Memo - Revised

Koller Construction Company Memo

To: Koller Construction Staff c: Lily Ponds, Personnel Manager
From: Stefani G, Assistant Personnel Manager
Subject: New policy regarding personal use of the company photocopy machine
Date: 7 October 2009

The purpose of this memo is to discuss the issues with making personal copies on company equipment. The goal is to come to a solution that will be acceptable for the company and its staff.

Summary

It has been brought to my attention that many employees have been using the company photocopier in the Personnel Manager’s office. Lily Ponds’ is highly frustrated with the over-budget due to personal use of the photocopier. Though this issue has been brought to the employees’ attention nothing has changed and it continues to cause stress among management. I have proposed a solution that will help with the over budget and employee photocopying issue.

Discussion

The use of the company photocopier has been a privilege that seems to be taken advantage of; since the only photocopier that is available for company use is in Ms. Ponds office. Ms. Ponds, the Personnel Manager, is highly unhappy about the over-use and about the lack of privacy in her office. As you know the photocopier has been moved out of the break-room and into her office for professional use. She has mentioned to me that many company members have been using the photocopier in her office without her permission and this is a problem; however her major complaint has been the over-budget in using the photocopier and it’s supplies.

There have been postings around the office about photocopier use and privileges.
However, for those unaware of the issue, it goes as follows:
1) Personal copies done on company time
2) Copies left in the photocopier
3) Photo paper is never replaced
4) Shortage in and rising costs of toner
5) Privacy of company files no longer private

Paper and toner are not cheap, and the staff is not being paid to run personal errands on company time. As a company we do allow all employees personal time to run errands. We are not equipped to cover the costs of extra company supplies.

Moreover, the Personnel Manager is completely uncomfortable with employees running in and out of her office just for personal copies. It becomes a matter of privacy for the company as well as individual employees as the personnel files are kept in her office. I’d like to start charging employees for personal copies to cover the costs of the additional supplies and overhead. I’d also like to set a time slot aside for when it would be appropriate for employees to make their copies and that way appropriate upper management will be available to supervise the use of the photocopier. This would help with the over-budgeting and keep the privacy of personnel files.

Recommendation

If you have any thoughts or suggestions on this please give me a call (x 5555) to discuss this matter further.