TO: Senior Engineers by 8vv9391

VIEWS: 1 PAGES: 13

									TO:     Senior Engineers                FROM:        Predesignated Parking Assignments for
                                                     Employees and Customers
DATE: February 25, 1991



       In reference to the many complaints concerning the misappropriation of assigned parking
areas, the executive committee on designated versus nondesignated parking assignment has
submitted a proposal to the Employee Enrichment Committee. To briefly summarize the
proposal, the Executive Committee has incorporated the best features of the current designated
system along with the significant advantages of nondesignated systems. It has been the
committee's sincerest endeavor to achieve the consolidation of the objectives of convenience,
efficiency, and optimum utilization of the garage.

       Consequently, the following modifications and enhancements are the primary
characteristics of the proposal at this time. The foremost recommendation is that those designated
spaces assigned to office personnel whose duties are not contingent on their leaving the office be
continued as designated spaces subsequent to the implementation of this system. The majority of
our employee designated spaces are assigned to individuals who are parking briefly throughout
the work day as they attend meetings and appointments outside the facility. Our ultimate
challenge is to provide assistance to these individuals yet initiate a procedure that effectively
utilizes the parking area. The committee's rationale is that a disproportionate number of spaces
are vacant on a daily basis, subsequently leading to our revised procedure recommending that this
dilemma is to be addressed dually. This dual approach is contingent on the elimination of
designated areas for transient personnel and implementation of a contingency plan for shorter
term parking at our facility.

       The shorter term configuration under consideration involves developing a system whereby
individuals are to be provided the most convenient spaces in the parking facility for two hour
periods only. Accordingly, shorter term parking areas are provided with the understanding that
those individuals whose arrival precedes the arrival of individuals arriving later are to be given
the parking area of choice.

       Customers are also to be accorded the privileges of the two-hour areas contingent on their
business not exceeding the appropriate time limits. Peachtree Street facilities are available for
business that is projected to exceed the limits described.
TO:          Senior Engineers
DATE:        February 25, 1991
SUBJECT: What To Do About Parking

Have you or your customers faced problems recently with parking? The Executive
Committee has decided to change our parking system in the following ways:

A.     Employees who do not leave the building for appointments during the day keep
       their assigned parking spaces.

B.     Employees whose jobs require that they be in and out of the building have two
       choices:

       1.    Floors 1-3 will be set aside for two-hour parking. These spaces are close
             to the street and the elevators for those quick trips our employees often
             make.
       2.    Floors 8-10 will provide regular full-day parking.

             Note: All parking for category B employees is offered on a first come-first
             served basis.

      C.    Your customers who have brief (two hour) business are invited to use the
            convenient parking on Floors 1-3. All other customer parking will remain
            at Peachtree Street.


We hope this will help you. The Employee Enrichment Committee has approved the
plan. It goes into effect if the Management Council approves it.
 Corporatese is the word disease. It is contagious. Not long after young employees
 join a large organization, they catch this disease that causes them to use big,
 bureaucratic words when short simple words would work just as well. For example,
 they may use "utilize" instead of "use".

 Rule #1: Never use a large word if a small one will work as well.


 Exercise 6: Change these corporate words to plain English.

Minimize       ___________________        facility        ___________________

in conjunction ___________________        consistent      ___________________

endeavor      ___________________         requirements    ___________________

emphasized    ___________________         contingent on   ___________________

substantial    ___________________        provided        ___________________

facilitates   ___________________         necessary       ___________________

assortment    ___________________         operational     ___________________

variation     ___________________         modifications   ___________________

develop       ___________________         alternatives    ___________________

approximately ___________________         assistance      ___________________

incorporate   ___________________         encourage       ___________________

obtain        ___________________         indication      ___________________

determination ___________________         operation       ___________________
Exercise 9. How would you say it?



Rewrite the following sentences so that they are easy to understand.



1.   Scintillate, scintillate, diminutive luminous mass.

2.   Members of an avian species of identical plumage congregate.

3.   Surveillance should precede salation.

4.   Pulchritude possesses solely cutaneous profundity.

5.   It is fruitless to become lachrymose over lacteal fluid that is inadvertently flowing and hence
       forfeited.

6.   Freedom from incrustation of grime is preceded in paramount only by rectitude.

7.   It is fatuous to attempt to indoctrinate a superannuated canine with innovative maneuvers.

8.   All articles that coruscate with resplendence are not truly auriferous.

9.   Finicalness on the part of mendicants is interdicted.

10. A plethora of those with culinary expertise vitiates the potable substance produced by decocting
     certain comestibles.

11. Eleemosynary deeds have their incipience intramurally.

12. Male cadavers are incapable of yielding testimony.

13. Individuals domincillating in vitreous edifices would be well advised to refrain from catapulting
      petrous projectiles.

