Persuasive Organizational Message Flowing Downward: Saving Cash on Shipping As o

Question

Persuasive Organizational Message Flowing Downward: Saving Cash on Shipping

As office manager of an East Coast software company, write a memo persuading your technicians, engineers, programmers, and other employees to reduce the number of overnight or second-day mail shipments. Your FedEx and other shipping bills have been sky high, and you feel that staff members are overusing these services. You think emplooyees should send messages by e-mail or fax. Sending a zipped file or PDF file as an e-mail attachment costs very little. What's more, a fax costs only about 35 cents a page to most long-distance areas and nothing to local areas. Compare this with $15-$20 for FedEx service! Whenever possible, staff members should obtain the FedEx account numbers of the recipient and use it for charging the shipment. If staff members plan ahead and allow enough time, they can use the UPS or FedEx ground service, which takes three to five days and is much cheaper. You wonder whether staff members consider whether the recipient is really going to use the message as soon as it arrives. Does it justify an overnight shipment? You would like to reduce overnight delivery services voluntarily by 50 percent over the next two months. Unless a sizeable reduction occurs, the CEO threatens severe restrictions in the future.

Your Task:

Address your memo to all staff members. What other ways could employees reduce shipping costs?

Explanation / Answer

Memo to employees for saving cash on shipping

20 Sept,2018

TO: All the staff members

From: David Bloom,Manger of Company

CC: Mr. John, CEO of Company

Re: Memo on reducing the shipment costs.

Purpose of this memo is to discuss the issue of overusing the FedEx and other shipment services led to increase the shipment bills and have become sky high.As you all know, we have to reduce these shipping costs for the smooth functioning of our company's operations.So, we have to work on a few things to reduce the shipping cost.Many of the employees among you has given us some valuable suggestion on how to reduce this shipping cost.on basis of these suggestions we are providing you the details of some actions that you are going to take to reduce the shipping cost. Each of these actions will be revised at the end of the month to know if all the staff members are following these actions properly or not.Below we have suggested few actions:

1) As we are overusing the expensive services like FedEx overnight and UPS second-day shipment services.If we compare these services with Fax and email PDF files.These services are much more costlier than Fax and email attachments.So, we suggest you to reduce the use of these overnight or 2nd-day shipment services.

2)If you are using the overnight shipment then it will be better to select the smallest envelope or box possible because if the package is small,It will cost less.

3)Packing materials also lead to increase in cost of shipping.so, it will be better to recycle your packaging material when it is possible. because purchasing the large quantity of packaging materials is also incur cost.you can use less expensive packaging material like newspaper rather than using the expensive materials like Styrofoam.

4)You should make negotiation for providing the lower shipping fees when you dealing with the representatives of the FedEx and UPS services.You can also choose some regional carriers for the shipments and negotiate with them to provide you lower prices than national carriers.

As you know company always recognise your efforts you put for the benefits of the company. I assure you that we will definitely recognise your initiatives and efforts in reducing the use of overnight shipping service and UPS 2nd-day shipment service by 50% over the next two months. Finally, we want you to take and follow these actions strictly in order to reduce the shipping costs.

Thanks & regards:

David Bloom, Manager

East Coast Software company

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