Professional Memo by xiangpeng

VIEWS: 5 PAGES: 13

									Memo
 To:      Steve Benninghoff, Professor of Technical Writing
 From:    Kiana Holloway, Legal Assisting Major
 CC:      Technical Writing Classmates
 Date:    September 12, 2012
 Re:      Process Documentation Memo



 Entering into Legal Assisting as a career of choice means certain skills must be strengthened. The skill
 of technical communication is a necessary skill for adequately conveying information to my audience.
 The process of writing my memo took me down a few roads with each draft. Learning how to give
 information without just listing facts or telling a story was my weakest point. Typically when introducing
 yourself, you give your name and maybe a little background information about yourself. The process of
 thinking about what you will tell goes by quickly in your mind as you think about what you want to say.
 When the communication is written the process is the same, except you re-draft and re-edit repetitively.

 Hopefully this memo will familiarize you with the growth throughout my process.

 Recognizing the Predicament at Hand

 The first draft of my memo was very brief. It didn’t really lack details; it just didn’t contain the right type
 of details. Instead of relating myself and my experiences to the class, I gave a list of hobbies and my
 major. I discovered at the next class session that the contents of the “Intro Memos” were to relate
 experiences, not just backgrounds.

 Relatable Experiences; Not backgrounds

 Just as in the first draft, I gave background information; only this time it was in the form of a short story.
 Even though it was a brief life story, I actually mentioned my writing background. However, not only did
 I forget to relate it to my audience; I failed to relate it to my technical communications class. There
 weren’t any heading to guide the reader nor was there any substantiation to my abilities as a valuable
 team player.

 Formation of a readable Document

 As the objectives became clearer, so did the formation of my third draft. There were clear headings and
 viable experiences however; there still weren’t any clear relatable facts. A story was still being told. Only
 there was formation to it. I gave a list of accomplishments and goals, yet there weren’t any listed
 experiences. I still hadn’t grasped this concept for the introduction thus far. With feedback from my
 classmate, and professor; I was able to see that I was on the right track; I just hadn’t reached the point
 of complete understanding yet. I couldn’t just give background details of my life and then speak on my
 writing. I had to speak of my writing experiences and then relate them to my classmates and the course
 I’m attending.




 1
Finally grasping the point

Marking all of my previous drafts with notes laid out a guideline of what was usable, and what wasn’t.
Taking pieces from all of them, I created my Intro document with the appropriate particulars. Being able
to combine a little background detail with my experiences; creates my argument and lets the warrant
flow easily behind. The statements are easy to read and quick to the point. There aren’t any
unnecessary facts or details to deter the audience. Collaborating ideas from the audience helps create
an easily readable document.

Legal assisting is a career path for those who enjoy research as well as writing. With my previous
experiences in writing, as well as what I have learned thus far this semester is an outstanding
beginning to completing my degree successfully.

In closing, with the application of the skills learned as well as understanding the purpose of writing; I
have successfully understood the meaning of effective communication. Communicating proficiently with
peers and superiors allows a better relationship in the work environment, as well as other interpersonal
environments.




 Page 2
  From       sstockmey@emich.edu
  Sent Tuesday, September 21, 2004 10:53 pm
     To khollowa@emich.edu , steve.benninghoff@emich.edu
     Cc
    Bcc
Subject PDM-Peer Review
When I asked Steve Benninghoff the other day he said that an intro is
not needed because everything is given in at the top of the memo. He
also said that the headings should almost state your claim. They must
be able to capture your attention. Examples are also key. You did a
good job in your paragraphs telling what you have learned.




           Page 3
Memo
 To:      Steve Benninghoff, Professor of Technical Writing
 From:    Kiana Holloway, Legal Assisting Major
 CC:      Technical Writing Classmates
 Date:    September 12, 2012
 Re:      Process Documentation Memo (First Draft)



 Entering into Legal Assisting as a career of choice means certain skills must be strengthened. The skill
 of technical communication is a necessary skill for adequately conveying information to my audience.
 The process of writing my memo took me down a few roads with each draft. Here are the results

 First Draft

 The first draft of my memo was very brief. It lacked details and was missing an archival date. There
 weren’t any clear points as to how technical writing is relatable to my life as well as my classmates. Not
 to mention there wasn’t any real structure to it at all.

 Revision 1

 The first revision read more like a short story than a memo. Again, there was too much emphasis on
 my life, with little detail on my writing experience or training. Not until the end did I mention my writing
 or my goals. Although brief, it still doesn’t relate to my audience.

 Revision 2

 As I began the final draft, I could actually see the different elements coming together. With my problem
 analysis this time, a claim was actually formed and backed up. My background in writing is listed, my
 reasoning for choosing my field of study in relation to my background. With my case stated, a
 relationship between my classmates and I hope fully has been formed.

 In closing, with the application of the skills learned as well as understanding the purpose of writing; I
 have successfully understood the meaning of effective communication.




