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

Answer: A memo to all staff members on reducing the shipping cost for the organization so that we can have reduced managed cost.

Memo

East Cost Software Company

                                                                                                Date: 15/08/2018

To: Recipients – All staff employees

From: Office Manager

Subject: Saving Cash on Shipping

Dear All Staff members,

This is to bring to your notice that cost reduction is a good approach for any organization, as it strengthens the organization and make it stronger so that the organization can invest for better strategic project so that organization achieves higher growth and success in future.

For this initiative we would like to request you to explore low cost option for shipping and reduce the cash on shipping for the organization. You know that in our office, our team uses the overnight delivery FedEx services or next day delivery services. These FedEx services are very costly service and we should avoid them unless it is very urgent for the business. We need to have the practice to first use the low cost services like email or fax, so that this delivers the message quickly and the cost is very low. In case it is very urgent to send through courier, then we can use the low cost courier service like 5-6 days delivery services. This will meet your objective as well as the cost objective of the company. This will help in reducing our shipping cost, which is very high currently and exceeds our targets.

We would like to initiate a process of pre-approval for the overnight delivery mode / next day delivery mode by you manager so that we can adequate controls on the process.

Hope you understand the concern and looking for your positive support for this initiative. We as a team need to support this initiative so that we can achieve the cash saving on shipping cost.

Thanks.

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