ADEPT OWL INTERNAL MEMO – Audit And Staff Assessment

Component Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	plan
Purpose	-To inform managers of Adept Owl about their trainee, staff assessment and audit purposes that will take place in the next one month. – All CDU managers need to gather information about trainees and staff. Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper To notify managers on meeting to be held on 15/10/2017 at the organisation boardroom at 0800hrs.
Audience	Information is directed Adept Owl managers for action
Format	memo
Method	I will use a clear, formal and standard language to ensure my audience understand the request I will use the first person
Means	I will present a word document
Organisational rules	-All Adept Owl managers should keep staff and trainees’ information confidential but only disclose to relevant authority or with informed consent for security purposes. – All Adept Owl managers should append their signatures for official purposes. -method of communication should be formal.
Key points	-The purpose of communication and requirements of the audience The details of information for the audience to know what is expected of them. The coverage of communication so that it reaches the required audience
Structure	I will follow a descending order.

ADEPT OWL INTERNAL MEMO

To: ALL ADEPT OWL MANAGERS

From: Shannon Grant -Ruth’s admin assistant

Cc: Ruth Crabbe – General Manager

Bae Ahn-Bartle – HR Manager

Date: 15/10/2017

Subject: Audit and Staff Assessment

Attention is hereby drawn to the above-mentioned subject and the assistant general manager on behalf of the institution releases the information. In preparation for an audit process and staff’ assessment that is to take place at the end of the month , I request in respect thereof as below:

1. The institution is subject to audit and therefore I request all managers to gather information about trainees and staff.

2. For students assessment, I request managers to gather information on personal information, results, and progress and attendance details.

3. For staff assessment, I request the HR to review the registers of all staff and gather information on personal information, results, and progress and attendance details.

4. I request the HR to assist other managers to generate information from the database. This is because the HR handles stores and handles such information

5. Concerning the organization requirements , I request everyone to familiarise with the procedures and standards so that their actions lies within the requirements

6. All the information gathered should be confidential. Disclose information to a parent if a student is below 18years, employer if the staff is a trainee and to third parties with informed consent.

7. For official purposes, I request all managers to append their signatures on the documents.

8. I have attached a document with strategies that I would like to get your opinions during the meeting. I request all departmental heads to share the attachments with the staff. All staff should review the rules and procedures so that they do what is expected.

9. I have attached an attendance list for each department; every departmental head should print and ensure his member’s sign and present during the meeting.

10. Lastly, I would like to inform all managers of the meeting and venue that will take place on 15/10/2017. It is a crucial meeting and I expect all members to be present and no apology. There will be a disciplinary action for those who miss.

Attachments

1. Strategies document

2. The rules and procedures of the organization

3. Attendance list for the meeting

4. Materials and resources to avail in the meeting.

Shannon Grant

Ruth’s admin assistant

Component	plan
Purpose	-To notify the staffs of ADEPT OWL about the meeting that was held on a given day for action. -To give the details of the Agenda discussed staff and trainees’ assessment and audit that will take place at the university. To give an outline of the procedures and rules which the staff need to follow
Audience	Information is directed to ADEPT OWL staffs for action
Format	minute
Method	I will use a clear and standard language to ensure my audience understand what was discussed. I will use a third person
Means	I will present a word document
Organisational rules	-managers should keep staffs’ information confidential but only disclose to relevant authority or with informed consent for security purposes. -All managers to be notified two weeks prior to the meeting for them to prepare for attendance. – All managers should append their signatures for official purposes. -method of communication is formal. All managers to carry the required materials for the meeting
Key points	-The purpose of communication and requirements of the audience Details of the action to be taken The coverage of communication so that it reaches the required audience
Structure	I will follow a logical order. Headings to be seen

	ADEPT OWL MEETING MINUTES
DATE:	15/10/2017	MEETING TITLE:	Adept owl staff assessment meeting
TIME:	0800hrs	ATTENDEES: Name Title of the job Tim Davies CEO Jayne Dashiell CEO assistant Ruth Crabbe General Manager of Operations Bae Ahn-Bartle HR Manager Gareth Singh Product Development Manager Aban Rezek IT Officer Shannon Grant Ruth’s admin assistant Frank Goudie Finance Manager Sarah Callis Product Developer Jack Macquarie Distribution Manager Jonathon Richmond Sales Manager
LOCATION:	Organisation boardroom
CHAIR:	Tim Davies
SECRETARY:	Shannon Grant

Open meeting

The meeting begun by a word of prayer from Jayne Dashiell The chairperson welcomed and thanked all staff present for sacrificing their time left their main duties for the important meeting. He gave brief information about the progress of the organization since he assumed office. He informed us about the reduction in staff and trainees’ indiscipline cases. He informed us of the new methods of signing in and signing out by the staff.

