I am currently working to becoming a senior servant and am lucky that the business management major am pursuing will be the most effective approach to achieve this dream. Therefore, in this situation, I have been thinking about how I can ultimately be a good manager or leader. Being in a context of reasoning like Honig (256), I intend to be a restaurant manager and be responsible for all operations of the restaurant. As a manager, I intend to create a shared vision, empower employees, and facilitate them to become exceptional individuals. These goals will only be possible if I am well vested in genres of writing such as professional emails, memo, and letters. Furthermore, this genres will be significant to my occupation since they will improve my communication with various employees in the restaurant. Therefore, understanding different features of these genres of writing are essential in helping me achieve the purpose of utilizing them in my communication with various parties in the restaurant.
Genre 1: Professional Email
Riemer et al. (13), defined a professional email as a message which is distinctively composed and electronically sent from one person to another through intranet or internet communication platforms. In a restaurant context, the main audience of professional email may include stakeholders, employees, and customers. Moreover, there is various essential genre attributes every email should have which makes it achieve its intended purposes.
- The email should be brief, concise and direct to the subject line
- A professional email should have a proper language and tone (Kankaanranta et al. 288).
- It should have a central intention
- It should also be organized logically
- The content of the email should provide value to the customer
A professional email serves different purposes, particularly in a restaurant setting. An email is a handy tool for sharing information between the manager, customers, and employees (Toth et a. 450). For instance, information about emerging policy and changes in the normal activities of the business is easily communicated among these parties (Schoeneborn 1777). A professional email can also be used for marketing and advertising. It can be used to reach customers more efficiently and conveniently (Riemer et al. 13). It can additionally be used in communication such as negotiating with various enterprises in the business industry.
The sender uses few words to communicate much information to employees and customers and avoids unnecessary messages such as greetings. The proper language and tone help the words to be understood when read by the recipient of the email. The logical structure and content of the professional email explains main ideas and provides value to employees and customers particularly when used in marketing and advertising.
Genre 2: Business Letters
These are a formal document written following a set structure and sent from by one party such as manager to various parties such as stakeholders, employees, and customers (Grinvald 411). A business letter has various features which distinguish it from other genres of writing such as memo (Grant et al. 185). These characteristics include:
- Business letters are simple
- They clarify the goal of writing them
- They should also be sincere to the recipient
- They should be courteous
- They should also be persuading
- They should also be brief and complete
Business letters serve various purposes, especially when used in organizations such as restaurants. The main audience of business letters in restaurants includes clients and employees within it. Business letters can be utilized in introducing clients to newly introduced commodities, for example, new recipe and menus (Grinvald 411). They can also be employed in thanking or appraising customers or business associates for a recent order or report contents respectively. They are used in offering sales incentives such as special deals, coupons, and rebates to clients to enhance customer loyalty and increase sales. They may be utilized in recognizing a complaint presented by employees or a customer in the restaurant (Grant et al. 181). The manager writes these letters to inform them about various actions being undertaken to correct such complaints.
The different features of letter genre aid in accomplishing the afore-mentioned purpose of the business letter. The simplicity of the business letters ensures that both customers and employees receive the information presented. Goal clarity ensures that information conveyed contain figures and facts with no ambiguity. The courtesy used in business letter shows that it is appealing hence enable them to serve the purpose of thanking and appraising customers or business associates. The persuading feature of business letters helps a manager make sure that customers accept sales incentives and introduction to the restaurant.
Genre 3: Memo
A memo is defined as a short note written and sent by one person to one or more parties who are in the same firm or an enterprise such as a restaurant (Honig 256). The main genre features of a memo are:
- Memos should contain relevant and adequate information
- They should be specific, concrete, and clear
- They should be easier to comprehend
- They should also explain the information presented with cooperation and ease
- The writer should not assume that all parties are aware of everything linked to the subject presented in the memo.
- They should also be audience oriented
- They should have a formal and professional tone
- They should present only facts without any personal interest, preference, and bias on display.
The most significant purpose of memos in organizations such as a restaurant is to inform or communicate to a broad audience regarding something relevant but brief. There are other purposes that memos also serve (Honig 260). For instance, memos are used as a tool for giving directions or instructions on various issues, invite and provide suggestions, create accountability, and pass a policy decision. They can also be used to facilitate in an evading personal meeting when they are not necessary as well as report and record arguments (Christodoulides 55).
The genre features of a memo are essential in attaining its purpose in various settings. For instance, a restaurant memo sent by the manager which is specific, concrete, and clear as well as contains relevant and adequate information enables him to communicate various employees at all levels in the absence of any ambiguity. Easier to comprehend and to present information with cooperation and ease enable memos to accomplish their purposes such as providing suggestions and creating accountability. Audience orientation ensures that memos consider the needs of the employees such as waiters in a restaurant who may be looking for directions and instructions on various issues.
Christodoulides, George, Colin Jevons, and Jennifer Bonhomme. "Memo to marketers: Quantitative evidence for change: How user-generated content really affects brands." Journal of advertising research 52.1 (2012): 53-64.
Grant, Richard, and Daniel Thompson. "City on edge: immigrant businesses and the right to urban space in inner-city Johannesburg." Urban Geography 36.2 (2015): 181-200.
Grinvald, Leah Chan. "Policing the Cease-and-Desist Letter." USFL Rev. 49 (2015): 411.
Honig, Meredith I. "Beyond the policy memo: Designing to strengthen the practice of district central office leadership for instructional improvement at scale." National Society for the Study of Education Yearbook 112.2 (2013): 256-273.
Kankaanranta, Anne, and Wei Lu. "The evolution of English as the business lingua franca: Signs of convergence in Chinese and Finnish professional communication." Journal of Business and Technical Communication 27.3 (2013): 288-307.
Riemer, Kai, Paul Scifleet, and Ruwen Reddig. "Power crowd: Enterprise social networking in professional service work: A case study of Yammer at Deloitte Australia." (2012).
Schoenborn, Dennis. "The pervasive power of PowerPoint: How a genre of professional communication permeates organizational communication." Organization Studies 34.12 (2013): 1777-1801.
Toth, Christopher. "Revisiting a genre: Teaching infographics in business and professional communication courses." Business Communication Quarterly 76.4 (2013): 446-457.
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