Docstoc

Routine Memos and Emails

Document Sample
Routine Memos and Emails Powered By Docstoc
					Routine Memos and Emails


  Communication on the Fly
What does a well-written email or
memo get you?
 Easy, quick communication—if it’s
  clear!
 Effective attainment of goals—if it’s
  well-written!
 A higher profile in your company/field
 A professional reputation, with all
  that this entails
Individuals identified as competent,
professional writers are noticed and
rewarded; most often, they are the
ones promoted into management
positions. (Guffy & Nagle 2003, p.97)
When do you use these formats?
 When information is non-sensitive
 When the purpose is informative, not
  persuasive
OK, which one?
Emails:                Memos:
 Quick                • Slow
 Comparatively        • Comparatively
  informal               formal
 Ephemeral            • Leave a permanent
 Resource efficient     record
                       • Use more
                         resources
OK, but Which One?!
 If you’re in a company’s structure, follow
  the company habits.
 If you’re on your own, think about how
  formal things need to be, and whether you
  need a permanent record.
 Remember that Memos often seem more
  formal because they are concrete; they can
  indicate an increased level of importance.
Strategies for Success
   Prewrite
   Write
   Rewrite
   Get something back
Prewrite
 Who are you addressing
 What are you talking about
 Why do you need your addressee to
   think about this now
 How do you need this topic addressed
 When do you need an answer
! Make notes for yourself before you
   start!
Write
 Your draft is just this: a draft. Never
  expect to get it right the first time.
 Don’t let grammar stop you
 Try to organize, but let the ideas flow
Rewrite
 This is the most important and most
  time-consuming step
 Don’t trust your spellchecker
 Check for appearance (white space),
  organization, and grammar as well!
Ask for something back
 Formulate the email as a list of
  questions, or
 Ask a single question at the end, or
 Ask for a response

 Always give a date, if possible
Guidelines
 One Page Only
 Use formatting to clarify the
  message: bullets and lists rather than
  paragraphs
 Remember to include white space
 Do use spellcheck—just don’t rely on
  it to do proofreading for you
Front Load: Direct Pattern
 Make good use of the subject line
 Make sure the opening paragraph
  outlines the content and its
  importance
 Use the Direct Format unless you are
  making a request that may meet with
  resistance
 Use concise, active language

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:10
posted:10/13/2011
language:English
pages:14