This case asks you to describe the purpose, audience, and strategies for two memos that an employee would need to write.
The Case: Printers for Engineering Design Services.
This case is historical. It involves the selection of printers at a time when there were several competing technologies. Choosing among these technologies was often a difficult decision. Put yourself in a time capsule and enjoy.
Imagine that you are a department head working on a recommendation report for your customer, Engineering Design Services (EDS). Your boss, Ellen Prentice, will sign the report but you and your department will do most of the research and writing.
The Task
After examining Example 1—an Internal Memo, Example 2—a Progress Report, Example 3—a Technical Report in Memo Form, and Example 4—a Letter of Transmittal. from Northwest Engineering Consultants, put yourself in Roger Frey's place.
Imagine two situations in which Roger will have to write documents. These documents should have different purposes, different readers, and different uses. Describe each document and some of the different writing strategies you might use in each.
Documents/Information/Samples
NORTHWEST ENGINEERING CONSULTANTS Interoffice Memorandum
FROM: Ellen Prentice
TO: Roger Frey DATE: April 13, 20XX
SUBJECT: EDS Support Contract
As you know, we have just contracted with Engineering Design Services (EDS) to provide computer-systems support during the next fiscal year. My first impression is that they need to replace their mainframe computer with desktop workstations and a network.
Janet Towers in Computer Resources is project lead for creating a computer/network recommendation report.
However, before we can formulate a comprehensive plan, we need to investigate their printing operation in more detail. Eventually we also need to give EDS our recommendations in this area. Because of your recent work in desktop printers, I would like you to head this effort. First, we need to answer these questions:
What are the general printing activities (document types, requirements for graphics, special sizes, etc.) of each EDS division?
What printing requirements (quantity and quality) does each division have?
Are historical data on printing production at EDS available?
Can we use this data for support in a recommendation report?
What are the tradeoffs among various printer technologies that EDS could use?
Please do some preliminary research; then meet with me at 9:00 AM, Tuesday, April 19, to discuss these questions and to plan our printer recommendation report to ESC.
NORTHWEST ENGINEERING CONSULTANTS Interoffice Memorandum
FROM: Henry Hill TO: Roger Frey
DATE: April 15, 1995
SUBJECT: Progress Report, Week ending 4/15
This week our section has been continuing our study of EDS computer operations. Budget and manpower data are attached. Here is the brief overview of the EDS printing operation that you requested for your Tuesday meeting with Ellen:
EDS is a small company (69 employees) providing engineering support to shipyards. Its main product is ship's propulsion design specifications and test procedures. The company is currently using a ten-year-old mainframe computer, which is timeshared by all divisions. While this computer has served EDS well, lately it has begun to slow down operations because of its lack of data handling flexibility and its slow speed. Recent advances in personal computers and associated software have made the option of operating in a desktop workstation environment very attractive, and EDS seems ready to pursue this approach. Management has set aside funds to buy the workstations and software and is waiting for our recommendations. What remains to be done to start the transition is to select and purchase printers to interface with the new computers.
Because EDS's product consists mainly of printed matter, we need to clearly understand the printing requirements of each division. To do this I will analyze data from the past five years on the mainframe printer usage. Graphs of these data and a short description of each division's printing operations will be ready by April 25.
Let me know if you need anything else, and good luck in your meeting.
Example 3—a Technical Report in Memo Form
NORTHWEST ENGINEERING CONSULTANTS Interoffice Memorandum
FROM: April Kelly
TO: Roger Frey
DATE: May 2, 1995
SUBJECT: Dot-matrix printer info
Per your request (April 24, memo), I have written a draft describing dot-matrix technology for inclusion in your recommendation report for EDS. What follows is the text:
Although it has been around for a few years and its technology is outdated when compared to the fast-improving lasers and ink jet printers, the dot-matrix printer is the mainstay for many personal-computer users. This printer still has a tight grip on the small-to-medium-size business for good reason:
It has a low relative cost (less than $200 for low-end monochrome models and $1500 for top-of-the-line color models).
It can print on a wide variety of media (multipart forms, transparencies, 16-inch paper).
It has good speed in a heavy-volume environment.
It has very affordable color options.
The dot-matrix printer also has drawbacks:
It's noisy (like a shrill dentist drill).
It has low print quality for some applications.
It has low-quality graphics, especially ragged curved lines.
The dot-matrix printer forms a character by pressing a ribbon with a series of pin strikes, thereby transferring ink to the paper. A pulse of current is applied to an electromagnetic coil that moves a sleeve or lever and forces the pin into the ribbon (see illustration). When the current stops, a spring retracts the pin so it is ready to strike again. Original dot matrix printers had 9-pin print heads. Although still in demand for low-end printing applications, they offer less-precise characters because of the limited impressions they can produce. More recent printers have 18-pin or more commonly 24-pin print heads. The 24-pin printer produces darker, sharper characters and better halftone images. Through improvements over the years, especially in print head tracking accuracy, even the 9-pin printers offer near-letter-quality (NLQ) type. However, they have not reached the quality of the laser printer.
Dot-matrix printers offer good paper-handling characteristics, especially with forms, envelopes, and labels. They offer a limited selection of fonts, various type sizes, and other features such as different character widths, postures, and strokes. Dot-matrix speeds are normally about 100 characters-per-second (cps) for "draft quality" printing and about 60 cps for NLQ. Although acceptable in many applications, these speeds are considerably slower than laser printers.
Color dot-matrix printing technology is very young. These printers offer a low-cost way to add color to reports and business presentations. For example, color on a bar graph or pie chart can emphasize facts and increase interest. Also many monochrome printers offer a color-printing capability in a kit form for about $100. Color is achieved by use of a color ribbon and appropriate software. With the color option installed, the printer is slower while working in the color mode. However, its operation in the monochrome mode is not changed.
Attached are two sets of manufacturer's specifications for the latest printers with this technology and a drawing of the basic mechanism described in the text—for inclusion in your report if desired.
I hope this is detailed enough for your report; if not, I'm ready to revise. Call me if you need more.
Example 4—a Letter of Transmittal
NEC NORTHWEST ENGINEERING CONSULTANTS
3 Uffeda Way
Poulsbo, WA 98370
September 20, 1999
John B. English
President, Engineering Design Services
Smith Tower, One Skid Road Seattle, WA 98100
Dear Mr. English:
I am pleased to forward to you our report Desktop Printers for EDS. I am indebted to your division heads and staff for their support in our study of your company's requirements. I would especially like to thank Ms. Carol Abrahamson who was invaluable in retrieving data on your mainframe operation. Without exception, I found your employees to be enthusiastic and dedicated; it was a pleasure to work with them.
In this report you will find a thorough review of your divisions' requirements for printing documents and other material. In addition the report reviews current printer technology and relates this information to your company's needs. With the information in the conclusions and recommendations sections, and with the additional guidelines that are presented at the end of the report, your buyers should be able to purchase printing equipment to support EDS's operations and stay comfortably within your budget.
I wish you success in your transition to a desktop operation. If I can be of further service please call me.
Sincerely yours,
Ellen Prentice
Vice President, Engineering