memos - communication

8/4/2019 Memos - Communication

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MEMO

Presented by:

Sameena B

I Semester MBA


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Amemorandum or memo is a document or other

communication that aids the memory by recording eventsor observations on a topic, such as may be used in a

business office.

Business memos are a piece of interoffice correspondence

sent between employees in a company or betweencompany subsidiaries to transmit ideas, decisions,requests or announcements

A memo is meant to inform, to persuade and above all tocommunicate to satisfy the readers needs and thewriters purpose.

A memo can be one of the most versatile, efficient ways tocommunicate within an office or among office branches.


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Written words v/s Spoken words

You have an oppurtunity to think through your message.

The reader can consider your message at leisure.

You can supplement your written message withdiagrams, charts, illustrations and other materials.

Written messages can be filed away for the record.


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When to send a memo When you need to reach many people with the

same message

When you have regular reports to send to thesame people

When you want to summarize or emphasizeinformation that can be useful to your readers

When you wish to send personal messages toindividuals or groups

When you want to stimulate thinking or action inindividuals or groups


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When not to send a memo When person to person communication servesyour purpose better

When you have nothing pertinent to say When your emotions are running too high

When you have more important duties

When broad-based criticism is unwarranted


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Common Business Memos

Policy memo

Notice- of -change memo Inquiry memo

Update memo


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Steps in memo writing

Preparation- Answer the four key questions.what is the purpose or point of this message?

who is the audience?what is the scope and meaning of my message?what action or response do I want from thereader?

- Conduct background research and decide whowill receive copies- Organize the data and select appropriate structure


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Writing- Write the first draft

- Select any attachments or illustrations

Review

- Edit and revise draft for clarity, accuracy,

brevity.

- Check for errors in grammar, spelling, facts,and so on

- Make final check of distribution list


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Format Problem solving format

Cause and Effect format

Functional format Chronological format

Question and Answer format

Reporting format


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Formulas

Inverted pyramid

Main Point

Diamond Sequence

Main Point


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Format


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Memo Mistakes

The telegram writer

The scrawler The windbag

The tease


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memos - communication

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