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Mastering memo writing is crucial for effective communication in any organization. This guide emphasizes brevity and precision, addressing key topics such as knowing your audience, engaging in clear writing, using straightforward language, and organizing your information effectively. Understanding your principal's needs and presenting concise, relevant information while avoiding jargon and complex phrases is essential. Proper organization of your memo will enhance clarity, credibility, and the impact of your message, ultimately reflecting your professionalism as an advisor.
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ADM 612 – Leadership Lecture 22 – Memo Writing
Introduction • A memo is a relatively short, written document. • Memos address specific people or groups for the purpose of recording an agreement, transmitting information, making a case, or enabling action.
Introduction • Brevity is essential. • Memos are precision tools. • Four topics. • Know your audience or principal. • Getting engaged in writing. • Using language. • Organizing the final product.
Know Your Principal or Audience • Who is the audience for your memo? • What do they need to know? • Know the position of your readers and their responsibilities, constraints, and pressures. • How much and what type of information. • Accurate and relevant information. • Bad news as well as the good. • Honest and realistic alternatives. • Lay out reasons for recommending a course of action.
Know Your Principal or Audience • How should you present the information to them? • All information with economy and clarity. • Judicious use of headings and bullets.
How to Get Engaged in Serious Writing • Writing is difficult, frustrating work. • Writing requires practice. • You need an explicit system for getting started and finished. The system is not important as the fact you have one. • If you have difficulty, get help.
Using the Language • Simplicity. • Straightforward sentence structure. • Subject, verb, object. • Who is the actor? What action is the actor performing? On what or whom is the actor acting?
Using the Language • Clarity. • Choosing the right word. • Avoid complex phrases. • Avoid technical jargon.
Using the Language • Clearly assign action and responsibility. • Avoid passive sentences. • Correctness in grammar, spelling, and punctuation. • Do not rely on spell check or tgrammar checker exclusively.
Organization and Argument • Tell them what you are going to tell them (introduction), tell them what you told them (body), and tell them what you told them (conclusion).
Organization and Argument • Putting the important things up front (journalism). • Make the transition from one step of the argument to the next clearly. • Use a clear format. • Definition. If necessary, say “x means y.” • Ordering. Logical relationship among topics with a clear set of headings. • Connecting and concluding. Give clear messages about what you have said.
Conclusion • Remember your obligation to yourself, your principal, and the information you are presenting. • A memo communicates.
Conclusion • The quality of your presentation reflects the quality of your own mind and preparation. • Poor writing and presentation destroys your credibility as an advisor.
