Problem Scenario
You are a Vice President at a large technology company called Neology. You have been recently conducting a job search and interviewing for a new office manager. After three rounds of interviews, you have two strong candidates for the job: Blessing Okeke and Liu Daiyu. You now need to choose which one to hire. Once you’ve chosen which one to hire, your HR manager will get into contact with that person and begin onboarding them.
However, you will also need to tell the bad news to the rejected candidate in an email. As both candidates have been through a long interview process, it would be polite to tell the rejected candidate the news in as positive and friendly manner as possible. As well, since they are both strong candidates, you might want to remain in contact with the rejected candidate in case another job comes up.
Task
Your task is to write an email to the candidate who will not be getting the job of office manager. Your email will follow the negative email structure.
But which candidate will you reject? That is for you to decide!
Below are some of the job responsibilities, and some of the notes about each candidate from the interview process. Use these job responsibilities and the notes to help you build your email where you tell them why they didn’t get the job. Remember to be polite, positive, and you-focused. Don’t focus on what they did wrong – but also make it clear why they haven’t got the job! As well, don’t just copy what is written in the notes. Those notes are too negative.
Job Responsibilities for Office Manager
Ensure the reception area is maintained and well-staffed to make it welcoming for visitors
Manage the budget for office supplies, negotiate their purchase, and ensure they are kept in stock
Manage the maintenance of office equipment including copier, fax machine, etc.
Plan and monitor the day-to-day running of administration tasks
Use a variety of programs including Microsoft Office, various web-based programs and Neology’s own productivity software
Mentor and coach employees
Prepare work schedules
Conduct regularly scheduled staff meetings
Develop office policies and procedures, and ensure they are implemented appropriately
Notes For Each Candidate
Blessing Okeke
Liu Daiyu
Has experience managing several large organizations outside of Canada
Still new to Canada, and is unsure of some of the ways Canadians work
Highly organized
Has strong references from previous employers
English language proficiency is strong
Very positive, friendly and engaging
Can work with Microsoft Office, but has limited experience with some new computer programs
Likes technology but does not seem to fully understand what Neology does
Has a Diploma from Humber College in Business Administration
Has worked in Canada for several years
English language proficiency is strong, and can also speak Mandarin and French
Polite and friendly
Very quiet and not always assertive
Has never worked as a manager before
Very organized and hardworking
Last few jobs were not in large companies, and is not used to working on teams
Seems knowledgeable about technology – could talk about why Geology is an exciting company
Has a Bachelor’s degree from the University of Guelph-Huber in Media and Communication Studies
Note: There is no “correct” candidate. You can do an effective negative email about either candidate!
Format
In a Word document, write an email to the candidate who did not get the job relating the negative news. Address it from yourself, as the Vice President of Neo logy. Make sure to follow the negative message structure I have described in the class notes.
Please use a readable font (Times New Roman, Arial or Caliber), and a standard font size (10-12). Make sure to include the complimentary close and salutation sections of a standard email. Do not indent the paragraphs. Single space the paragraphs, and put a single blank line between paragraphs. At the top of the email, include the headers, TO:, FROM:, DATE:, SUBJECT:, and include appropriate information for each of those headers.
When you have written out your email in a Word document or a Google document, upload the Word document or PDF to the appropriate section of Blackboard.
Please note: Although you are free to communicate with other students, make sure you don’t copy your classmates. Avoid just copying what is written in the notes section of the assignment description – as I said, it will be too negatively written. Please remember if you plagiarize any part of the assignment, you may receive 0%.
Negative Email Assignment Rubric
VG = Very Good: it was completed, and it was done very well
ME = Meets Expectations: It was completed, and it is competent.
NI = Needs Improvement: it’s getting there, but needs further work
IN = Incomplete or missing: component is not included.
Negative Email Structure /40
Does the structure of the email include an extended buffer? IN NI ME VG
Does the email list the reasons for the negative news? IN NI ME VG
Does the email succinctly and clearly state the negative news in as positive a manner as possible? IN NI ME VG
Does the email’s message provide any alternatives? IN NI ME VG
Does the email conclude with a goodwill ending? IN NI ME VG
Formatting /20
Does the email contain appropriate headings TO:, FROM:, DATE:, and SUBJECT:?
IN NI ME VG
Does the email avoid indents, have multiple short paragraphs, and use a space between paragraphs? IN NI ME VG
Does the email use an appropriate salutation, complimentary close and email signature? IN NI ME VG
Writing Style /40
Is the writing positive? IN NI ME VG
Does the writing have you-attitude? IN NI ME VG
Is the writing conversational and concise? IN NI ME VG
Is the grammar and punctuation correct? IN NI ME VG
Overall, is the writing effective and clear? IN NI ME VG
Total: /100 = %
