Informal Proposal
Kay
Vice-President of Human Resources
Phoenix Advertising
Charlotte, North Carolina
December 15, 2016
Executive Team
Phoenix Advertising
Charlotte, North Carolina
Dear Executive Team:
Introduction
We apologize for the long hours that you have been putting into Phoenix Advertising and we do thank you for your commitment, your drive and your hard work.
Background
As you can understand, Phoenix Advertising needs to ensure that we are a profitable organization in our competitive market and this is the reason why you have all been working such long hours on our new and existing accounts with the advertising agency.
Proposal
One of our many solutions to solving this dilemma of unpaid overtime hours is to offer those that are working such hard hours to receive lieu in time. This would mean that these hours would be banked towards vacation time that that you can take with the permission of your supervisor, however this will give you added time to spend with your family and friends outside of Phoenix Advertising.
For our Roanoke branch, what the executive team needs to do to reverse the downward spiral of employee morale and employee turnover is to offer monetary bonus incentives to all employees that show superb work performance. The main reason why employee morale will be low and that other employees will leave our organization is because of the pay scale.
Again for our Roanoke branch, we can maintain our existing clients by hiring a Client Representative that will liaise with our existing clients and also be hired on to garner new clients for our organization.
I do not believe that any added training is needed for our managers and/or our employees.
For those employees who may want to opt to work at home, we can incorporate much of the new technology in Google Docs and online work software so that we can particularly increase job satisfaction among employees with families so they are able to work from home on particular days and minimize their daycare costs for young children. Next I will suggest a timeline for these procedures which have been presented.
Schedule/Staffing
Each component and stage of this plan should take no more than one week in order to implement. In the order in which I have presented each step above is the order in which the processes should occur. It will take approximately one week to complete each step. With the exception of the hiring of the Client Representative, this will take about one month. This will have a positive impact on the daily operations of our organization.
I would suggest that our existing Supervisor be the one to spearhead and implement these plans outlined above. I will have a meeting with the Supervisor in order to discuss exactly what needs to be done to implement these plans at the beginning of the New Year. However, I will be the one who will oversee the implementation of this plan with the Supervisor reporting directly to me. I request that the Supervisor provide monthly progress reports on how everything is developing with this plan. My role is to oversee the project and to ensure that everything is running smoothly. As well my role is to provide a report to the President at the completion of the execution of this plan.
Budget
The costs that are involved are simply for the bonuses that would be included as incentives for employees superb work performance. Employees would receive a 2% bonus calculated based on their existing salaries for superb work performance. As well for the Client Representative that will be hired from within the organization so that no training will be needed, this Client Representative will receive an annual salary of $50,000.
Request for Authorization
Dear President, this section is particularly outlined for you. I request authorization to proceed with this proposal. I look forward to your timely response to my plan.
Sincerely,
Kay
Vice-President of Phoenix Advertising