Writing 500

International Student Entry Program

CAPSTONE TEACHING DEMONSTRATIONProvincial Instructor Diploma Program

(PIDP)

Beth Soriano20 March 2011

ENGAGING MEMO WRITING: Mind Mapping and Problem Solving as Tools

A Lecture-Workshop

Learning Outcome: The students will be able to draft a mind map of a topic for a memo writing exercise and appreciate problem solving as a creative part of learning.

Objectives:• Identify the purposes, general parts, and format of a business

memo.• Showcase mind mapping as creative tool for preparing a

memo.• Facilitate accomplishment of the assignment by providing guide

steps for mind mapping and strategies for problem solving.

STEP 1

BREAK EACH SIDE OF THE EGG

STEP 2

Note:If the egg hasn’t popped out, use your fingers to gently separate the shell and membrane from the egg itself.

For students to see and know how looking at two sides of a problematic situation or issue fast tracks problem resolution.

Writing 500: Memos

PURPOSE

1. They bring attention to problems.2. They solve problems.

• Inform reader about new information like policy changes, price increases, etc.

• Persuade the reader to take an action, such as attend a meeting, or change a current production procedure,etc.

Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader.

AUDIENCE

• Ensure that all of the people that the memo is addressed to need to read the memo

• If it is an issue involving only one person, do not send the memo to the entire office.

• Be certain that material is not too sensitive to put in a memo; sometimes the best forms of communication are face-to-face interaction or a phone call.

• Memos are most effectively used when sent to a small to moderate amount of people to communicate company or job objectives.

PARTS OF A MEMO

• Heading 1/8• Opening • Context 1/4 • Task • Summary 1/2 • Discussion• Closing 1/8• Necessary Attachments

PARTS OF A MEMO

HEADING SEGMENT

Address the reader by the correct name and job title

Addressee: Use correct name and job title

Subject: Be specific and

concise

Opening Segment

• Sets the purpose of memoIncludes overview of the ff:• Purpose • Context and Problem• Specific Assignment or Task

Context

• Event, circumstance, background of the problem you are solving

“Through market research and analysis…”

Task Segment

• Describe what you are doing to help solve the problem

If action is requested:“You asked that I look at…”

If you want to explain intentions:“To determine the best method of promoting the new fall line, I will….”

Summary Segment

• Not necessary unless memo is longer than a page

• Brief statement of key recommendations reached

• May include references to methods and sources used in research

Discussion Segments

• Longest portions of the memo

• Include details that support ideas• Begin with most important information• Start with most general info to specific or

supporting facts

Closing Segment

• Close with courteous ending that states what action you want reader to take

“ I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make.”

Necessary Attachments• Lists, graphs, tables,etc.

Refer attachments in memo and add a notation about what is attached

Attached: Focus Groups Results, Jan-March 2011Contributors: Guan Ze, Bruce; Wang, Jamie; Nguyen, QuangSummary

FORMAT

• Follows general guidelines of business writing• Usually a page or two long• Single-spaced• Left justified• Skip a line between sentences to show new paragraphs• Use headings

Let us work on the assignment!

• Think of an organization/institution and a change it might be considering

• Identify a topic and arrange a relevant survey of a small group of consumers

• Write a memo describing your findings• Be ready to display your report in class

MINDMAPPING

• Think of an organization• Identify changes it might be considering• Identify a TOPIC• Choose your small group of respondents• Run a survey• Describe findings in a memo

QUESTIONS• How did you feel as you were

going/observing through the activity?•Would you consider using mind

mapping for your assignments?

MNEMONICS

CHECKLIST OF ACCOMPLISHMENTSLearning Outcome: The students will be able to draft a mind map of a topic for a memo writing exercise and appreciate problem solving as a creative part of learning.

Objectives:• Identify the purposes, general parts and format of a business

memo.• Showcase mind mapping as creative tool for preparing a

memo.• Facilitate accomplishment of the assignment by providing guide

steps for mind mapping and strategies for problem solving.