14.4 Introducing a Suggestion System—Memos for Discussion Your organization has decided to institute…

14.4 Introducing a Suggestion System—Memos for Discussion Your organization has decided to institute a suggestion system. Employees on hourly pay scales will be asked to submit suggestions. (Managers and other employees on salary are not eligible for this program; they are supposed to be continually suggesting ways to improve things as part of their regular jobs.) If the evaluating committee thinks that the suggestion will save money, the employee will receive 10% of the first year’s estimated annual savings. If the suggestion won’t save money but will improve work conditions, service, or morale, the employee will get a check for $50. The following memos are possible approaches. How well does each message meet the criteria in the checklist for informative and positive messages? Subject: Suggestion System (SS) I want to introduce you to the Suggestion System (SS). This program enables the production worker to offer ideas about improving his job description, working conditions, and general company procedures. The plan can operate as a finely tuned machine, with great ideas as its product. Operation will begin October 1. Once a week, a designate of SS will collect the ideas and turn them over to the SS Committee. This committee will evaluate and judge the proposed changes. Only employees listed as factory workers are eligible. This excludes foremen and the rest of supervisory personnel. Awards are as follows: 1. $50 awards will be given to those ideas judged operational. These are awarded monthly. 2. There will be grand prizes given for the best suggestions over the six-month span. Ideas are judged on feasibility, originality, operational simplicity, and degree of benefit to the worker and company. Evaluation made by the SS Committee is final. Your questions should be channeled to my office. Subject: Establishment of Suggestion System We announce the establishment of a Suggestion System. This new program is designed to provide a means for hourly employees to submit suggestions to company management concerning operations and safety. The program will also provide an award system to compensate nonmanagement employees for implemented suggestions. Here is how the program will work: beginning October 1, suggestions can be submitted by hourly workers to the company on Form 292, which will be furnished to all plants and their departments by October 1st. On the form, the submitting employee should include the suggestion, his or her name, and the department number. The form can be deposited in a suggestion drop box, which will be located near the personnel office in each plant. Any suggestion dealing with the improvement of operations, safety, working conditions, or morale is eligible for consideration. The award structure for the program will be as follows: 1. For an implemented suggestion which improves safety or efficiency with no associated monetary benefits or cost reduction: $50.00. 2. For an implemented suggestion which makes or saves the company money: 10% of the first year’s estimated annual savings or additional revenue. It is hoped that we will have a good initial and continuous response from all hourly employees. This year, we are out to try to cut production costs, and this program may be the vehicle through which we will realize new savings and increased revenues. New ideas which can truly increase operational efficiency or cut safety problems will make the company a nicer place for all employees. A safer work environment is a better work environment. If department operations can be made more efficient, this will eventually make everyone’s job just a little easier, and give that department and its employees a sense of pride. Subject: New Employee Suggestion System Beginning October 1, all of you who are hourly employees of Video Adventures will be able to get cash awards when your suggestions for improving the company are implemented. Ideas about any aspect of Video Adventures are eligible: streamlining behind-thecounter operations, handling schedule problems, increasing the life of videotapes. ¦ If your idea cuts costs or increases income (e.g., increasing membership sales, increasing the number of movie rentals per customer), you’ll receive 10% of the first year’s estimated annual savings. ¦ If the idea doesn’t save money but does improve service, work conditions, or morale, you’ll receive a check for $50. To submit a suggestion, just pick up a form from your manager. On the form, explain your suggestion, describe briefly how it could be implemented, and show how it will affect Video Adventures. Return the completed form in the new suggestion box behind the back counter. Suggestions will be evaluated at the end of each month. Turn in as many ideas as you like! Think about ways to solve the problems you face every day. Can we speed up the check-in process? Cut paperwork? Give customers faster service? Increase the percentage of customers who bring back their tapes on time? As you serve people at the counter, ask them what they’d like to see at Video Adventures. Your ideas will keep Video Adventures competitive. Ten years ago, Video Adventures was the only video store on the west side of town. Now there are six other video stores within a two-mile radius. Efficiency, creativity, and service can keep Video Adventures ahead. Employees whose ideas are implemented will be recognized in the regional Video Adventures newsletter. The award will also be a nice accomplishment to add to any college application or résumé. By suggesting ways to improve Video Adventures, you’ll demonstrate your creativity and problem-solving abilities. And you’ll be able to share the credit for keeping Video Adventures’ reputation as the best video store in town. 3.