Example 1: Announcement letter for project team members
SUBJECT: Project team
Per our meeting of yesterday, the following people have been assigned as team members of the Workforce Analysis Initiative (WAI):
• Kevin Haskins
• Josephine Wiggs
• Lionel Brando
• D.E. Barker
• Tessa Niles
• John Webb
A brief description of each of your individual duties is attached. Each description has been designed to draw upon your respective talents and strengths, as well as providing you with new challenges. Please contact your team leader, Mark Burgess, if you have any questions or concerns regarding your responsibilities.
Briefly, as reviewed in the meeting, you will be analyzing a variety of work elements within our company. This includes everything from our management structure to our hardware and software. To determine how these elements can better relate to one another will be your challenge in the coming months.
Progress updates are scheduled for the first Monday of each quarter throughout the coming year. At each you will be required to provide a complete verbal and written analysis of your work to date and projected date of completion. We’ve targeted the end of the fiscal year as a closing date on the WAI project. An early or timely completion would be much appreciated.
Example 2: Organizing project team memos
SUBJECT: Project team duties
Thanks to everyone who volunteered to be a part of the Hardware Assessment Project Team (HAPT). With so many volunteers it wasn’t an easy process to narrow down who would actually be team members.
Those chosen were: Lawrence Tolhurst, procurement manager; Sumishta Brahm, division sales director; Robert Brown, maintenance supervisor, technical support division; J.E. Hasselmeier, assistant director, corporate communications; and James Bailey, assistant director, employee relations.
Team members will be responsible for evaluating our current hardware inventory, assessing hardware needs across all eight divisions, establishing criteria for the acquisition of new equipment, and evaluating hardware maintenance protocol at all levels. Monthly updates will be distributed to all management team members. Target date for completion is May 5.
The complete cooperation of all division managers and department heads will be most appreciated and noted. This project will not interfere with day-to-day operations.
Example 3: Project team instruction letter
SUBJECT: Policy manual project
In response to employee suggestions we’ve decided to update and revise the company employee policy manual. Having originally been written in 1956, it is admittedly a bit out of date.
Specific topics targeted for update are:
• Explanation of benefits and eligibility.
• Vacation and sick day policy
• General conduct and appearance
• Smoking policy
• Illegal drug use policy
The employee policy manual review committee will include Troy Jones, assistant director of human resources, Cristin Conner, manager of development, Marcy Cheatham, corporate communications, and Joe Lasley, vice president of operations.
The committee will meet twice a month for the next three months. It will review the existing manual, solicit and evaluate employee input, and develop and review new guidelines and policies. Progress updates will be made to the administration office on the first Monday of each month. The target date for completion of the new employee policy manual is December 1.
Suggestions, ideas or observations can be sent to Troy’s office. His extension is 555. His e-mail address is Tjones555.
Example 4: Team formation letter to employee
SUBJECT: Cross-training project
As part of our restructuring and streamlining effort we have decided to implement a cross-training program for all divisions. To develop and coordinate this project the following have been named to the project team:
• Leon Eldridge
• Daniel Cordsen
• Jennifer Keasling
• Joydelle Wolfram
• Roberta McDaniel
Team members will develop guidelines and instructional text for cross-training seminars within each division. Update meetings will be held each Monday morning at 8:30 in the office of Ms. Wolfram on the fifth floor.
Mr. Eldridge will serve as project team coordinator. It will be his responsibility to conduct and direct the course of the team’s meetings and efforts in developing the cross-training program.
Questions and comments can be sent to Mr. Eldridge via interoffice e-mail at Leldridge500. His telephone extension is 500.
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