Project description

Perform a peer review for your classmate’s research proposal on an actual community issue/ organization problem. Your responses to each paper should be 400-500 words long; comments and corrections you make on the paper directly using track changes count toward this word count. You are welcome to exceed this word count! This is just the minimum.

Please respond to the following questions. It is expected your responses to your peers’ papers will be well-developed and presented in complete sentences with appropriate detail; your response word count must not include the question itself:

1. Does the introduction clearly announce the topic and engage the readers interest? If no, why not. If yes, what is engaging and interesting?

2. Is there a clear sense of purpose throughout the writing? Do you understand the problem and the solution being presented? Why or why not?

3. Is the solution effectively presented? Why or why not

4. Are sources integrated into the proposal? Are they effective? Why or why not?

5. How could the author improve the paper? Please offer at least two concrete suggestions.

6. Do you consider this paper to be responsive to the assignment? If not, what recommendations do you have for making it meet the assignment requirements?

7. Provide additional suggestions or comments here. As you are reviewing papers, think about this: what would you want to know about the paper you are reviewing if you were its author? In other words, provide useful, helpful, applicable advice to one another.

8. Make actual grammar errors correction on the paper itself by utilizing comments section on the paper (Word feature)

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To: Alexandria Noll, Director of HR

From: Thi Nguyen, Senior Analyst

Date: November 22, 2014

Subject: Email Communication Training Proposal

Currently Outlook is the main email service used by our company.  Since I have been working here I have noticed that many colleagues and management could greatly benefit from email communication training.

On a daily basis we all use our emails, but I have noticed that this can cause strife among employees and many people are inundated with emails everyday. I have heard complaints about the amount emails that need responding to everyday and many people do not know what is the proper turn around time for an email.  Training in email etiquette would be very beneficial to all in the office.

I propose implementing a training program to go over:

•    Email Communication

•    Email Etiquette

Please respond at your earliest convenience with your permission or denial regarding the email communication training.

Feel free to contact me regarding any questions or concerns.

Abstract:

A proposal requesting the company provides a training course on email communication to all employees and management.

Proposal:

In an ever growing and fast society many businesses have incorporated email communication as the most widely used form of communication among the workers. Emails are an essential part of the everyday worker today and can be received when sitting at a desk or through many of the smart phones provided by the company to the worker.  Workers are at a constant state of accessibility.  The challenge that many workers face is that many employers do not teach or provide training to their employees about how and when to manage their emails and also the basics of email etiquette.   Being accessible at all times by email is distracting and disruptive which will affect productivity in the long run.  Long paragraph without making it clear what you are asking.

Email training may sound frivolous but many workers are drowning in emails everyday and can be the main focus of a workday. Many workers don’t realize that an email has to have purpose and that it should not be used to just fill time. And many times an email is very distracting and even as a leader it may be best to just simply pick up the phone. Some great tactics that email training would provide is to set aside time to answer emails in a workday.

That it is okay to postpone an answer, to not distract the employee from the commitment of the project they are currently working on. Maybe turning the email notification sound off till the end of the workday that an individual has dedicated to emails. Practicing sending emails only

during the hours of 9­5 a typical work day instead of firing off a bunch of emails early in the morning while you wait for your eggs to cook.  And late night emails are an absolute “No!” since no one is reading an email at one or two in the morning and it shows that the worker stays up late and how will their performance be during work hours?

Training could include an online class easily taken at a workers desk or maybe a group training where everyone can be included so that everyone on a team can propose an agreed upon plan of action regarding emails. For example an email free Friday or no emails till after lunch. All of these changes despite what many employers would like to think are necessary not only for the average worker on the basic levels, but also for team leaders and project managers for example would benefit greatly from this training. If it is an urgent matter managers are people who have a higher level of authority need to also understand that they are decreasing profit and productivity if they set a bad example themselves.

Time management is a key factor in responding to emails. Workers need to factor in and evaluate how much of their day is based on emailing back and forth.  Is it more than fifty percent of their workday? Many workers have no clue what is an appropriate amount of time to not answer an email.  Often times they are compelled to answer each and everyone back within minutes and how could they have put enough thought and research into their responses? Also during the workday the average worker has many things on their plate including projects, meetings, and deadlines.  Emails are used for urgent and non­urgent messages. The worker and the team needs to come to a consensus on what is considered urgent and what can be given time to answer.

Another course of action is teaching employees email etiquette an essential skill that I think is often overlooked.  Many workers know how to use an email program, but many workers are often times not taught the etiquettes of composing an email.  An email should be formulated much like a letter, but less formal with an intro such as hello, hi, good afternoon or good morning. A proper closing such as thanks, thank you or regards is also appropriate when ending

an email.  Emails should have a descriptive subject line and needs to be concise and to the point avoiding sarcasm or emotional references. A bad email habit is also using emoticons that should only be reserved for personal emails. Because emails have enabled many people from different parts of the country and in some cases around the world to work closely together every worker needs to remember that their email could potentially be read by many people. Employees need to remember that they should be clear and concise in a work email therefore decreasing the distraction that their email will be to another worker.

A phenomenon or bad habit that is also ever increasing is the constant use of laptops in meetings where many of the reasons are that they are answering their emails during the meeting. This is absolutely poor email etiquette because it blatantly is a sign that the presenter is not being given their full attention and that the presenter immediately is being written off as not speaking of anything of great importance. Although the act of answering emails during a meeting may be completely innocent more and more team leaders and managers are setting a bad example by participating in this themselves. Answering emails should not be a good reason as to why any worker is distracted during a meeting.

The benefits of email training far outweigh the benefits of not having training. Email training will provide employees management with the tools to write effective emails and to learn the basics of email etiquette to promote a better communicating work environment and to increase work productivity.

References

6 Reasons Not to Send Professional Emails After Dark. (n.d.). Retrieved November 2, 2014, http://www.popsugar.com/smart-living/Should-I-Send-Work-Email-Late-Night-16738190

Email etiquette: 15 tips for better workplace email – The Visionaries Issue v4.1 | techlife magazine. (n.d.). Retrieved November 2, 2014, from http://www.techlifemag.ca/875.htm

The Impact of Email in the Workplace. (n.d.). Retrieved November 09, 2014, from http://work.chron.com/impact-email-workplace-7915.html

How Technology Has Changed Workplace Communication. (n.d.). Retrieved November 2, 2014, from http://www.forbes.com/sites/unify/2013/12/10/how-technology-has-changed-workplace-communication/

How to do work email right. (n.d.). Retrieved November 2, 2014, from http://www.nbcnews.com/id/48259940/ns/business-forbes_com/t/how-do-work-email-right/#.VFbLB4c-BBw

Managing Email Effectively: Strategies for Taming Your Inbox. (n.d.). Retrieved from http://www.mindtools.com/pages/article/managing-email.htm

(n.d.). Retrieved November 2, 2014, from http://education-portal.com/academy/lesson/writing-effective-emails-in-the-workplace-formality-content-language-and-format.html#lesson

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