INTEROFFICE MEMORANDUM
TO: ALL ACCOUNTING STAFF
FROM: SONIA VENTO – CHIEF FINANCIAL OFFICER
MARK JONES - ACCOUNTING MANAGER
SUBJECT: TELECOMMUTING POLICY CHANGE AND CHANGE IN MANAGEMENT
DATE: DECEMBER 20, 2015

CC: HUMAN RESOURCES Recently there have been some major changes in the current management structure and also a change in company telecommuting policies. Changes can sometimes be daunting and make us feel uneasy. Please know that management has taking great care to insure that the recent changes will affect its’ employees in a positive manner. We see some great things coming the next year and want to gear up to make sure we are better equipped to handle them with ease.
As of January 1st, 2016 I will no longer be holding the position of accounting manager as I have been promoted to Chief Financial Officer. This is an exciting time for me. My hope is that all of you realize that your hard work has contributed to my success and for that I am eternally grateful. You are an amazing team and I have no doubt that my replacement will also benefit from the solid team environment we have created. I would like to remind you all that I am but an open door or phone call away to assist you in any way possible. I am happy to have worked so closely with you all and look forward to continuing to support each other in the future.
Please help me in welcoming your new manager Mr. Mark Jones. Mark comes to us with a strong background in accounting working for a certified public accountants firm. Mark was one man team and will for the first time in his career be managing a team of your size; Mark will be needing your full support to acclimate to this diverse environment. Let’s make him feel at home. As a team, the challenge before you this coming year will be increasing group communication. In order to increase productivity and create a more cohesive work environment a series of annual meeting will be scheduled. In the past, we have experienced barriers in fluid communication between employees within the department. Our goal is to break down those barriers and come up with new and inviting ways to encourage everyone to contribute in this new endeavor. We invite all staff to participate with ideas and past positive experiences that will contribute to our future meetings. There will be opportunities for everyone to share their ideas in a free and open environment. For those that wish to submit any suggestions beforehand, please submit them to your accounting manager and myself via email. We will take great care to review them and reply with feedback in a timely manner.
In some of the most important collaborative meetings that I have been involved in there was a barrier in communication that caused a rift in the creative process. The factors that most affected fluid communication were the atmosphere of the room, lack of confidence from speakers and a clear division of those participating. In order to avoid those most common problems, a list of rules for participation will be posted and reviewed at the beginning of every meeting. Everyone will be expected to follow the rules. Those in management and lead positions are expected to mentor and support accounting staff during the meeting. This will make the atmosphere in the room less stressful and should help in getting everyone involved. It has been my experience that a friendly collaborative environment renders better results. Some of the techniques that can be practiced to improve on communication are:
• A formal introduction of each person including work experiences. This allows the group a better understanding of the individual’s background how best they can contribute.
• Presenting a challenge question as a game to get the creative juices flowing. Responses are written on slips of paper and thrown into a jar to be read out loud. Participants get to hear others opinions of their ideas without fear of rejection. In managing conflicts that may arise I would ask that you all take into consideration the possibility that conflicts can be healthy when relating to tasks and processes. Task conflicts are a sign of independent creative minds working together and are more likely to come to an excellent result through healthy discussion as long as relationship conflicts do not arise, which can hinder the process. As a guide try and follow these steps to resolve any conflicts that may arise:
1. Listen without judgement. Remember that your counterpart is contributing an opinion that may result in a better outcome for the team as a whole. No idea should be dismissed.
2. Remember the conflict is not personal. Any responses should be respectful of your co-workers position and goal, keeping a non-combative tone. Remember they have a job to do as well and it may not align with yours. If you must state it is not personal, then do so.
3. Check your emotions at the door. No one should have to work with someone that is angry and irate. Ultimately, the task is work related and the goal is the completion of that task with the best possible results.
4. Remember, this is not a competition. Collaboration and compromise are key to resolving any conflict. Conflict does not have to be resolved in one sitting. If you find yourself needing time to gather your thoughts and come back with a clear mind, it is a good idea to do just that. Your co-workers will appreciate your honesty. Lastly, if you need help, ask for it. Being humble is a trait we can all admire. Negotiating conflict is a team effort as well. If you have come to negotiate, please take the time to prepare. This will show your counterpart that you respect his/her position and their time.
In regards to changing in the telecommuting policy, as of January 1st, 2016 telecommuting will no longer be permissible to employees living within a reasonable driving distance or anyone working on a team project. This of course does not include those that may be traveling or out of the region. The change was made to better the departments communication and productivity. We have recently found that employees working from a home office are less likely to respond to internal needs in an expedited manner.
As management studied the goals for 2016 and increasing communications, the need to have all staff readily available became apparent. We are hoping that having “All hands on deck” will improve productivity and make for a stronger more united team. It is well known that an employee that has been working via telecommuting on a project with a team is less likely to be informed and out of synergy. Also, in keeping with fairness it is important to have everyone present to build department moral.
In looking towards the future, we are excited for the coming year’s challenges and have full confidence that our team will be successful in meeting those challenges. Thank you in advance for all your hard work and dedication. It is the support you give one another that makes you successful. If anyone has questions or concerns, please feel free to reach out to Mark Jones or myself. For any suggestions in changes and company policy you may have. Please submit those via e-mail to mark Jones, He has been brought up to date on all changes and can best assist you.

Thank you for your time and attention

Sonia M.Vento
Chief Financial Officer