The analysis of strengths and weaknesses
The provision of the reason for the message is strength in the indirect approach to the delivery of negative news. The reason for such unfavorable information lies in the need to decrease travel costs by 50%. The depiction of the extent of decreasing costs is invaluable because it enables traveling executives to infer adverse announcements and alleviate emotions. Although cost reduction measures emanate from policies that organizations make, the message describes them as current practice in other departments.
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Additionally, such communication is considerate and sympathetic to traveling executives since it allows them to find out about the prevailing cost-cutting measures in specific departments. Specifically, it notes that the reduction of costs is ongoing in departments within the Black & Decker section of the company. By referring traveling executives to other departments, the message reiterates that the decision of reducing costs by 50% was not haphazard, but it originates from careful analysis of costs and conventional practices. Hence, the information provides adequate reasons to justify cost-cutting measures of traveling expenses by noting expensive traveling behaviors among traveling executives.
After providing the basis for the negative news, the message continues to elaborate on other measures that travelers should take to reduce travel expenses. The continued elaboration requires traveling executives to select hotels that offer free phone calls and Internet access, as well as refill rental cars with fuel for them. Furthermore, communication describes how traveling executives can reduce flight expenses by using cheap flights and making advanced arrangements to avert last-minute changes in travel plans. Normally, poor planning results in such cancelations, which are expensive because service providers have to surcharge for inconveniences caused.
By reading this information, executives get a clear message on how to reduce traveling expenses and comply with the budget suggestions of their organization. Since the content of the communication focuses on cost-cutting measures that the organization aims to implement, the message is unapologetic. It explicitly presents the reason for reducing travel costs and expounds on the ways of reducing them. Therefore, it delivers negative news logically and effectively without withholding important information.
One weakness of the message is that it does not apply the indirect approach in conveying negative news to traveling executives. This secondary strategy requires the presentation of the motives of the message to occur first followed by the delivery of admonitions. However, in this case, the message started by presenting unfavorable information first to traveling executives. The analysis of the first paragraph of the message shows that it lacks reasons for the conveyance of the message to the managers.
Hence, the absence of clear rationales depicts communication as disrespectful and unethical. Another weakness of the message is that it lacks a buffer in the opening paragraph. The indirect approach of the delivery of negative news needs the use of a buffering component in the opening statement to create a familiar ground with recipients. The message commences by stating recommendations, which traveling executives need to undertake and comply with the budget suggestions.
The message also uses negative personal expressions while stating the budget suggestions that traveling executives need to observe. In various sections of the communication, M. Juhasz addresses the recipients as ‘you’ and the organization as ‘we’, which are negative personal expressions that create a gap and amplify variances. In the continued elaboration, the message overemphasizes the unfavorable news it conveys. Instead of minimizing the space in communicating such information, considerable space was devoted to the adverse content. Further, over-emphasis is apparent because it does not subordinate negative news in a compound sentence.
It over-emphasizes the unfavorable information by repeating and highlighting the word ‘never’ with the view of indicating the significance of the message. However, over-emphasis is unethical and disrespectful to traveling executives because it makes the communication to appear as if it intends to annoy and cause pain. The message does not deemphasize negative news because it does not embed them in parenthesis or the middle of the sentence.
The closing remark is not in line with the requirement of the indirect approach for conveying admonitions. The message does not end with a respectful remark because it commands traveling executives to comply with the budget suggestions.
Additionally, it ends with a threatening comment, which warns traveling executives of dire consequences should they not comply with the budget suggestions. The commanding and threatening message does not express best wishes or manage future correspondence. The closing remark also presents an uncertain conclusion since it only warns traveling executives of dire consequences if they violate the budget suggestions. The message does not provide room for future correspondence since traveling executives have to comply with the requirements or face disciplinary action.
Revision of the Email
- From: M. Juhasz, Travel & Meeting Services
- To: [mailing list]
- Subject: Travel
Dear Traveling Executives
In line with our strategy of reducing costs, the management wishes to inform you about the budget suggestions. As we all know, the company currently experiences hard economic times for its profit margins reduces with time due to increasing costs, particularly traveling expenses. Specifically, the company aims to reduce travel expenses by 50% through the reduction of costs incurred in meetings, hotels, and transport. For more information regarding cost-cutting measures, the company will issue a comprehensive memorandum it has prepared to describe the budget suggestions.
Cost-reduction measures that the company introduced in other departments have proved that the company can lessen its costs significantly. In magnifying the impact of cost-reduction, the company has formulated some practical measures aimed at reducing travel expenses by 50%. The management wishes to advise traveling executives on ways of reducing travel expenses to comply with the budget suggestions of the company. To eliminate these costs, traveling executives ought to use web conferencing and video conferencing equipment as an alternative to traveling. During flights, the company suggests that you use a cheaper package by flying less-conveniently, arrange for a flight in advance, and use economical suburban airports. To reduce accommodation expenses, you should stay in cheaper hotels, which provide basic facilities.
The company has also noted that it incurs extra costs due to poor planning and inefficient spending among traveling executives. Surcharges incurred during travel are not only inconveniencing but also expensive to the company. Early preparation is essential, as last-minute changes in flight, car-hire, and bookings are very costly to the company. Given that communication is integral in your work, you should endeavor to minimize expenses. To avert surcharges of Internet access and phone calls, select cheaper hotels that provide free Internet. When you rent a car, ensure that you refill its tank to prevent them from charging the company at premium rates.
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Sincerely, [M. Juhasz] Travel & Meeting Services.