ADM 612 – LeadershipADM 612 – Leadership

Lecture 22 – Memo Writing

IntroductionIntroduction

• A memo is a relatively short, written document.

• Memos address specific people or groups for the purpose of recording an agreement, transmitting information, making a case, or enabling action.

• A memo is a relatively short, written document.

• Memos address specific people or groups for the purpose of recording an agreement, transmitting information, making a case, or enabling action.

IntroductionIntroduction

• Brevity is essential.• Memos are precision tools.• Four topics.

– Know your audience or principal.– Getting engaged in writing.– Using language.– Organizing the final product.

• Brevity is essential.• Memos are precision tools.• Four topics.

– Know your audience or principal.– Getting engaged in writing.– Using language.– Organizing the final product.

Know Your Principal or AudienceKnow Your Principal or Audience

• Who is the audience for your memo?• What do they need to know?

– Know the position of your readers and their responsibilities, constraints, and pressures.

– How much and what type of information.• Accurate and relevant information.• Bad news as well as the good.• Honest and realistic alternatives.• Lay out reasons for recommending a course of action.

• Who is the audience for your memo?• What do they need to know?

– Know the position of your readers and their responsibilities, constraints, and pressures.

– How much and what type of information.• Accurate and relevant information.• Bad news as well as the good.• Honest and realistic alternatives.• Lay out reasons for recommending a course of action.

Know Your Principal or AudienceKnow Your Principal or Audience

• How should you present the information to them?

– All information with economy and clarity.– Judicious use of headings and bullets.

• How should you present the information to them?

– All information with economy and clarity.– Judicious use of headings and bullets.

How to Get Engaged in Serious Writing

How to Get Engaged in Serious Writing

• Writing is difficult, frustrating work.• Writing requires practice.• You need an explicit system for getting

started and finished. The system is not important as the fact you have one.

• If you have difficulty, get help.

• Writing is difficult, frustrating work.• Writing requires practice.• You need an explicit system for getting

started and finished. The system is not important as the fact you have one.

• If you have difficulty, get help.

Using the LanguageUsing the Language

• Simplicity.

• Straightforward sentence structure.– Subject, verb, object.– Who is the actor? What action is the actor

performing? On what or whom is the actor acting?

• Simplicity.

• Straightforward sentence structure.– Subject, verb, object.– Who is the actor? What action is the actor

performing? On what or whom is the actor acting?

Using the LanguageUsing the Language

• Clarity.– Choosing the right word.– Avoid complex phrases.– Avoid technical jargon.

• Clarity.– Choosing the right word.– Avoid complex phrases.– Avoid technical jargon.

Using the LanguageUsing the Language

• Clearly assign action and responsibility.– Avoid passive sentences.

• Correctness in grammar, spelling, and punctuation.

– Do not rely on spell check or tgrammar checker exclusively.

• Clearly assign action and responsibility.– Avoid passive sentences.

• Correctness in grammar, spelling, and punctuation.

– Do not rely on spell check or tgrammar checker exclusively.

Organization and ArgumentOrganization and Argument

• Tell them what you are going to tell them (introduction), tell them what you told them (body), and tell them what you told them (conclusion).

• Tell them what you are going to tell them (introduction), tell them what you told them (body), and tell them what you told them (conclusion).

Organization and ArgumentOrganization and Argument

• Putting the important things up front (journalism).• Make the transition from one step of the argument

to the next clearly.• Use a clear format.

– Definition. If necessary, say “x means y.”– Ordering. Logical relationship among topics with a clear

set of headings.– Connecting and concluding. Give clear messages about

what you have said.

• Putting the important things up front (journalism).• Make the transition from one step of the argument

to the next clearly.• Use a clear format.

– Definition. If necessary, say “x means y.”– Ordering. Logical relationship among topics with a clear

set of headings.– Connecting and concluding. Give clear messages about

what you have said.

ConclusionConclusion

• Remember your obligation to yourself, your principal, and the information you are presenting.

• A memo communicates.

• Remember your obligation to yourself, your principal, and the information you are presenting.

• A memo communicates.

ConclusionConclusion

• The quality of your presentation reflects the quality of your own mind and preparation.

• Poor writing and presentation destroys your credibility as an advisor.

• The quality of your presentation reflects the quality of your own mind and preparation.

• Poor writing and presentation destroys your credibility as an advisor.