  Page 4
Memo
 To:     Steve Benninghoff, Professor of Technical Writing
 From:   Kiana Holloway, Legal Assisting Major
 CC:     Technical Writing class 324
 Date:   September 12, 2012
 Re:     Introduction



 Over the past two years, I have concentrated on getting to this point. I am a junior in the College of
 Technology who is majoring in Legal Assisting. There have been several experiences in my life that
 have prepared me this class as well as my field of study. There have been (1) honors English classes,
 (2) persuasive essays, (3) and preparing business presentations. As I prepare for my next courses in
 communications, this class will add to my list of experiences.

 Hopefully my memo will fully help you relate and understand my experiences in studying writing and
 communications.

 The Beginning of my training
 Honors Courses in High School:
 I began high school in an academically prestigious school, where all English courses were honors. The
 very first paper I was assigned, of course was a book report. After completing the book, I gathered my
 notes that I had taken while I read. Then, I grouped them, and made an outline in the order of the way
 the subjects were in the book. Finally, after completing a rough draft, I proofread and typed my final
 report. Learning the proper way to gather facts and group was the first skill learned and mastered to
 help me in my future writing assignments. With information properly in order, the process is done more
 efficiently. Learning these skills allow me to work quickly and proficiently with any assignment I’m given.
 Efficiency is essential in any type of communication.

 Learning to Speak Persuasively
 Composition I & II:
 My introduction to persuasive essays began in composition I. There we learned the basics of
 composing basic persuasive arguments. It wasn’t until my composition II, where the skilled were
 reinforced. After completing all of my background research, and gathering the proper information, I
 began to form a plan. I had to first state my argument. Then, list my reasoning for my argument. After
 completing that, I needed to conclude by connecting all the facts together to warrant my claims. It took
 some time, however I learned how to word my essay in a relative manner. Learning this skill will
 perpetually help me in whatever career I choice I had made. Being able to speak to my audience,
 persuasively yet relatively, allows me to build good will. This is a necessary skill in any technical
 communication situation.

 Introduction to Business:
 The learning experience from my composition classes prepared me for my next writing assignment
 outside of an English environment. Not only did I have to use my writing skills, but also my
 interpersonal skills because it was a team assignment. After effectively dividing up different section of
 the project, we made arrangements to meet periodically with the work we had prepared. At that time,




  Page 5
we trade our work with one of our team mates, and give constructive criticism. Working with a team
allowed me to see my work in a different way, and also work with others on a more personal level.
Conflict resolution and cooperation are skills that were heightened from this situation. This project
taught me to work with others and there differences. Being an effective team player is critically in any
project.

Concluding Essentials:
Communicating effectively involves these skills and more. In any field of study, successfully
corresponding includes 1) relating to your audience and promoting a good will, 2) persuading the
audience in your favor or idea, and 3) and working with others on collaborating assignments. I have
been trained in all of these fields and supplementary skills as well. With successful completion of my
Technical Communication class, they will all be heightened, reinforced, and some new skills will be
introduced.




 Page 6
     What did I learn?

      I learned several things, such as:
   I shouldn’t be telling a story, I am supposed to be detailing and reporting
   The main goal of writing is to establish good will
   Writing a memo isn’t as easy as it seems
   The entire process is a learning experience
   I have to get to the point, and not be too considered with the tiniest detail, I just need to overview briefly


     Problem analysis for PDM

     How can I use the above tips for my memo?




      Page 7
  From       Nastassia ReChe Trench <ntrench@emich.edu>
  Sent Friday, September 17, 2004 2:02 pm
     To steve.benninghoff@emich.edu
     Cc khollowa@emich.edu , ntrench@emich.edu
    Bcc
Subject User Testing Round 2
User: From a memo, I expect elaborate, yet easily comprehensive
information. Nothing should be too drawn out, however, the
   information should be clear and should paint a picture of what the
writer is trying to establish in his/her memo.

Teacher: In this memo, a sufficient amount of background information
was given, which helped support the ideas and goals discussed later on
in the memo. However, certain points made lacked explanation and
clarity. I didn't get the fulfillment of a precise approach to certain
points made in the memorandum. I was able to consume the information,
but consumption was rocky at certain points. The sentence structure,
as well as the degree of description need more attention from the
writer.

Student: This memo clearly expressed the background, accomplishments,
and goals of the writer, as they relate to Technical Communication. I
was able to understand the information and get a good idea of where
this person is headed. A little more detail would make this memo
better.




           Page 8
Memo
 To:     Steve Bennninghoff, Professor of Technical Writing
 From:   Kiana Holloway, College of Technology Student
 CC:     Classmates
 Date:   September 12, 2012
 Re:     Introduction (Revision 2)



 Over the past two years I have been fighting to reach this half-way point. Mr. Benninghoff has
 already established that I talk enough, but if you don’t mind listening, here’s my brief story.

 My name is Kiana Holloway, and I am a 23 year-old junior in the Legal Assisting Program.
 Several things in my life brought me to my career of choice. Here’s a briefing of my writing
 history.

