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Memos and E-mail

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					Memos and E-mail
Unit 1: Communications
The Purpose of Memos
   Memos have a twofold purpose:
    ◦ they bring attention to problems; and
    ◦ they solve problems.
   They accomplish their goals by informing
    the reader about new information like
    policy changes, price increases, or by
    persuading the reader to take an action,
    such as attend a meeting, or change a
    current production procedure.
Memo Parts
 Header: 1/8 of the memo
 Opening, Context and Task: 1/4 of the
  memo
 Summary, Discussion Segment: 1/2 of the
  memo
 Closing Segment, Necessary Attachments:
  1/8 of the memo
Header
   Heading
    ◦   TO: - to whom the memo is written
    ◦   FROM: - who the memo is from
    ◦   DATE: - current date of memo
    ◦   SUBJECT: - precise, short point of memo
Opening, Context and Tasks
   Opening
    ◦ a brief overview of what the memo will be
      about.
    ◦ Context
      the event, circumstance, or background of the
       problem you are solving.
    ◦ Task
      describe what you are doing to help solve the
       problem.
      "To determine the best method of promoting the new fall line, I will....“
Summary and Discussion
   Summary
    ◦ If your memo is longer than a page, you may
      want to include a separate summary segment.
    ◦ Discussion
      The discussion segments are the longest portions
       of the memo, and are the parts in which you include
       all the details that support your ideas.
Closing and Attachments
   Closing
    ◦ After the reader has absorbed all of your
      information, you want to close with a
      courteous ending that states what action you
      want your reader to take.
    ◦ Necessary Attachments
      Make sure you document your findings or provide
       detailed information whenever necessary.
    Reminders when Writing Memos
   A Memo is intended to be a “very” direct means of
    communication
   It is most often used by an employee or member of a business or
    organization to write to another employee or member of that
    business or organization.
   Memos are used to communicate company policy or
    organizational information to many people in a group or at a
    location
   A top page margin of 2” is recommended
   It should have a margin of at least one inch on all remaining edges
   It is always written on 8½"x11" (or metric equivalent) unlined
    stationery
   Many business and organizations have standardized memorandum
    stationary that already contains the organization logo
Memo Spacing
 2” top margin
 Each of the four headings are DS (double
  spaced) and keyed in all caps followed by
  a colon (:)
 After the colon, the Tab key is pressed to
  line up the text that follows
E-mail Netiquette
 Mind Your Manners: Think of the basic rules
  you learned growing up, like saying please and
  thank you.
 Watch Your Tone: Merriam-Webster defines
  tone as an "accent or inflection expressive of a
  mood or emotion."
 Be Concise: Get to the point of your email as
  quickly as possible.
 Be Professional: This means, stay away from
  abbreviations and don't use emoticons (those
  little smiley faces).
E-mail Netiquette
 Use Correct Spelling and Proper
  Grammar: Use a dictionary or a spell checker
  — whichever works better for you.
 Ask Before You Send an Attachment:
  Because of computer viruses, many people
  won't open attachments unless they know the
  sender.
 Wait to Fill in the "TO" Email Address:
  Make sure you are completely through proofing
  your email and you are sure that it is exactly
  the way that you want it.
E-mail at Work
 Personal e-mail usually not allowed at work
 Be careful what you write in an e-mail
 E-mail may be forwarded by mistake
 Have a long life even after deleted
 E-mail use in the workplace is convenient an
  economical
 Court Rules Against Work e-mail Snooping
    ◦ http://www.cbsnews.com/stories/2008/06/19/tech
      /main4195970.shtml

				
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posted:3/24/2012
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