Lesikar's Business Communication: Connecting in a Digital World 13th Edition by Kathryn Rentz,Paula Lentz

Exercise 32

You are the facilities and grounds supervisor for AVG Enterprises. It's now April 1. Every summer you clean the office carpeting and polish and wax the floors. Employees can also request that their offices be painted, but their supervisors need to justify and approve the request. Those who have had their offices painted in the last five years can forget having them painted again, as you do not have the time or the budget. You do the floors one department at a time. You have to schedule cleaning for accounting, human resources, education and training, facilities and grounds, communications, sales, marketing, and information systems departments. Usually, it takes a week to do one department, as you have to do this early in the evening so that the floors are dry by the time employees arrive the next morning. If any offices need to be painted, the job needs to be done before the floors are done; you need three weeks' notice so that you can pick colors, order paint, and schedule the work. The floor maintenance will begin June 1. Develop a cleaning schedule that you'll send to all employees and department supervisors. Remind employees of the approval process for getting their offices painted. Because not everyone in the building has access to email, you'll write this as a memo.