Presentation on theme: "Lecture 21 Professional Communication"— Presentation transcript:
1Lecture 21 Professional Communication Memorandum Writing
2Summary What is an email? Techniques to write effective emails When to useEffective Subject LinesContent and StyleFormatSignaturesProfessionalismetiquettes
3What is Memorandum?Memorandum is a written correspondence only within company.Its an important mean by which employees communicate with each other.Its an informal report.
4Memorandums are: Less threatening Readily accessible Easy to adapt Used for many purposesCan be for all levels
5What should you know about Business Memos? They . . . are used within an organizationusually are informal in stylenormally function as a non-sensitive communicationare short and to-the-pointhave a business tone / no slang or jokesdo not require a salutation (formal greeting)do not have a complimentary closing as does a business letter (END)have a format very different from a business lettermay address one person or a group of individuals
8Basic Elements of Memorandum Format Date:To:From:Subject:Memo Report:Names of receivers:
9Memo Sample College of Business Administration Business Communication MemorandumDate: September 10, 2007To: CBA StudentsFrom: Dale CoattailSunject: How to Write a MemoYour instructor has asked you to write a memo, which is the most common form of written communication in business. In order to perform this task successfully, you should conform to general business standards of content, format, structure and language use. Regarding Content, the first rule of writing a good memo is "Get to the point!" The second rule is "Know what your purpose is." Before you start writing, be sure that you know what your "answer" is to the boss's or colleague's question. Don't include all your thinking in the memo. While several pages of thinking might get written as you come up with the answer, the memo includes only the answer. Citations, financials, or justifications that must be available to the reader can be added as appendices or written as a separate, formal report. The memo should include only those ideas that are required for the reader's action or decision.Format This memo is an example of memo format. Note especially the routing information, the use of headings, and the single spaced block paragraphs. If your memo looks like a memo, there's a better chance a business reader will take your ideas seriously. If you are working in a CBA lab, the easiest way to duplicate the proper memo format is to use a template. (Select "new" from the File MENU and select the "memo" tab on the dialogue box.) Structure The typical memo is only 2 or 3 paragraphs and fits on one page. The first paragraph summarizes the gist of the whole memo, then the main points are covered in the same order they were previewed. Again, this memo provides an example of the typical structure.Language Use A memo is often less formal than a letter, but should still be written with a businesslike tone. You can be friendly, but not cute. Your professional image depends on perfect spelling and grammar, but you can usually get away with a few "down home" expressions. Edit for wordiness and get directly to the point. Use language to communicate your ideas effectively and efficiently. (END)cc: Your InstructorHeadings w/ routing informationExecutive Summary or IntroductionStart the Body / Body HeadingsSpecial note
10Guidelines for writing Memos Place DATE, TO, FROM, SUBECT at left hand marginPlace DATE to the right (optional)Follow each item with a colonLace names of people below the messageName the contents in subject lineSignature must occur at right of your typed name
13Writing Memo Writing Process Review your Pre-writing Determine your focus (topic sentence)Clarify your audienceReview memo criteria (what a memo entails)Organize your ideas (Chronology)Write the draft
14Re-writing Memo Writing Process Add new detail for clarity (5 W’s) Delete dead words/phrases (conciseness)Simplify words/phrasesMove information from top to bottom/bottom to up
15Types of Memos Student Written Memo Professionally Written Memo Professionally Written Compare-and-Contrast MemoProfessionally Written Problem-Solution Memo
16Lets Practice one!A major project is being introduced at work. Write a Directive Memo, as a Director, informing your work team of their individual work and responsibilities. Your team comprises Marketing Manager, Assistant Manager, Finance Officer and Field Officer.
18Destination Memos Letters E-mail Internal Correspondence written to colleagues within a companyLettersExternalCorrespondence written outside the businessInternal or externalCorrespondence written to personal friends as well as business associates
19Format Memos Letters E-mail Identification lines include: Includes: DateToFromSubjectThe message followsLettersIncludes:Letter-head addressReader's addressSalutationTextComplimentary closeSignaturesFrom (writer’s name, and address)Sent (date of transmission)To (reader's name and address)
20Audience Memos Letters E-mail Generally high-tech or low-tech Mostly business colleaguesLettersGenerally low-tech and lay readersSuch as vendors and clientsGenerally multiple readers with various levels of knowledgeCould include instructorsCompany supervisorsSubordinates as well as family and friends
21Topic Memos Letters E-mail Generally high-tech to low-tech; abbreviations and acronym often allowedLettersGenerally low-tech to lay; abbreviations and acronyms usually definedA wide range of diverse topics determined by audience
22Tone Memos Letters E-mail Informal Peer audience More formal Audience of vendors and clientsUsually informalDue to the “conversational” nature of electronic communication
23Attachments or Enclosures MemosHard-copy attachments can be stapled to memoComplimentary copies can be sent to other readersLettersAdditional information can be enclosed within the envelopeComputer filesActive links and downable graphics can be attached
24Structure Memos Letters E-mail Typically 8 ½” * 11” with 1” margins 80 characters per line55 lines per pageLettersTypically one viewable screen with characters per line12-14 lines per screenBeyond these parameters, a reader must scroll
25Security Memos Letters E-mail If the company’s mail delivery is reliable, the memo will be placed in the reader's mailboxSecurity depends on the ethics of co-workers and whether the memo was sent within an envelopeLettersPrivacy laws protect the letter’s contentOnce the reader opens the envelope, he or she sees exactly what the writer wrotesystems, like computer systems, malfunctions from time to timeSent might not arriveThe content can be the same, but the page layout could be differcan be tampered with and/or read by others with access to the system
26Writing a MemoIt’s time for your group to meet again for the final Project (assume that you are the group leader). Write a memo calling the meeting. Provide an agenda.
27Recap What is Memo? Memo Formatting Types of Memos Similarities and Differences between Memo, Letter and