procedures

Currently, all prospective employees’ applications have to go through the main office before they are submitted to the appropriate section heads for review. Since we currently have 220 sections, the main office understandably has a slow turn around time on paperwork when too many sections are attempting to fill vacancies simultaneously. This time obstacle causes delays in the prompt hiring of new employees and has resulted in problems ranging from minor to the almost crippling in several sections. It has also increased the workload placed on employees in each section, causing observable stress and dissatisfaction.

Obviously we want to keep employee satisfaction and productivity at optimum levels. I feel it is necessary, then, to request the following changes in procedures:

• All resume and applications should be sent directly to each appropriate section head, as they are the ones who do the interviewing.

• After receiving the resumes and/or applications, all section heads would then fax them to an account held by myself, as my computer is directly linked to the main office.

• I would then download the resumes and applications into the main office’s e-mail account and the paperwork will be processed accordingly.

The advantages of this system would be twofold. First, it would allow for faster hiring of needed employees. Second, it would keep the employees in the main office from feeling overwhelmed. I would like to suggest that someone in upper management be assigned to monitor the account to ensure that section heads are faxing the information promptly and that I am in turn forwarding the paperwork to the main office in an expeditious manner.

The one problem of this system would be its effect on the efficiency of our computer, but I have Stan, our systems analyst, running a check on that for me. You should be receiving his memo by this afternoon.

While this suggestion calls for a major revision in procedure, I feel that it will immediatelyt positive results.

Guidelines : Delegating

Delegating New Responsibilities

Guidelines

• Grant the new responsibilities immediately. Remember when you say “yes,” you can omit the reasons. If you are declining to approve the responsibilities, see “‘No’ Replies.”
• Give adequate instruction for delegated responsibilities. Anticipate special problems and make sure the tasks are well outlined.
• Grant the necessary authority to accompany responsibility.
• Do suggest “feedback” steps and offer help. Assure the reader you do not expect instant success and you welcome the chance to help him or her overcome obstacles. Otherwise, you may not get any “bad news” until the situation has become hopeless.

Example 1: Sample memo for delegating duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as presentation coordinator

Your idea of designating a presentation coordinator seems promising. I’ll announce these new responsibilities for your position as coordinator with a memo to the entire division later in the week.

I do, however, want to modify your plan; I prefer to make this a unified, non-voluntary effort from the very beginning. This will allow us to measure the effectiveness of coordination without having problems from those engineers who continue “to do their own thing;” such as using the equipment and duplicating visuals and information already available.

Your new responsibilities will entail authority to schedule use of all audiovisual equipment and materials and to approve related expenses. Such expenses, as always, you will charge back to each budgeted project. Because your duties will be a service to the engineering staff, you will need to check with them for final approval of projected costs.

I’d suggest after you coordinate the first few presentations you report back to me about successes and problems. I’ll be glad to work with you in getting this much-needed service off the ground.

Example 2: Delegating new responsibilities letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as document editor

I have reviewed your suggestions for the creation of a document editor position for all client presentation material. You made a valid point when you stated that it is difficult for people to edit their own work. As you do not do client presentations, you are the logical choice for this task.

I would, however, like to make one modification. I am appointing Erika Souza as a document editor also. I would like the editing process to work as follows:

• Presenter gives document to you for initial editing one week before scheduled presentation.

• No later than two days after you receive the document, you will forward the material to Erika to check again and to make any corrections.

• Erika must give the presenter a final copy for final approval by either the day she receives it or immediately the next morning.

I realize there will be certain bugs to work out, especially when dealing with presenters getting you their work on time. I’ll send a memo to each of our regular presenters to get their thoughts, and then schedule a meeting with both you and Erika. We should have these positions up and running by next week.

Example 3: Delegate new duties

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as employee trainer

I received your memo regarding your proposal for an employee trainer. I am impressed with the training program you outlined, I agree it will increase the level of professionalism on our staff. I will be sending a memo to all personnel at the end of this week informing them of the change in training procedures.

I would also like you to appoint three training supervisors. You will not be present every shift to make sure the new training policies are enforced. Training supervisors would help in that respect. You will have full authority as their shift manager in all matters pertaining to employee training.

Please submit the names of your three choices for Training Supervisors for my review, as well as a training schedule for the supervisors. I would like to begin training the supervisors by the beginning of next week so that we can begin re-training present employees (and properly train all new staff) by the beginning of next month.

Example 4: New duties letter to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval of new responsibilities as newsletter photographer

You have been approved as newsletter photographer. Your primary duty is to take photographs of all employees who are featured in the newsletter. After your first few assignments, you may also be required to photograph meetings and other events from time to time.

I appreciate the offer that you do the darkroom work in your own studio, and would like to offer you a credit line at the photographic supply store of your choice to offset the increase in your monthly costs. Please save your receipts so that any necessary budget changes can be made the following month. I would like a projected budget based on cost of film, paper, and chemical prices by tomorrow afternoon.

