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Introduction to the memo

Kimberly Amaya

on 2 March 2013

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Transcript of Memorandums

Timeline 2013 2009 2010 2011 2012 Team 0 + - = 9 8 7 1 2 3 4 5 6 c Analytical Reports These reports evaluate the information to form a conclusion and provide just a bit more meaning to the direct information.

Feasibility Reports
what is the problem? What are the options?
Are these ideas possible? Why?
How will it happen? Cost or time issues?
Pros and cons?

Recommendation Reports
Includes the data, process, specific problem, and solution to a situation.

Justification Reports
"Why should we?" The report preceding the feasibility that states the problem, provides the facts and data of why the problem is a problem and a request for an answer. Usually by a meeting or a reply. How do you use memos at your workplace?

How will you change the way you use memos?

What more can we use memos for? Purpose - Why Write a Memo? Memos are the most popular form of communication in workplaces.
More professional than a quick email.
They are specific and accurate.
Can be either in paper or electronic format; preferably paper.
Can be targeted to how many get the message and to get to the right people. Properties of a Memo For clarity and ease, memos are stamped with the date and easy to read and understand for the targeted readers.

ONE main topic, brief, to the point.
It states what the readers need to know and nothing extra. No superfluous or flowery language. Guidelines If you're going to complain about something, include a solution.
Be nice.

Deciding whether to email or print the memo will depend on the audience and situation. Anything that might seem random should be on paper and in person.

Only instructions should sound bossy, not your information.

Give everyone a copy of their own. Direct & Indirect Be direct. Present your point and then the necessary information.
This is preferred.

Unless you have some odd request, such as asking for a raise, state your case and then your request. Types of Memos Informational Reports
Progress Reports
Periodic Activity Reports
Meeting Minutes
Analytical Reports in Memo Form

Emails resemble memos, but have a slightly different tone. Name of Organization MEMORANDUM (centered or flush left) Memorandum
The Professional Workplace Message Progress Reports To: Name and Title
From: Name and Signature
Date: Very Important
Subject: Basic Idea in very few words Subject Line: Using Book Capitalization, State your topic specifically but briefly Memo Text: Begin with your reason or reference as to what you are writing about. If need be, give a short summary if sending to other people who are not entirely informed of the situation. Only for multiple subtopics. BOLD in order to easily scan. HEADINGS Graphic Highlights If you really need to include visuals. If necessary, which you should avoid, the second page also needs a header, including the recipient and date.
At the end, include the copy, distribution and enclosure notations accordingly. Important for managing various projects and tracking progress. -How's it going? What's the next step?
Can be written daily, weekly, or monthly.
Used to evaluate projects and make decisions. What do we need to stay on track?
Keeps managers informed of any delays or accidents.
Used for clients to inform on how the time and money is being spent. DATES. Reports Periodic Activity Reports
Progress during a specific time frame or for manufacturers who can observe progress over a set of units or quantities.

"Accuracy, clarity, and appropriate detail" are vitally important. Meeting Minutes Record what happened in a meeting and provide copies for all attendees and people who need to be in the loop.

Who held the meeting? Date, time, location? Why?
Who was there?
what was the evaluation of the previous meeting minutes report?
Who said what?
Was anything decided upon?
Who is now doing which part of what project?
Full transcript