Option 1 Tell a Story with Data: Tailor Survey Insights to…
Questions
Optiоn 1 Tell а Stоry with Dаtа: Tailоr Survey Insights to Your Department’s Needs This message should not exceed 1.5 single-spaced pages. Brief reports and memos (often sent via email) are a simple way to share information with your boss and/or colleagues. In your professional career, you may be tasked with summarizing, contextualizing, and translating company-wide data to create a meaningful story for your specific department, and you’ll practice those skills in this case. Situation Last January, your company/organization announced the hiring of two new executives and plans to reorganize several departments in order to accommodate the organization’s recent growth in clientele. Leadership also announced more professional development workshops to support employees. At the end of July, leadership emailed all employees asking them to fill out the annual engagement survey. The survey included questions about how favorably the employees view the company on 24 measures. This morning, Elena Petrova, the general manager for your department, received a PowerPoint deck that includes the survey results, along with comments from survey respondents. Because she is busy, she has forwarded some of the slides to you and asked you to write an email to your departmental colleagues reporting on the response rate and providing context for the most notable survey insights. She has asked you to especially focus on what the department has to be proud of and where there is room for improvement. You have been working at this organization for 18 months. Elena often asks you to write informational emails to your colleagues, but so far, most of those messages have been about upcoming events or deadlines. This is the first time she’s asked you to synthesize and communicate meaningful and sensitive data, so you are hoping to impress her. Audience Imagine that you’re working for a real company/organization where you have interned or where you’d like to work in the future. Your audience is twofold: you’re writing to your whole department, but you know that Elena also will review your message. Task Review the data, and write an email to all employees in your department, cc’ing Elena. The message must synthesize the survey data and comments to tell a story about your department’s sentiments, perceptions, and needs over the last year. What do you think the data suggests about the department and/or the workplace climate? Your message also should address why you are sending it and next steps mentioned in the slides. When you tell your story with data, use relevant information, comments, and data from the slidedeck to provide a clear, engaging message that helps your co-workers understand something important about the survey’s overall meaning. To tell an effective story, include the essential storytelling components you’ve learned through course material and readings. Synthesize information from the survey with at least one industry trend to help your departmental colleagues make sense of the survey results. Your synthesis and story should feel tailored and unique to a specific department in a real organization within a particular industry. Elena said you don’t need to include graphs or other data visualizations because the slide deck will be included as an attachment. You may use details from the prompt in your message but must use your own words rather than merely repeating the language above. Option 2 Provide Instructions with a Visual Aid Emails are often used to provide step-by-step instructions for doing something that is not obvious or common knowledge, such as doing maintenance on commercial equipment, properly using a department’s archive of shared documents, opening or closing a store, or updating a process to be ADA-compliant. Providing brief and clear instructions can make the difference between someone doing something wrong and doing it right. In this case, you’ll practice generating your own set of effective professional instructions. Situation You are assisting in training a new hire at your company or a new member of your student organization. There is a somewhat complex task they must learn, and (in addition to going over it with them in person) you have decided it would be helpful to send an email with step-by-step instructions about how to complete it. This way, they’ll be able to complete the task when you’re not there. Choose a task that requires detailed instruction or that relies on judgement/decision-making where steps must be adapted based on the context. For example, you might provide directions about how to handle errors, respond to a client complaint, or edit shared folders with restricted access. You must be familiar enough with this task to describe it in detail and should be able to provide your own visuals as necessary. Do not write about a task you have never done before or for an organization/company where you’ve never worked. You should be able to sufficiently explain your task in a single email. If the task would typically be taught over the course of several training sessions, it’s not appropriate for this message. Avoid obvious or intuitive tasks where your new colleague/member may be offended at receiving such basic instruction. Audience Option 1: Your Real-Life Coworker Choose a real coworker or peer who started work or joined the organization after you. Think about what they do not know as a new member of the team. Option 2: Case-Study Coworker Write to Jeremy Moreau, a new hire at a company or organization you’ve been a part of. Jeremy is smart and detail-oriented, but struggles to focus on what is important, so you’ll need to use visual design cues to help him out. Task Write an email to your coworker or peer, giving step-by-step instructions about how to complete the task or process. It should be a procedure you are familiar with and that you have encountered in a workplace or student organization. It should also be a task or process that requires several complex steps, involves making a judgement or decision, and took you some time to learn. Include guidance on how someone should make the necessary judgements or decisions (e.g., when it’s time to reboot the system or clean the espresso machine). Employ “you view” and make notes about information beyond the step-by-step instructions might be useful to include, such as a “common mistakes” section, “things I wish I knew” section, or a visual aid (e.g. annotated screenshots, checklist, or recreated image).
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