 Background

 I begin my high school career at Renaissance High, which is a school known for its
 academics. I have always excelled in classes requiring research, reports, and projects.
 Anything showing my analytical skills was just for me. There I began taking honors English
 courses. My teacher encouraged me to enter several short story and poetry contests. Even
 though I love to write, I never took her up on her offer. I enjoyed writing everything from
 reports to poems. Even after leaving and attending another high school, I continued with
 honors classes in writing. My background in writing courses makes me a great technical
 writer, however I want to be an exceptional one.

 Accomplishments

 Before attending high school, I received a 650 on my verbal part. While in high school, I
 received nothing less than an A+ on all writing assignments. While Attending Oakland
 Community College, all my writing grades were exceptionally high as well as my research
 done for each project. I set high standards for myself, and pay close attention to detail.
 Anyone working with me will know that all tasks will be completed efficiently, and on time.

 Goals

 I have already had a passion for reading and research. I also knew that a monotonous career
 of doing the same thing day in and out wasn’t me. I needed something that changed often.
 After reading the job description, I felt like I had been preparing my whole life for it. Every
 element of the Legal Assisting Program appeals to me. Within the next two years, I plan to
 graduate with honors and set my sights on making a career for myself. Hopefully I can return
 to obtain the graduates certificate for legal assistants. So if anyone knows a good lawyer, tell
 him to give me a call in a year!




  Page 9
  From      rprince@emich.edu
  Sent Monday, September 13, 2004 1:40 pm
    To khollowa@emich.edu
    Cc steve.benninghoff@emich.edu
   Bcc
Subject intro memo user test feedback
There:
-Alot of background information on where she came from as a student and
the life struggles that she went through and endured.
-She gave her goal towards the very end of the memo, but it is there.

Not there:
-There isn't a very clear overview on the problem at hand.
         1) She describes incidents that may have slowed her down a
bit, but there isnt a problem at this current time in her memo.
          2) Because there really isn't a problem announced, she has
no way of describing how she can solve a problem and why the problem
needs to be fixed.
          3)Hopefully this can help: Maybe you can start of with
your goal of becoming a legal assistant, give reasons why, the problem
and or struggles that can come about , and then the way you can solve
the problems and reach your goal as a legal assistant. You may also
what to give positive feedback to the reader convincing them that you
will reach your goal.




          Page 10
Memo
 To:      Steve Bennninghoff, Professor of Technical Writing
 From:    Kiana Holloway, College of Technology Student
 CC:      Classmates
 Date:    September 12, 2012
 Re:      Introduction (Revision 1)




 Over the past two years I have been fighting to reach this half-way point. Mr. Benninghoff
 has already established that I talk enough, but if you don’t mind listening, here’s my brief
 story.

 My name is Kiana Holloway, and I am a 23 year-old junior in the Legal Assisting Program. I
 have only one sibling, my brother Kyle, who is ten years my junior. I’m sure you don’t want
 my life’s story, so here’s starting from my high school years until now.

 I begin my high school career at Renaissance High, which is a school known for its
 academics. After two years, I decided I was tired of homework and wanted to rebel against
 school. I knew I would have to transfer schools due to a house fire, so I convinced my mom
 to let me transfer to Mumford High. There, I became what my counselor called a “part-time”
 student. I continued this way through to my senior year. When graduation came around, I
 was five credits short of my diploma. So instead of going to summer school, I took my GED.
 With my score, I was I able to receive my five credits and graduate.

 I played around for another year without seriously thinking about school. Then I had a
 serious car accident. Being near death can really make you see your wrongs in life. Not even
 being able to walk fully, I enrolled in classes at Oakland Community College. I jumped back
 into school receiving a 4.0 on my first report card. Just as I was taking one step forward, I
 took two steps back. I went on partying for another year until I met my current significant
 other and my life changed for the better. (And so did his!)

 Three years later, I have graduated from O.C.C. summa cum laude with my Associates in
 Business, done a little traveling and I feel I’m a better person for doing so. Knowing myself
 better allowed me to pick a career that shows me.

 I have already had a passion for reading and research. I also knew that a monotonous career
 of doing the same thing day in and out wasn’t me. I needed something that changed often.
 After reading the job description, I felt like I had been preparing my whole life for. All through
 my high school years I took honors English classes. I have always excelled in classes
 requiring research, reports, and projects. Anything showing my analytical skills was just for
 me.




  Page 11
Every element of the Legal Assisting Program appeals to me. Within the next two years, I
plan to graduate with honors and set my sights on making a career for myself. So if anyone
knows a good lawyer, tell him to give me a call in a year!




 Page 12
Memorandum


To: Steve Benninghoff, Professor of Technical Communications
From: Kiana Holloway, Junior Student
Re: Introduction to classmates
Cc: Classmates


Over the past two years, I have been fighting to reach this half way point. I’m a junior
majoring in Legal Assisting, and I’m thinking about a minor in Criminology. I graduated from
O.C.C. with an Associate’s Degree in Business with Honors. Easterns Legal Assisting
program is why I transferred.
                   rd
I’ve just had my 23 birthday and celebrated quite well. I have several hobbies, and most of
them suite my field of study. They are reading, writing, cooking and researching new topics.
James Patterson is one of my favorite authors.

In closing, I am looking forward to my years at Eastern, and can’t wait to start my career.




 Page 13

								
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