MEMO

1. Write a memo based on this situation:

You are a team leader who notices that there has been poor teamwork spirit displayed by many team members.

3. Share your memo with other groups

Written Communication: MEMO(S)

What are memos?

Written Communication: MEMO(S)

One of the 3 regular channels of communication in an organization (besides face-to-face and telephone conversation)

Brief written communications circulated within an organization

The most commonly use –can reach wider audience

Not only facilitate communication but help officers make decisions (e.g?)or even solve problems (e.g?)

Written Communication: MEMO(S)

Classification and Purpose1. Documentary2. Congratulatory3. Disciplinary

Written Communication: MEMO(S)

Documentary Memos- Mainly used to convey informatione.g. to remind, to announce, to explain, to give instruction, etc.

Written Communication: MEMO(S)

Congratulatory Memos- To give credit to employeese.g. getting ISO/MQA certification

job well done in convocation ceremony

Written Communication: MEMO(S)

Disciplinary Memos- to serve as severe warning/other punishmente.g. officers accepting bribe

Written Communication: MEMO(S)

Structure and layout (pp442-448)- 5 main segments with 2 optional ones

1. Heading segment2. Opening segment / Introduction3. Discussion segment(s) / Details &

Response4. Closing segment /Conclusion5. Signature segment6. Necessary attachments segment7. Distribution segment

Constituents of effective writing

7 Cs

Written Communication: Constituents of Effective Writing

Constituents of Effective Writing: The seven C’s of effective communication

1. Clarity- Choose precise, concrete, and

familiar word- Construct effective sentence and

paragraphe.g. use destroy instead of annihilate,

use outdated not antiquated, use verify instead of corroborate

Cont’d

Original: My basic fundamentals of physics are not clear.

Revised: My fundamentals of physics are not clear.

Original: At the present time, I am training two engineers.

Revised: I am training two engineers.

While some may disagree, elective caesarean section should not be the primary choice among pregnant woman in giving birth

2. Conciseness – no redundancy

Written Communication: Constituents of Effective Writing

3. Correctness- Use the right level of language- Check accuracy of figures,

facts, and words- Maintain acceptable writing

mechanics4. Completeness

- Provide all necessary information

- Answer all questions asked- Give something extra, when

desirable

Written Communication: Constituents of Effective Writing

5. Courtesy - Be sincerely tactful, thoughtful, and appreciative- Use expressions that show respect- Choose nondiscriminatory expressions

6. Consideration- Focus on ‘you’ instead of ‘I’ or ‘we’ (YOU ATTITUDE)- Show audience benefit or interest in the receiver- Emphasize positive, pleasant facts

Written Communication: Constituents of Effective Writing

7. Concreteness- Use specific facts and figures- Put action in your verb- Choose vivid, image building words

Example: Furniture = an arm chair Good attendance record= 100%

attendance record In the near future= by Thursday

afternoon The majority= 85 %

Written Communication: Constituents of Effective Writing

Remember: Choose short and familiar words

instead of long and unfamiliar words. Choose concrete and specific words,

not long and unfamiliar words Use acronyms carefully Avoid cliches (overly used

words/phrases such as first and foremost, in a nutshell, etc)

Written Communication: Constituents of Effective Writing

Avoid excessive use of jargon (maturity date=final payment date)

Avoid foreign words and phrases (raison d’etre=the most important reason to exist, bona fide=in good faith)

Avoid redundancy and circumlocution

Avoid discriminatory writing

Discriminatory Against race, gender, religion,

physical ability, etc. A sentence such as ‘A student in CTS

does his homework well before coming to class’. Shows gender bias, considering that CTS is a co-educational department.

The use of masculine pronouns can be eliminated in 3 ways:

1. Rewording the sentence: ‘A student in CTS does the assigned homework well before coming to class.’

2. By making a dual reference: ‘A student in CTS does his or her homework …’

3. By making the reference plural ‘Students in CTS do their homework …

Note: To get good mark in your exam, you have to have excellent tone Very polite to persuasive Very concise with complete information Very considerate with maximum use of

“you/we attitude” OR focusing on the action rather than the ‘doer’

Correct grammar

Activities

1. Discuss You attitude & Tone2. Write a memo on re-

carpeting your office3. Sample answer 4. What’s the difference

between “You attitude” and positive tone

The end

Thank you

Activities

1. Discuss You attitude2. Assemble memo “puzzle”3. Sample memo4. What’s the difference

between “You attitude” and positive tone