Does this staff memo sound ok please....

[samuel5]

Hi all,

Do you think this staff memo sounds ok or would any of you amend it please:



As we are now taking on more recruits due to our expansion plans, a level of management is required in the warehouse.
A point of contact for me and Steve to assign warehouse tasks to and handover the responsibility for them to be completed on time and effectively.

This position has been offered to Julie based on her experience within the warehouse.

Julie will now be responsible for ensuring the warehouse is running at optimum levels, reporting any issues, keeping packaging replenished and the general tidiness of the warehouse.

Please report to Julie with any improvement ideas or to discuss any issues within the warehouse going forward.
Also, please respect and complete tasks Julie may ask you to do.

As always, thanks for your hard work and for being part of [company name]

Sam

 

[BustersDogs]

I might wonder why I didn't get a chance to apply for that promotion...

 

[Paul Norman]

No, to be brutal.

It is ok, in my opinion, to convey the message - especially as it is a done deal with Julie, I suspect, but the memo reads too bluntly. And it is not well written. No disgrace in that - but you do need to get it properly written.

For example:

As you are aware, we are expanding our operation, and increasing the size of the team.

As a result of this, we have decided to appoint a warehouse manager. The manager will provide a point of contact for myself and Steve.

We have made the decision to offer this role to Julie, and our decision is based on her level of experience within the warehouse, and her performance over a period of time.

Julie will now be responsible for ensuring the warehouse is running at optimum levels, reporting any issues, keeping packaging replenished and the general tidiness of the warehouse.

Julie will also be your main point of contact relating to any issues in connection with the warehouse operation from now on.

We hope that you will share our excitement at the success being enjoyed which has made this move necessary, and look forward to further growth in the business.

As always, thanks for your hard work and for being part of [company name]

 

[Paul Norman]

There are three things further, in connection with the memo@

1. The memo points out that all operational issues should be handled by Julie. You should specify whether that includes HR matters too.

2. If that is the case, and the warehouse staff now report to Julie, that constitutes a modification to their contract of employment. It is a reasonable, and fair modification, but it needs to be formally made.

3. If Julie has not yet been actually appointed, it is best practice to have some kind of selection process before making a promotion.

And, further, I would provide Julie with some training for her new supervisory responsibilities.

 

[Gecko001]

I think it is too long. You have to convey that a new post has been created and that Julie is now in that post. much of what is in the memo that Op has written is more appropriate for a company newsletter than a formal memo to staff.

Due to the increase in staff in the warehouse, a new post of warehouse manager has been created. We are pleased to announced that Julie will be the warehouse manager starting from 3rd of March.

With regard to pointing out the new manager's duties, I would not list them in any great detail. However as Paul has said above present staff will need to know whether their line manager changes with the new manager.

 

[samuel5]

Thanks very much for your input guys, I like what you have written better Paul!

Writing professional sounding letters is one of my weaknesses.

Thanks again

 

[Gecko001]

Thanks very much for your input guys, I like what you have written better Paul!

Writing professional sounding letters is one of my weaknesses.

Thanks again

I assume you have some sort of management role. In that case making letters that "sound" good is not enough. They have to be clear and concise. If you try to add words and phrases that you have heard and "sound" impressive to bulk out a letter, you will ultimately fail in your goal of conveying information that will be understood and acted upon.

 

[STDFR33]

If you don't have lots of staff, I think you should talk to the staff about the changes before issuing something formal.

A staff memo for something like this seems cold for a small business.

 

[samuel5]

If you don't have lots of staff, I think you should talk to the staff about the changes before issuing something formal.

A staff memo for something like this seems cold for a small business.

I will do both, tell them in person and give them the letter.

 

[JEREMY HAWKE]

I don't like this memo at all
I have been here before I gather everybody around and explain what is going to happen
Juila is now in charge of this warehouse and is responsible for it and we will all be working together to support her in this role. Any questions ?
Most stand in front of everybody but I don't I like to be in the middle of the circle with everybody around me
I'm no expert but it works for me but forget the memo

 

[tony84]

Im with Jeremy, why would you not get everyone together?
A memo is pretty poor for something so major. A memo is for something like put your rubbish in the bin/wash your cups at the end of the day, not to tell people they effectively have a supervisor.

 

[GaryParsonsUK]

Depending on the size of your company, I'd either get everyone together @samuel5 and celebrate Julie getting the new position or meet with your management team to ask them to pass it on informally, followed by a formal memo of congratulations and reiteration of what the managers have said.

Other questions:

- Was this as a result of planned growth? If so, were other employees aware of this and how was the growth of the business communicated.

- Do you have formal job briefs in place that accurately reflect the duties of everyone, held centrally and with a summary of who does what and reports into where?

I've recently worked on a project with a client to look at all of this and the fact that you're giving this much thought to communication about promotion is fantastic, as many don't feel it's necessary and can create a bad culture.

The key here really is communication. If you've got a plan, then does everyone know what they is?