Thereafter secretary read the main Agenda items for decisions and actions, as under:

MEETING OBJECTIVES :

Opinion from all managers about how to do the staff and trainees’ assessment in the Adept owl.

All members to participate freely

APOLOGIES:

Pete McKenzie Manufacturing Manager

APPROVE PREVIOUS MINUTES

Minutes of the previous minutes were read by Shannon Grant and seconded by Frank Goudie as the true record of the proceedings.

Action from the previous meeting

ITEM	TOPIC	RESPONSIBLE	DUE DATE
1	Following the disagreements between the sales manager and his assistant, Jonathon Richmond was asked to call a private meeting to find a way forward.	Jonathon	1 week

AGENDA ITEMS

ITEM	TOPIC	PRESENTER	DURATION
1	Staff information The IT department noted about the improper organization of staffs’ information. Subject to the discussion, all managers concerned were to gather information about trainees and staff. Action -For trainees’ assessment, we decided that the concerned manager gather information on personal information, results, and progress and attendance details. -For staff assessment, we agreed that HR gather information on personal information, results, and progress and attendance details.	Aban Rezek	20min
2	Organisation requirements It is the requirement of the legal department of the institution to ensure privacy and standards of staff. A member noted that some staff are disclosing relevant information to unauthorized people Action We agreed that managers should keep staffs’ information confidential but only disclose to relevant authority or with informed consent for security purposes. In addition, managers should append their signatures to enable trace relevant persons in case of a problem.	Frank Goudie	20min
3	Communication One member raised concern about getting late information Action Members decided that all staff be notified of the meeting two weeks prior to the next meeting to allow enough preparation. Another member suggested a formal method of communication when conveying important messages	Sarah Callis	5min
4	Third parties The assistant CEO wanted a clarification of third parties who should access information from the institution Action After discussion, we agreed that we disclose information to a parent if a trainee who is below 18years, employer if the staff is a trainee and to third parties with informed consent. In addition, subject to audit information can be given to Quality Skills officer from Australia, Australian state regulator of training sector, technical advisors and vocational education.	Jayne Dashiell	5min
5	Audit Members noted clarification of the exact date audit process will take place. Action The CEO was not able to give the exact date neither the and asked his assistant to confirm from the regulator and confirm the same in the next meeting	Jayne Dashiell	1 week

ANY OTHER BUSINESS

TOPIC	RAISED BY	ACTION
Improvement of staff’ performance.	Jack	To be discussed at the next meeting.
Staff motivation.	Jonathon	Members to propose their ideas in the next meeting.
Trainee and staff database	Aban	To be discussed next.
Time management	Gareth	All members were asked to observe time in the next meeting

NEXT MEETING

DATE:	23/10/2017	ATTENDEES: Aban Rezek IT Officer Frank Goudie Finance Manager Sarah Callis Product Developer Jack Macquarie Distribution Manager Shannon Grant Ruth’s admin assistant
TIME:	0100
LOCATION:	Organisation boardroom
CHAIR:	Tim Davies
SECRETARY:	Shannon Grant

There being no other business the chair adjourned the meeting at 1700hrs with a word of prayer from Sarah Callis.

	plan
Purpose	-To inform the sales manager of Adept owl about staffs’ assessment and an internal audit that will take place in the next one month. To ask the manager to inform his sales team to gather information about performance of each staff
Audience	Information is directed to sales manager for action
Format	E-mail
Method	I will use a clear, formal and standard language to ensure my audience understand the request
Means	I will present a word document
Organisational rules	– I will inform the manager of the confidentiality of information and whom to disclose to. -method of communication should be formal.
Key points	-The purpose of communication and requirements of the audience The details of information for the audience to know what is expected of them. The coverage of communication so that it reaches the required audience
Structure	I will send information directly to the audience (Brock, 1986).

How is work so far?

Following the coming audit and staff assessment, am requesting the following from you:

Gather information about staff.
Inform your members to prepare for the meeting that will be held on 15/10/2017 and the audit that will be there at the end of the month
Inform you to gather information on personal information, results,and progress and attendance details about trainees
Gather information on personal information, results and progress and attendance detail about staff
Adviseyour members to ensure confidentiality of information.
Disclose information to a parent if a staff is below 18years, employer if the staffis a trainee and to third parties with informed consent.
Let the staffs append their signatures on the documents.

I have attached a strategy document and format of what you are expected. Share the information among yourself and present your opinions in the meeting

References List

Barrass, R. (2002). Writing at Work: A Guide to Better Writing in Administration, Business, and Management . London.: Routledge.

Brock, S. L. (1986). Better Business Writing: Techniques for Improving Correspondence. California: Crisp Menlo Park.

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