14. Neophyte's serendipity.

15. Exclusive dedication to chores without interludes of hedonistic diversion renders John stuporific.

16. A repeatedly overturning lithic conglomerate amasses no bryophytes.

17. Presentation of the ultimate cachinnation is equivalent to presentation of the optimal
cachinnation.

18. Ligneous and hypabyssal missiles have destructive potential of myosseous structure but
appellations will not.
Readers digest and keep reading short sentences. Usually, you lose readers with
many long sentences.




 But keep in mind that too much of anything can be tiresome. You don't want all,
 short sentences. What are some guidelines for short versus long sentences?



 Long/Short Sentence Guidelines
 1.    A short sentence is one of 10 or fewer words.

 2.    Your average sentence length should never exceed 18 words. Strive for an
       average of 15.

 3.    Your longest sentence should contain twice the number of words of your
       shortest sentence.
                         TABLE Fog Index




              Fog       Reading Level
              Index     By Grade              By Magazine

                 17   College graduate

                 16   College senior           (No popular
                 15   College junior           magazine this
                 14   College sophomore        difficult)
Danger Line      13   College freshman
Safe             12   High-school senior       Atlantic Monthly

Reading          11   High-school junior       Wall Street Journal


                 10   High-school sophomore

                  9   High-school freshman     Reader's Digest
                  8   Eighth grade             Ladies Home Journal
                  7   Seventh grade            True Confessions
                  6   Sixth grade              People, TV Guide
The Fog Index enables you to judge your writing yourself. The index shows you if you
are too wordy, boring, or weighty. It brings to your attention sentences and words that
are just too long for readers to tolerate.




Some software packages call this a Readability Scale. Others give you printouts telling
you how wordy you are. The goal they seek is the same: Make writing clear and
concise.


The average sentence length for business should not exceed fifteen words. Cutting
long words improves readability also.


Note: This is a variation of the Gunning-Mueller Fog Index from the Gunning-Mueller
      Clear Writing Institute of California. The table on p. 11 is drawn from The
      Technique of Clear Writing.
Example:


EXECUTIVE SUMMARY


When you choose a materials suppler for your Jonesville, Georgia plant, you will be making a
decision that will impact the success of Sure-Flo for decades.


The savings Mycon Corporation can offer you, and our unparalleled reliability, will give us an
advantage over our competitor. But Mycon has committed to much more than that. We are
offering to Sure-Flo all of our company's resources to help make the Jonesville plant achieve the
highest levels of productivity and quality in the Sure-Flo system. How we will achieve this for you
both now and for decades to come is defined in the proposal that follows:

                         SUMMARY OF BENEFITS TO SURE-FLO



PRODUCTIVITY            Mycon can increase production levels by decreasing marterial shortages,
                        maintenance time, and equipment problems. This section of the proposal
                        defines how Mycon minimizes these common production problems so you
                        can maintain optimum productivity.


QUALITY                 Mycon can help Sure-Flo achieve your high quality standards. High quality
                        control can mean fewer rejects and better equipment performance. Start
                        with the best materials, and your product will be better than ever.




RELIABILITY            Mycon is the unchallenged leader in its capacity to meet your building
                       needs both now and in the future. Whether your business changes --
                       expands -- diversifies, Mycon will be there with ample capacity.



                       Our huge inventory lowers your risk to changes in availability of any one
                       material. This will also reduce the impact on pricing any shortage may have
                       on our customers. Smaller competitors simply cannot provide the balanced
                       supply of our 20 distribution points.
   DO PUT SUMMARIES IN A LIST FORM FOLLOWING A BRIEF
    INTRODUCTION.

   DON'T HAVE MORE THAN FIVE SECTIONS OR KEY POINTS IN
    YOUR LIST.

   DO PHRASE SUMMARIES AS BENEFIT STATEMENTS.

   DONT DESCRIBE FEATURES OR SPECIFICATIONS IN THE
    SUMMARY.

   DO MAKE THE EXECUTIVE SUMMARY PERSONAL AND TARGETED
    TO THE CUSTOMER.

   DONT GET SO CAUGHT UP IN YOUR INFORMATION THAT YOU
    FORGET TO APPEAL TO THE REAL HUMAN BEING READING THE
    SUMMARY.

   DO SPEND MORE TIME MAKING THIS PAGE EYE-CATCHING THAN
    ANY OTHER PAGE.

   YOU NEVER HAVE A SECOND CHANCE TO MAKE A GOOD FIRST
    IMPRESSION.
 WHITE SPACE

  _____   Wide margins: top, bottom, sides

  _____   Extra indentation

  _____   Short sentences

  _____   Short paragraphs

  _____   Double space or 1-1/2 space

 BREAK THE PAGE

  _____   Headings, subheadings

  _____   Bullet statements

 PRINT

  _____   Variety in print

  _____   Use of BOLD

 PUNCTUATION BREAKS

  _____   Dashes, colons, etc.

  _____   Bullets

 GRAPHICS

  _____   Uncluttered

  _____   One idea to a page

  _____   Color

 OTHER
IMPACT ON BUSINESS

Groupware has profound impact on business. It is commonly considered the "future
of corporate computing".


