Memos

1. Memos • Objectives • Differences Among Memos, Letters, and E-mail • Criteria for Writing Successful Memos • Process • Criteria for Effective Technical Writing

2. Objectives of Memos • Written and read only within a company • Represent a component of your interpersonal communication skills within your work environment

3. Memos vs. Letters and E-mail

4. Criteria for Successful Memos • Subject Line • The beginning of the memo • Typed in all CAPS • Gives the topic (the what) plus a focus (the what about the what) • More than one word

5. Criteria for Successful Memos Although the topic stays the same, the focus changes and clarifies the actual subject matter of the memo.

6. Criteria for Successful Memos • Introduction • One or two clear introductory sentences which tell your readers what you want and why you’re writing • In the third of our series of quality control meetings this quarter, I’d like to get together again to determine if improvements have been made.

7. Criteria for Successful Memos • Discussion • Respond to the reporter’s questions (who, what, when , why, where, how) • Apply highlighting techniques • Itemization • White space • Boldface type • Headings • Columns • Graphics

8. Criteria for Successful Memos • Conclusion • Complimentary close • Motivates readers and leaves them happy • If our quarterly sales continue to improve at this rate, we will double our sales expectations by 2000. Congratulations! • Directive close • Tells your readers exactly what you want them to do next or what your plans are (dated action) • Next Wednesday (12/22/00), Mr. Jones will provide each of you a timetable of events and a summary of accomplishments.

9. Criteria for Successful Memos • Audience • Memos average six readers. • May use more acronyms and internal abbreviations. • Provide parenthetical definitions if your usage differs from what most people will assume. CIA (cash in advance) not Central Intelligence Agency

10. Criteria for Successful Memos • Style • Use simple words, readable sentences, specific detail, and highlighting techniques. • Strive for an informal, friendly tone. • Reflects your interpersonal communication skills. • Tone is achieved through audience involvement (you usage), contractions, and positive words.

11. Writing the Memo • Prewrite and review your prewriting. • Determine your focus. • Clarify your audience. • Review memo criteria. • Organize your ideas. • Write the draft.

12. Writing the Memo • Rewriting • Add new detail for clarity • Delete dead words and phrases for conciseness • Simplify words and phrases • Move information from top to bottom or bottom to top for emphasis • Reformat using highlighting techniques • Enhance the tone and style of the memo • Correct for accuracy • Avoid sexist language

13. Effective Memo Checklist • Have you used the correct memo format? • Is your subject line correct? • Does your introduction tell why you are writing and what you are writing about? • Does the body explain exactly what you want to say? • Does the conclusion tell what’s next and provide a close?

14. Effective Memo Checklist • Is your page layout reader friendly? • Is your writing style concise? • Is your writing clear? • Do you answer reporter’s questions? • Do you avoid vague words such as some, several, many, few? • Have you written appropriately to your audience? • Are errors eliminated?

15. Criteria for Effective Technical Writing • Clarity • Conciseness • Accessibility • Audience Recognition • Audience Involvement • Accuracy