The newsletter editor, Jamie Bimmel, will provide you with a list of employees to be photographed, along with their floor numbers and phone extension. It will be your responsibility to call the employee to make an appointment. It would also be advisable that you meet with Jamie today or tomorrow to discuss issues pertaining to style. Her extension is X456.

We look forward to seeing the changes in the upcoming newsletter.

Example 5: Delegating letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval Of New Responsibilities As Employee Liaison

Your offer to function as employee liaison has been accepted. You will now conduct a portion of the weekly staff meetings at which no management will be present.

It is hoped that employees will address concerns with you that they would not normally address with management. You will be allowed to bring these concerns to the attention of management only with the permission of the individual or individuals who brought up the issue. I would like you to encourage them to give you such permission so that management can resolve any problems.

We realize that employees may be initially reluctant until they realize that you will not betray their confidentiality. We would encourage you to continue with the employees-only section of the meeting even in the face of such reluctance. It is our belief that they will eventually trust you in this matter.

Guidelines : Clarification

Clarification of New Responsibilities

Guidelines

• Let employees know how much you appreciate them and their hard work.
• Clearly state the new responsibilities that will be required of them. Give the reasons why these responsibilities have to be added.
• List any benefits that they will earn in return for taking on an added load.
• Thank them for their understanding and cooperation.

Example 1: Letter to employee for additional clarifying responsibilities

Memorandum

TO:

FROM:

DATE:

SUBJECT: Clarification of New Sales Promotional

Yesterday we received a packet containing information on our new sales promotional items. The memo stated several times that we were to use a B-429 sales slip when selling any of the promotional items. However, none of us have ever heard of a B-429 sales slip. A thorough inspection of all the papers in the packet revealed no further explanation of a B-429 sales slip, nor a sample sales slip.

We are requesting immediate clarification of this procedure as the promotional is scheduled to begin in two days, and we will be unable to properly carry out our new sales responsibilities if this is not resolved.

Thank you for your assistance.

Example 2: Clarification duties letters to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Clarification of New Grievance Procedures

New ownership has instituted new policies concerning employee grievances. As members of management, it is your responsibility to review these policies with all employees and make sure they are fully understood and followed.

To file a grievance, the employee must do the following:

• Request a meeting with supervisor in writing, giving a brief explanation of the grievance.

• After attempting to resolve the grievance with the supervisor, the employee may request, again in writing, a meeting with the manager if the employee believes the supervisor did not satisfactorily resolve the issue.

• The manager will call a meeting with the involved party (or parties) and supervisor to resolve the issue. At this point, the employee’s options are to either accept the manager’s decision or go through the same petitioning process with the owners to request a meeting with them.

Please remember the following two points:

• All paperwork pertaining to an employee’s grievance will be placed in the employee’s file should anyone need to access it. It will include a description of an employee’s requested meeting, to be written up by the supervisor or manager and signed by both the employee and the proper management representative.

• The only time this chain of requests may be circumvented is if the employee is filing a grievance due to misconduct on the part of a member of management. The employee would then go directly to that person’s immediate supervisor.

Example 3: Clarification letter of employee new duty

Memorandum

TO:

FROM:

DATE:

SUBJECT: Credit Checks For Payment Plans

Effective 5/9/–, all payment plan applicants must first go through a credit check in order to receive approval. All payment plans now fall into the same general category as our store credit card accounts.

While you will go through the same phone-in process as you would for our store credit cards, please be sure to tell the credit office you are calling in a payment plan account, as they will use a slightly different criterion for payment plans than what is currently used for credit cards.

If the applicant has a question concerning a refusal, you will follow the same procedure as you do for a credit card refusal—simply inform them they will receive a letter from the credit office explaining the situation.

Example 4: Clarification of new policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Dress Code

The memo I received this afternoon concerning the new dress code was quite confusing. It stated that all employees were to dress in a “casual professional” manner, but then gave no examples of what exactly was meant by “casual professional.”

If you could send down a brief memo with a description of apparel, or even an example of someone in the office whose dress is considered “casual professional” before 5:00 p.m., I would really appreciate it. I realize it is my responsibility to “ascertain that all employees are properly attired” but I’m not sure how I can do that if I have no clear definition of what the proper attire is.

Thanks for your help.

Example 5: Additional duties letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dissemination Of Project Reports For Weekly Staff Meetings

Effective 5/5/–, it will be the receptionist’s duty to review and condense the materials contained in the various departments’ project reports into a Project Reviews handout for the weekly staff meetings.

In order to ensure that the receptionist has adequate time to compile the reviews of the department reports, all departments must submit their completed reports to the receptionist the Monday before the Friday meeting. If there are any new developments on a project between Monday and Friday, it is the department’s responsibility to prepare a brief update to be handed out with the Project Reviews at the meeting.

Please designate one person in each department to prepare any necessary updates each week. Updates must be completed before noon on Friday so the receptionist will have adequate time to copy them for the 3:00 p.m. meeting.