Effective writing and memo communication

¶ … New Database System

Florodex is ready to enter into a binding contract with a local systems consulting firm for the development of a new database system for our company. We need this new database system to improve productivity, ease inter-departmental communications, and streamline data management. However, to maximize the benefits we gain from the database system, and to maximize our significant investment in it, we need to draw up a thorough list of needs. The systems consulting firm we have chosen has already requested my input so that they can make their recommendations.

Understanding the needs of our firm requires a solid understanding of what database systems can and cannot do. We also need to be aware of the products and services currently available in order to make informed decisions about the database system we need.

A local university is offering a two-day seminar on database systems and I believe that seminar might be the best way to quickly increase our understanding of database systems and how they can be used to the best advantage of Florodex.

Issues 1: A reputable local university is offering the two-day database overview seminar. Florodex can be certain that the course will offer relevant and reliable information.

Issue 2: Florodex lacks an information technology department, which is why we are hiring a consulting firm to help us set up our database system. The seminar will make up for our lack of knowledge regarding information systems.

Issue 3: The consulting firm will charge according to the time they spend with us, and increasing our own knowledge of databases will help minimize our time with the consulting firm. Therefore, the benefits of the seminar will far outweigh the costs. We will see a return on our investment almost immediately as I will be strongly prepared to get the most out of our relationship with the consulting firm.

Issue 4: The increased knowledge of database systems gained from the seminar will help us make the right decisions, rather than leaving those decisions to the consulting firm. The consulting firm will base their recommendations on self-interest, and we should present to them a list of products and services that we need, not just the ones that they profit from.

Issue 5: Increased knowledge of database systems will help us decide if we need to hire a full-time database management expert in the future.

Conclusion: Florodex should not underestimate the importance of our upcoming database system. To jump into a database system without first gaining a fundamental understanding of what the system can do would be foolish and most likely costly. The seminar offered by the local university is inexpensive compared to what we are investing in the database system and what fees we offer the consulting firm. A return on our investment will be witnessed shortly thereafter, as I will have a foundation of knowledge that will enhance our ability to choose and maintain the system most appropriate for our needs. I sincerely believe the seminar will benefit Florodex, as it enhances my ability to serve the company and its future needs. Enclosed is a copy of the seminar's brochure, published by the university. I have already requested that Bill fill in for me during the two days of the seminar should you accept my proposal. If you have further questions please let me know.

Exercise 10-15

Subject: The need for information security

Recently my proposal for a new set of control procedures was criticized as being "unnecessary red tape." I fully understand and share the concern. Reducing red tape minimizes costs and also reduces the chance for miscommunication and errors. Red tape can be detrimental to productivity.

However, I can assure you that the recommendations in question are not red tape but are based on a sound understanding of the ramifications of insecure data. Insecure data could cost Southwest its relationships with clients and suppliers. Therefore, I urge you to consider the following information security issues before reconsidering my proposals.

Issue 1: Southwest's clients and suppliers are our most valuable assets. We have cultivated relationships with many of our clients and suppliers over the course of the company's existence.

Issue 2: Although I am relatively new at Southwest, I am not new to the field of accounting or to the field of information security.

Issue 3: Southwest's data is sensitive and vulnerable. At any time, a malicious employee, former employee, or competitor could obtain our records on suppliers, customers, inventory, and payroll. Securing Southwest's data is crucial to securing the future of the company.

Issue 4: Increasing information security involves relatively simple control procedures. At first glance, those procedures may seem like "unnecessary red tape." They will require some employee training. That training will be minimal, however, as the proposed security controls are simple, straightforward, and easy to implement.

Issue 5: No training session will be needed, as I will compose a company-wide memorandum detailing the new information security system.

Issue 6: I propose that the system be implemented gradually to minimize confusion and reduce the possibility for errors.

Issue 7: The control procedures will begin with a simple password-protected database system. Passwords will be offered to trusted employees. This will not only serve to protect our data immediately but also to provide a clear means of identifying potential perpetrators of data misuse.

Issue 8: Please review the following types of data that could be compromised if stricter controls are not implemented immediately: