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Phoenix Advetising

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Part A: Memo

Phoenix Advertising
Interoffice Memorandum

DATE: April 13, 2015
TO: Gregory S. Forest, President; Steve Notch, Chief Executive; Pete Wilson, VP of Operations; Dave Ramirez, VP of HR; Pedro Gomez, VP of Public Relations; Ralph Woods, VP of Marketing Operations; Amanda Byrnes, VP of Advertising Operations; and Greg Stack, VP of Finance
FROM: David Ramirez, VP of Human Resources
SUBJECT: Roanoke Branch Update
In recent months, the Roanoke branch office has received complaints from four clients. There is a feeling that the decline in customer satisfaction could be due in part to low morale among the branch’s employees. It has come to my attention that after a change in management, some of the graphic designers and art directors feel their works are being unfairly altered or rejected, as well as their ideas not being taken seriously. All the while, they are being asked to work longer hours without proper compensation, either monetarily or in time. All of the branch’s employees have threatened to leave the company. We must give this issue our immediate attention as the Roanoke branch handles some of our biggest clients and these clients are vital to the overall success of the company. We must reinforce to all employees they are a part of a large team, rather than the departmental “silo” structure that currently exists.
As an executive team, I feel it is very important to reach out to the Roanoke branch to find out the root of the problem before it gets worse and the entire company is affected. Here is my proposed plan of communication with the branch:
• Pete Wilson – Speak with Roanoke’s clients to see if they can give any feedback as far as trends they might be seeing in the branch’s operations
• Pedro Gomez – Speak with the Public Relations department employees and get their feedback
• Ralph Woods – Speak with the marketing department employees for their feedback
• Amanda Byrnes – Speak with the advertising department employees for their feedback

Please put together a report from each person you speak with by March 8, 2013. After reviewing your reports, I will meet with the executive officers of the Roanoke branch on March 15, 2013 to discuss the issues. If we all work together effectively, I am sure we can resolve all the issues and ensure the continued success of the Roanoke branch.
Thank you in advance for your time. This is a very critical time for the Roanoke branch and the company as a whole.

Copies:
Executive Team
Gregory S. Forest, President;
Steve Notch, Chief Executive;
Pete Wilson, Vice President of Operations;
Pedro Gomez, Vice President of Public Relations Operations;
Ralph Woods, Vice President of Marketing Operations;
Amanda Byrnes, Vice President of Advertising Operations;
Greg Stack, Vice President of Finance

Part B: Email
David.Ramirez@PhoenixAdvertizing.com

To: Larry.Jones@PhoenixAdvertizing.com cc: Van.Hallman@Phoenixadvertizing.com
Bcc:
Subject: Request for Information
Dear Larry,
As you are aware from our meeting, the Roanoke Virginia branch office is experiencing some staffing difficulties. I understand this largely in part due to the fact staff is being asked to put in longer hours with little positive feedback on their work. In order to assist them and ensure the success of the company, it is important that we communicate effectively and efficiently with both salaried and hourly staff. In addition, we also need to verify that the Roanoke managers are using their resources efficiently to accommodate the needs during this period of work overload.
To assist with this effort, I will need you to provide me with the payroll statements for the Roanoke branch for the last 12 months. I will also need a summary of the agency policies and branch policies regarding overtime and compensation / benefits packages.
I would like these reports turned in to my office by March 8, 2015 at 5:00 P.M. Following acquisition of this information, I will meet with the Executive Team at the Roanoke branch.
Thank you in advance for your cooperation,

David Ramirez
Vice President of Human Resources
David.Ramirez@PhoenixAdvertizing.com

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