FACILITATION OF                Business hasneed forcost effectiveness andefficiency -
GROUP INTERACTION              subsequent push for groups and team work.
                               Principle that ideas and knowledge of many are better
                               than those of just the individuals;
                               Groupware makes it easier for groups to work together
                               and thus achieve this desired efficiency.



CAUSE FOR                  Groupware leads to change in Organizational Structure -
REENGINEERING              flattening of traditional pyramid hierarchy;
                           This is common trend in business in general but
                           Groupware adds to this phenomenon;
                           Dispersion of power due to greater access of information
                           allows power to spread out In organization -- lead to
                           flattening of hierarchy.
                           "Information is power"- spread of info leads to control
                           being pushed down in organizational structure.
                           Firms must be ready to deal with these changes.


CHANGE IN           Greater automation of procedures -- manual files converted to
BUSINESS            databases in software, accessible to all.
PROCEDURES          Evaluation of work in terms of group contribution over
                    individual;
                    More information = more responsibility -- need to be rewarded
                    for good and face up to colleagues when bad Develop new
                    ways to deal with information -- can't deal with all of it (phone
                    calls, memos, letters);
                    Groupware allows for "sifting" through of information.




Impact of Groupware has been tremendous on business. This impact has been seen
not only through changes in business procedures but also in fundamental changes
within the organization. The Implementation of Groupware can have many sensitive
issues including information overload and uneasiness with top management with the
necessary changes. But the changes to Groupware can ultimately lead to improved
efficiency. Furthermore, with the push in the business world towards teams and
groupwork plus the reality of computer networking, Groupware is a powerful and
advanced tool that has high positive value for firms.
IMPLEMENTATION


BUSINESS       Whole firms or perhaps individual departments see Groupware
ORGANIZATION   successfully implemented in other business units and decide to
               also use Groupware. However, need to have specific business
               problems to solve.
               Important to use Groupware in efficient manner so as to save
               time and not waste it.
               Example: Dell computer engineers designing PCs used Lotus
               Notes successfully to keep track of various projects. Other
               departments followed in gaining use to Groupware but ended
               up wasting time by sharing Information riot relevant to
               business needs.


PEOPLE         Training required during/after any major change; needed
               to make optimal use. Resources need to be sufficient to
               provide for commitment.
               Groupware can provide some actual hands-on training.

               * Lotus estimates that for every $1 spent on software, $3
               spent on consultants, training, or other software for optimal
               use

               Top level support needed in order for implementation to
               succeed.
               Need to be willing to re-engineer processes and
               reorganize the organizational structure;
               Must be supportive in helping employees adapt and
               accept changes

               Groupware challenges conventional communication - more
               informal than traditional memos.
               Confidence must exist for ideas to be extracted, even if not
               completely thought out or off-the-wall


INFORMATION    Good IT structure needed with staff support;
TECHNOLOGY     PC use with network capabilities and connections;
               Security issues need to be addressed as to who can access
               what information.
        A relatively new application of Information Technology is Groupware, an
 innovative and advanced form of communication within a business. Groupware is a
 sophisticated messaging system based on networking technology and includes
 software to help with business activities such as scheduling and workflow. A primary
 purpose of Groupware Is to help teams work together. In addition, Groupware is an
 influential tool that is changing the way business is done.



FOUR MAIN CATEGORIES:

BASIC             System combines a sophisticated messaging system with a giant
                  database containing work records and memos.

                  Benefits:      allows more people access to information which
                  leads to a greater ease in the dispersion of information and can
                  also result in quicker solutions to problems.

                   Example:     Lotus Notes


WORKFLOW           Allows for redesign and streamlining of business processes;
                   Provides greater assistance to the paper-clogged bureaucracies by
                   reducing paperwork and time to execute business functions.
                   Results in more efficient work processes overall without delays.
                  Example:       Banker's Trust - tremendously reduced time needed
                                 to answer clients' queries



MEETING            Allows participants in face-to-face videoconference gatherings to
                   "talk" simultaneously by typing on PC keyboards.
                   Allows for groups to pass on more information in a shorter amount
                   of time; Provides not only quicker decisions, but better decisions.

                  Example:       Boeing found it could shorten time needed to
                                 complete projects by as much as 90%


SCHEDULING         Uses a network to coordinate colleagues' electronic datebooks and
                   figure out possible and convenient times to meet.
                   Provides significant advantage because leads to more efficient time
                   use which can be dedicated to solving problems instead of trying to
                   find meeting time.
                   Also prevents costly scheduling errors which is common when
                   trying to get many tasks done at once.

								
To top