Changes to the Flextime Policy

Changes to the Flextime Policy

Summary

The office of the manager, Oxford Engineering Company, brings to the attention of every employee that there will be changes to the flextime policy that is currently in place in the OCE. The proposed changes are a result of the decisions made by the national firm that has bought OCE. The national firm has decided that it is for the good of the company and to the advantage of every stakeholder that all employees work under similar conditions.

Discussion

As per the decision reached by the top management, the flextime policy currently in place will be removed. The administration has thought it wise to restore a 9-6 workday. Additionally, workers will every day have a one-hour lunch break. As is the norm in new firms, there is always the likelihood of a change of policy. As the manager, I believe that the decision to change the policy was made in good faith and for the benefit of everyone. An official announcement of the same is forthcoming from the human resource manager.

Recommendations

As the manager and having been in the position for six months, I understand the plight of workers and believe it is crucial to consider the interests of all employees. I presume that some workers would be uncomfortable or upset by the changes. Although there is no choice in the matter, I would like any employee with a complaint, suggestion, or recommendation to forward it to me with immediate effect.

Email

From: Manager James

Sent: Saturday, February 10, 2020

To: Manager John

Subject: Inquiry about the Flextime Policy Change

Dear Manager John,

I hope all is well. I am fine and sound. I am writing to inquire how your team is handling the news on flextime policy change. My team has brought forth various complaints on the transition from the flextime policy to the 9-6 workday. Most of them feel like it is a burden to them as they are not used to the proposed workhours.

I would like to know whether there are similar complaints from your team. Secondly, I am willing to understand where any employees in your group have resolved to resign following the news.

My team desires to learn how your team is set to undertake the transition process from the flextime policy to the forthcoming changes. My team has various challenges as we lack a specific and strategic way to undergo the transition. Does your team have any advice on how to ease the transition? Please feel free to contact me for any resolution or suggestions regarding the same. Thank you

Sincerely,

Manager James

Complaint Letter to HR

Respected Sir/Madam,

Subject: Complaint Regarding the Flextime Policy Change

My name is James. I have been working as a manager in the Oxford Engineering Company for six months. I am happy and privileged to be a manager and part of the OEC professional team. Having said that, I modestly voice my concerns on the challenges that the flextime policy change would pose to the employees and the organization at large.

First, I have talked to employees under my managership, and many have expressed their dissatisfaction with the policy change. Most of the workers are willing to resign if the policy change is implemented. As a manager, I feel that employees are critical to the development of every organization. I believe it would be dreadful if experienced employees leave the organization. Most of the employees are not comfortable with the 9-6 workday, as they feel that it would be tiresome and would affect their daily routine.

The reason for articulating this complaint is to draw your attention to the imminent dangers that would be posed to employees and the organization by the new policy change. Additionally, I request to be granted an opportunity to discuss with you whether the change might be negotiable.

Lastly, I hope that you concur with me that the success of every organization comes from the satisfaction of employees. Above all, I trust your judgment and believe that it is your goal and desire to see the new organization achieve a productive and fair environment.

Thank you for your understanding.

Best Regards

Reflection Note

When writing the three correspondence, I was keen to change the content and tone in each type of writing because of different factors. First, I considered the fact that I was writing to people at different levels of the organization. When writing the memorandum, I was writing to my juniors. On the other hand, when writing the email, I was writing to a colleague at the same level as me. Finally, yet important, I was writing the complaint to my senior.

To begin with, I wrote the memo in a simple language and a formal tone. The reason for the simplicity is to enhance more natural understanding. If the language in the memorandum is complicated and complex, it would be hard for all workers to understand, and thus, leading to confusion. Secondly, I decided to use the formal language since I had been requested by my manager to pass the news to the employee. Any communication from a senior authority ought to be formal to portray the seriousness of the subject matter. Informal language may be perceived as a joke or a deception by some people. I used a consoling and encouraging tone in the memo to persuade the employees to receive the news positively. I also gave them the platform to offer their suggestions and complaints to motivate them.

While writing the email to my colleague, I first tried to put him at ease by enquiring whether he was fine. I used an informal language to address him since it was my personal message to him, and he is in the same rank as I am. Additionally, I changed content by ensuring that I do not tell him what he ought to do. Instead, I enquired what he had done so that I may implement it in my group. Although I used an informal speech in the email, I ensured that I showed respect by asking for advice from his group.

Lastly, my content and tone were different in the complaint letter to HR since I was addressing my senior. First, because HR does not know me, I started by introducing myself. The introduction part was meant to show courtesy and respect. Secondly, I tried to be brief and straight to the point. Immediately after the introduction, I clearly stated the aim of the letter. Additionally, I used a respectful tone to persuade HR to consider my complaint. For instance, I stated that I trusted his judgment.

Conclusively, I struggled to choose the words that I would use to address the employees. On one part, I had to deliver the news as the manager had requested me. On the other hand, I had to ensure that I don’t hurt the ego of the employee by imposing on them a change that they were not willing to see implemented. It was easy writing the email to my colleague. I did not struggle thinking about what to say since I was only enquiring about his team’s progress.