Lecture 5: Writing Effective Business Memos

1. Lecture 5: Writing Effective Business Memos

2. Writing Effective Business Memos I. Three -part memo structure A. Heading B. Structure of the message C. Say it in one page

3. Writing Effective Business Memos II. Psychological considerations on writing memos • Managing memos to respect your colleagues’ territory • Managing memos to protect your own territory III. Survival techniques for the novice memo writer (Neman & Smythe, 1992, pp. 148 - 149)

4. Writing 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 action C. Be brief; simple; clear; specific and precise

5. Three-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

6. 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

7. Structure 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.

8. 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.

9. 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.

10. Psychological Considerations Managing memos to:

11. Respect Your Colleagues’ Territory Limit your recommendations to your own turf Be 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.

12. Respect Your Colleagues’ Territory (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: …Jim and Woody, in Insurance, kindly provided the attached tables...

13. Respect Your Colleagues’ Territory (cont’d) Do NOT overstep your authority • EX: …Gary would like the Human Resources managers to send out their letters before the press bulletin is released on Monday.

14. Protect 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.

15. 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.

16. 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.

17. More Survival Techniques for the Novice 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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