Read the situation description below and write an e-mail to accomplish your goal. Once you’ve written your e-mail, we’ll let you compare your e-mail to our sample one. Is your e-mail as effective as it could be?
You are the leader of a project team that needs to gather data and evaluate the productivity of three different departments. There will be budget cuts next year, and division management has entrusted you entrusted you to determine which departments are not contributing as much as they should be.
You have been given two months to gather data, evaluate it and present your findings to upper management. As part of the initial schedule and plan that you created, you asked each of the three department heads for information about their departments. The request went out at the beginning of Week 2 of the project. Five weeks have already passed, and your team has received data from only two of the three departments. Three weeks from today, you have a meeting scheduled (on Monday the 21st), at which you must present your findings.
You are worried because the amount of data you got from the first two departments was so large, it took your team one week to get rid of unnecessary data, analyze it and get a clean summary of the department’s activities and productivity.
You have already sent Jon (the head of department #3) two e-mails asking for the data (in Week 2 and Week 4). Since your presentation is already scheduled for Monday the 21st with upper management, you’re getting nervous that you haven’t heard from Jon about his department.
Now, write an e-mail to Jon and get him to give you the information you need.