Reference no: EM13916605
Instruction E-Mail or Memo: How to be Safe at Work
After a recent frightening experience, your boss, Kathryn Gossoni, real- ized that she must draft a memo about office security. Here's why she's concerned. A senior associate, Barbara Williams, was working overtime cleaning up overdue reports. At about 9 p.m. she heard the office door open, but the intruder quickly left when it was clear that someone was in the office. Your boss hurriedly put together the following memo to be distributed to office managers in five branch offices. But she was on her way out of town, and she asked you to revise her draft and have it ready for her approval when she returns. One other thing-she won- dered whether you would do online research to find other helpful suggestions. Your boss trusts you to totally revise, if necessary.
Your Task. Conduct a database or Web search to look for reasonable office security suggestions. Study the following memo. Then improve its organization, clarity, conciseness, correctness, and readability. Don't be afraid to do a total overhaul. Bulleted points are a must, and check the correctness, too. Your boss is no Ms. Grammar! Be sure to add an appropriate closing. This may be either a memo or an e-mail, as your instructor directs.
Date: Current
To: Branch Managers
From: Kathryn Gossoni, Vice President
Subject: Staying Safe in the Office
Office security is a topic we have not talked enough about. I was ter- rified recently when a senior associate, who was working late, told me she heard the front door of the branch office open and she thought she heard a person enter. When she called out, the person apparently left. This frightening experience reminded me there are several things that each branch can do to improve it's office security. The following are a few simple things, but we will talk more about this at our next quarterly meeting (June 8?). Please come with additional ideas.
If an office worker is here early or late, then it is your responsibility to talk with them about before and after hours security. When someone comes in early it is not smart to open the doors until most of the rest of the staff arrive. Needless to say, employees working overtime should make sure the door is locked and they should not open there office doors after hours to people they don't know, especially if you are in the office alone. Dark offices are especially attractive to thieves with valu- able equipment.
Many branches are turning off lights at points of entry and parking areas to conserve energy. Consider changing this policy or installing lights connected to motion detectors, which is an inexpensive (and easy!) way to discourage burglars and intruders. I also think that "cash-free" decals are a good idea because they make thieves realize that not much is in this office to take. These signs may discourage breaking and entering. On the topic of lighting, we want to be sure that doors and windows that are secluded and not visible to neighbors or passersby is illuminated.
We should also beware of displaying any valuable equipment or other things. When people walk by, they should not be able to look in and see expensive equipment. Notebook computers and small portable equipment is particularly vulnerable at night. It should be locked up. In spite of the fact that most of our branches are guarded by Broadview Security, I'm not sure all branches are displaying the decals prominently-especially on windows and doors. We want people to know that our premises are electronically protected.