polish and correct grammar mistake in a business memo. follow the instruction and DO NOT change the main content. need business formal!!!
Requirement： Students will write a memo in which they request authorization to research a problem at their current, or past workplace- a problem with which they have the first-hand experience. This might involve adopting a new organizational structure, policy, procedure, product line/piece of equipment; or pursuing a new mission, market, or line or research. First, demonstrate that there is a problem (i.e., providing evidence of its existence and its impact on the company) and then summarize how you would study– and eventually solve– the problem if authorized to proceed.
This memo should be no more than three pages in length, double-spaced using APA, and addressed to someone in a position to act on it.
TO: Office of Management and Budget
FROM: , Associates, Financial Management Department
SUBJECT: Implementing New Meeting Room Booking System and Regulations???
The purpose of this memo is to increase the efficiency of the office by finding a solution to optimize the meeting room booking procedure. The current meeting room booking system is outdated and time-consuming. This memo will address details about this problem and suggest possible solutions.
I first spotted the problem with our meeting room booking system when I spent almost 40 minutes in the booking of a meeting room. So I asked one of my former classmate who is currently working at a company that is similar to ours, the China Life Insurance Company. According to her, the whole process of booking usually takes 5-10 minutes. One employee in our company is spending an extra 30-40 minutes in the booking a meeting room for at least 3 days per week. My hourly pay is $20, which means the company is wasting at least $160 per month on each employee. This may seem nothing but when I multiply it by the number of employees in my department, monthly waste is around $6000, not to mention the whole company. I realized that this is losing our money and decreasing the efficiency of operation.
Based on the analysis of the old conference room booking process, I’ve concluded that Employees typically spend () hours per week in booking conference rooms now. By monitoring the activities from May to July, I discovered the following reasons that made the process such time consuming:
The old system does not allow online booking or show real-time changes. Employees can only see availability on the system. Phone calls with the facility management department are needed to book the conference room. It also takes 1-2 days to show the availability of the formerly reserved conference room.
Due to the lack of regulation on the booking process, employees always overbook because of the scarcity of our meeting room. If the conference room is not needed by the time, the reserved room ended up vacant due to no one shows up. Because the old booking system doesn’t require any identity information, employees often book the room with fake names and without leaving any contact info.
No display outside the meeting room to show for how long the meeting room is in use or unoccupied. Meeting rooms are not connected with the existing software, no way to know ????????????
After doing researches online and discussing with coworkers, I’ve found three possible solutions. If you grant me permission to continue my research and set up test trials for each solution, it will simplify the booking process, decrease booked but unused meeting room, minimize disturbance during the meeting, optimize the arrangement of each meeting room and thus improve the efficiency of the office operation. At least four weeks is needed to finalize the best solution. I’ll spend the first week to analyse deeper on the problem, find out if there is any more reasons causing the problem. After thoroughly analyzed the problem, I’ll begin setup test trials for each of my solutions. I am planning on put two departments under each booking method. The process of this whole experiment takes 2-3 weeks. Finally, I will analyze the data I gathered from the test trials and get us the most efficient solution.
Solution A: Cancel the whole booking procedures and create an open-plan office
Jack Dorsey, the co-founder and CEO of Twitter, said that “working in an open-plan office can build trust and transparency among the office”. Employees no longer need to book for a meeting room in an open-plan office. Employees can use any empty meeting rooms when they need one. If no meeting room is available, employees can always ask others who are using meeting rooms for an available time frame. A budget of $50,000 is needed for this plan to rearrange the existing structure of our meeting room.
Solution B: Keep using the current system but with rules this time
Keeping our current system would save the company money. No software purchasing or implementation fee; but is only possible with specific rules implemented and with suitable hardware. A budget of $15,000 is needed for the purchase of displays and the salaries for staffs.
Solution C: Upgrade to a newer and more convenient system
In the new system, employees will be able to book directly online with one-click and check the available time slot on the system. The new system costs about $100,000, which includes the costs of the software and display outside each room and a special monitoring/arrangement crew and other implementation fees. Basic information includes names, department, and contact information is needed when booking.
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