Lecture 5: Lecture 5: Writing Effective Business MemosWriting Effective Business Memos

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Writing Effective Business MemosWriting Effective Business Memos

I. Three -part memo structure

A. HeadingB. Structure of the messageC. Say it in one page

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II. Psychological considerations on writing memos

A. Managing memos to respect your colleagues’ territory

B. Managing memos to protect your own territory

III. Survival techniques for the novice memo writer (Neman & Smythe, 1992, pp. 148 - 149)

Writing Effective Business MemosWriting Effective Business Memos

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Writing Effective Business MemosWriting Effective Business Memos

IV. Strategies for writing business memos

A. Ask yourself what you are trying to accomplish

B. Should always carry a schedule for actionC. Be brief; simple; clear; specific and precise

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Three-part Memo StructureThree-part Memo Structure

Heading To: Name, (title), and department of addressee From: Name, (title), and department Subject: (Headline) -- to expedite the reader’s

initial understanding• Ex: A Low-Cost Way to Reduce Energy Use • Ex: The Effectiveness of Reducing Building

Temperatures on Weekends Date

Example 1 Example 2

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Three-part Memo Structure (cont’d)Three-part Memo Structure (cont’d) Structure of the message

Provide a brief statement to orient your reader to the purpose of your memo

Quickly set out the point Conclude your memo by describing the “next step”,

including date(s)

Say it in one page (P & G) The one-page form dispenses with the

nonessential and concentrates on the action points

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Structure of the MessageStructure of the Message

Orient your reader to the purpose of your memo:

As promised, I am returning the XYZ marketing plan draft with comments.

Attached, as you requested, is a revised production schedule for the frozen-carrot-juice carton hangtags.

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Structure of the Message (cont’d)Structure of the Message (cont’d)

Quickly set out the point of your memo:

As discussed, we will convene a meeting in Atlanta on Thursday, April 15 to discuss the year 2005 strategic plan.

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Structure of the Message (cont’d)Structure of the Message (cont’d)

Conclude your memo by describing the “next step”, including date(s):

I would very much appreciate your getting it to me by Thursday, December 7, so I can --

It would be helpful if your review of the draft could be back in my office by Friday, March 15, so I can incorporate your comments and those from the packaging firm in the final plan draft.

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Psychological ConsiderationsPsychological ConsiderationsManaging memos to:

Respect your colleagues’ territory

Limit your recommendations to your own turf

Send a copy to the person who is supposed to be involved

Give credit Do NOT overstep your authority

Protect your own territory

Cover your posterior Leave a paper trail Chronicle your work and file Record oral agreements Confirm telephone conversations

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Respect Your Colleagues’ TerritoryRespect Your Colleagues’ Territory

Limit your recommendations to your own turfBe sure you advise and recommend strictly: on the basis of your own knowledge and

responsibility. only on that part of the problem you have been

asked to address. EX: DO NOT make a technical recommendation

on a tax matter if you are in marketing.

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Respect Your Colleagues’ Territory Respect Your Colleagues’ Territory (cont’d)(cont’d)

Send a copy to the person who is supposed to be involved

This step is a necessary courtesy. If you have to touch on the subject matter of someone else’s department, send a copy of your memo to the person responsible.

Give credit

Acknowledge any help you have had in making your recommendation or formulating your strategy.

EX:EX: …Jim and Woody, in Insurance, kindly provided the attached tables...

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Respect Your Colleagues’ Territory Respect Your Colleagues’ Territory (cont’d)(cont’d)

Do NOT overstep your authority

EX:EX: …Gary would like the Human Resources managers to send out their letters before the press bulletin is released on Monday.

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Protect Your Own TerritoryProtect Your Own Territory

Cover your posterior

What goes around comes around. The ground rule for “saving your bacon” is to save

someone else’s when you have a chance. Do NOT embarrass anyone -- deliberately or inadvertently.

Leave a paper trail

Writing a memo provides evidence of the actions taken on a given project. Such a trail not only creates a record of historical and legal value, but can also protect you if the need arises.

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Protect Your Own Territory (cont’d)Protect Your Own Territory (cont’d)

Chronicle your work and file

For each major project keep a file, including copies of memos and dated copies of all the written work you have generated for the project.

EX: Portfolio

Record oral agreements

After a meeting or discussion, write down your understanding of what you agreed to do and send it as a memo to the person(s) involved. Such confirmation memos help avoid misunderstandings.

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Protect Your Own Territory (cont’d)Protect Your Own Territory (cont’d)

Confirm telephone conversations

After a telephone conversation, you are well advised to follow up and confirm key calls with a written memo.

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More Survival Techniques for the More Survival Techniques for the Novice Memo WriterNovice Memo Writer

Avoid remarks that may cause strong feelings. Avoid embarrassing. Present each situation in the best possible light. Keep your ears open. When you’re new, find a comfortable, helpful, experienced co-worker to

act as your mentor. Until you are experienced, don’t send any memo that your supervisor

has not seen before its dispatch. Even after you have experience, give your supervisor the opportunity to

approve - or at least to be informed about - your actions or recommendations whenever the topic is potentially sensitive.

The higher in the hierarchy the source of a directive to you is, the higher the priority for the work, and the sooner the deadline for your memo.

(See Supplementary Reading for details)Source: Neman, B., & Smythe, S. (1992). Writing effectively in business. New York: HarperCollins.

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~ The End ~