For writing assignment #4, the following request was given to ChatGPT:
Write a memo of no more than 150 words to an owner of a company. The memo will be on top of a report that shows problems in the company that the owner is not aware of. The problems include the fact that only one employee can update the website, the fact that the video surveillance system has the manufacturer’s default password, and the fact that the WiFi has no security.
ChatGPT came up with the following memo. The name of the recipient and of the sender of the memo were filled in later.
To: Mark Caman
From: Samuel Smith
Date: June 7, 2024
Subject: Report on Critical Security and Operational Issues
Dear Mark,
Attached is a report detailing several critical issues within our company that need your immediate attention. These problems, not previously recognized, pose significant security and operational risks. Key areas of concern include:
Website Management: Only one employee has the ability to update the website.
Video Surveillance System: Still using the manufacturer’s default password.
WiFi Security: No security measures in place, exposing our network to potential threats.
Addressing these issues promptly is crucial to protecting our business and ensuring smooth operations. I recommend a thorough review and the implementation of an action plan to mitigate these risks.
Best regards,
Sam Smith
Assistant Manager
___
ChatGPT was then given the following request:
Please adjust the memo so that the writer is a new employee who was hired just two weeks ago.
ChatGPT came up with the following adjustment to the memo:
To: Mark Carman
From: Samuel Smith
Date: June 7, 2024
Subject: Report on Critical Security and Operational Issues
Dear Mark,
As a new employee, hired just two weeks ago, I have noticed several critical issues within our company that require your immediate attention. These problems pose significant security and operational risks. Key areas of concern include:
Website Management: Only one employee has the ability to update the website.
Video Surveillance System: Still using the manufacturer’s default password.
WiFi Security: No security measures in place, exposing our network to potential threats.
Addressing these issues promptly is crucial to protecting our business and ensuring smooth operations. I recommend a thorough review and the implementation of an action plan to mitigate these risks.
Best regards,
Samuel Smith
Assistant Manager
___
Please answer the following questions:
Is the first memo an effective memo to Mark Carman for writing assignment #4? Please write a few sentences in explaining your answer.
Is the second memo an effective memo? Why or why not? Does it improve on the first memo? Why or why not?
If a writer were to consider using ChatGPT or another AI tool to help write some parts of writing assignment #4, the report to the supervisor, what benefits might the AI tool offer, and what considerations and cautions should the writer take in using the AI tool?