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Real-Life Activities

Real-Life Communication -- Solution

Here's an example of a memo that we composed:

To: Construction Managers
From: James Trickle, Irrigation Specialist
Re: Client Communications

One of our top concerns is how our clients perceive our company. However, sometimes presenting a well-defined picture of our company is hard to do, especially when there are numerous contractors and subcontractors involved.

One recent situation is with Irrigation Client (IC). IC is concerned with the progression of our current project and for this reason he has been checking in with each of you on a daily basis. Because you are all doing your jobs, you don't always know what the other contractors are doing.

This creates a problem in that you're each giving the client a different report, and he is coming away confused. He then contacts me (several times a day) to discuss the perceived discrepancies in your reports. I explain the differences and straighten out the situation, but it's taking up a lot of my time, as I am sure these contacts are taking up a lot of your time.

In the future, if IC contacts you for updates on the project, please direct him to me. I will answer his questions and provide updates based on the updates that you give to me.

If you have any questions please feel free to call me at 555-123-3456. Please also use that number to refer IC to me.

Finally, please sign this memo and return it to me by Friday so that I know you've seen it.

Regards,
James Trickle

"There is always something that needs to be put into writing," says Terry Podmore. He is an irrigation and drainage specialist.

"From preparing proposals with consulting firms to presenting plans for working with contractors and then rewriting those proposals and plans after modifications to a job are decided on, there is always something that needs to be done. Plan changes are frequently discussed orally, then confirmed in writing."