Hope you feel up to reading a somewhat convoluted story…
My organization is officially composed of departments, each of which focuses on a specific area of specialization. It is a requirement of the organization that every employee belong to at least one department (i.e., we’re expected to be specialists in at least one area).
In addition to departments, the organization has divisions which are very similar to cross-functional teams working on long-term (3 to 5 year) projects. So people from various departments are seconded to the division on a long-term basis.
Despite being seconded to the division, however, we’re all still required to belong to at least one official department. Membership in a department comes with obligations to attend mandatory departmental meetings (where we really have no role to play because we are focused on the division’s work for as long as we’re seconded to a division) and it is held against you if you fail to keep up with those obligations.
My letter is a proposal to the board to consider granting our division a status similar to that of a department, so that individuals seconded to a division will, for the period they’re seconded, be relieved of their departmental obligations. Failing that, I’ll be just as happy if the board were to at least waive the requirement to be a member of a department while someone is seconded to a division.
Protocol dictates that letters sent to the board are sent through the COO (whom I referred to as my boss at the opening of this question). Technically speaking, she is not my boss because my division doesn’t report to her. The division reports to an oversight committee on the board.
If my proposal is accepted by the board, the COO will lose a couple of dozen members across multiple departments, so I expect her to object strongly to this idea. If I send a copy of the letter only to her, I expect her to find all sorts of reasons not to send it up to the board.
I know this sounds a lot like a power grab on my part (believe me, it’s not). People working in my division are unhappy about having two masters (the division and their “home” department) and it’s getting to the point where their productivity is being compromised by all these departmental obligations which in reality are just administrivia. One person has already left the organization because of this situation, and I expect more exits unless the issue is addressed.
Under other circumstances, I would just simply write a letter to the oversight committee since the division reports to them, but it’s not the way things are done here (and I am cringing as I write that line because it sounds so much like a cop out). Letters to the board have to go through the COO.
So I’m hoping that there’s a guideline in an etiquette text somewhere that says it’s okay to directly send copies of a letter to all addressees, even if the letter is addressed to an primary party through a secondary party. If I can find something like that, I can send my letter and point to that etiquette text as my basis.
Does this additional context help…?