Dadean, Dean, Business Division, XYZ University Cost/Inventory

¶ … DaDean, Dean, Business Division, XYZ University

Cost/Inventory Savings Program

We all know that we are in an era of cost savings and budget trimming. I'd like to take this opportunity to thank you all for your departmental and individual efforts thus far, and your continued mindfulness of the important to trim budgets whenever possible. We know, of course, that even small changes can have drastic effects on the budget, and we must remember the need for academics to come first. To this end, our division has been selected to be the pilot study in an important cost-saving program that will save the University several thousand dollars a year. This program, entitled Trash for Cash, is relatively simple and takes only minutes per shift

The key to this program is your individual commitment so that we may appropriately analyze the combined effects of the program. It is simple; a large bin will be placed in each office. At the end of each shift, we ask that each employee dump their own trash into the provided container. If there are liquids or other materials, we ask that the individual bin be rinsed out in the washroom and dried with paper towels. If done at the end of each shift we will realize monetary savings so that we can keep valuable programs, library hours, and other academic programs vital and alive. In fact, 100 governmental agencies in Texas implemented this program saving almost $825,000 per annum -- close to $100,000 per agency. Just think of how far that $100,000 could go towards our own academic programs.

Thank you in advance for your cooperation in this matter. Bins will be delivered to you within the week and I ask that you talk with your staff as soon as possible, as well as monitor compliance. Together, we can make the Business Division a model to the entire university. Please let me know if you have questions or concerns. Again, thank you for all your help and attention to this program!

Analysis: In reading the examples concerning business and persuasive memos, it was important to note two major points: 1) clarity of purpose, and 2) reasons to comply. Certainly, in our trash dumping case, a memo could be written that simply said, "As of November 2, all employees will be required to dump and police their own trash at the end of each shift." That is both clear and has a reason to comply -- an edict from management.

However, the old adage that one can get more from honey than vinegar certainly applies to this case, and if we make persuasive points we can get greater cooperation: