Question:
a. Analyze the message and point out the weaknesses, mention the points citing example from the message
b. Rewrite the message to improve effectiveness.
Subject: Printing costs are out of control
I am not sure what everyone is printing or even who is doing all the unnecessary printing, but a look in the recycling bin showed a number of areas of waste:
– Printouts of email messages
– Unneeded copies of document
– Draft copies of documents containing errors
– Blank (or almost blank) sheets containing only page numbers or empty spreadsheet cells
This wasteful practice has to stop. Therefore, I had no choice but to remove all printers and photocopiers from the office and replace them with a single printer/photocopier.
This, of course, means that printing will not be as fast or as convenient as it has been, but the old machines were noisy, inefficient, and a possible cause of indoor pollution, so I know that everyone will welcome the change. I expect everyone to work towards reducing their thoughtless use of valuable resources by not printing out email messages, finding other ways to reduce paper waste, and sending large orders to Document Processing.
To ensure that this happens, the new printer/ copier will require you to enter an individual ID code before printing so that print volumes can be recorded. No further action will be taken with this information right now, but if wasteful printing is not reduced during next 3 months, heads will roll.
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