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Communicating in the office has its own rules of behaviour and one of the most important is to be as brief as possible. This article looks at the best way to write a memo.
What started life in 1433 as a 'memorand' in Britain's Rolls of Parliament, has evolved to become a common business tool.
Office memos are the bane of our workplace existence, whether emailed, posted on the intranet or noticeboard, or hand delivered - but they are necessary.
The written word
To achieve the desired results, everyone from the Chief Executive to the newest recruit should adhere to a few basic rules when writing a memo. Using common sense and keeping it simple and to the point will ensure it is read, and hopefully actioned, immediately:
- If you were the recipient of a long detailed 'memo', how long would it take you to read it?
- If it is more than a page would you read it, or ignore it?
Following the basic rules outlined below will assist you in composing effective inter-office communication:
The message
The message must be at the very beginning, getting right to the heart of the matter. In fact you could make it the 'action point' with the remainder of the memo supporting its significance.
Be Explicit
Leave no doubt in the readers' mind what is to be accomplished. Be very clear.
Watch Language
Use simple language. Keep a conversational tone, as if you were verbally delivering the message. Read it out loud to check this point, asking yourself: is this what you would say if you were delivering the message face to face?
Keep it Simple
Use short simple sentences. The longer the sentence, the more complicated and confusing the message will be. Use one thought in each sentence and keep it clear of jargon and abbreviations.
Shortness counts
Keep your memo to one page. Don't be tempted to get too technical at this stage. Bundle back up data into a separate document. By keeping it short, people are more inclined to read your memo straight away.
Proofread
Edit your memo - check spelling, grammar and intention. Use a thesaurus if necessary so there are no misconceptions.
Protocol and Chain of Command
Ensure the right people receive your memo and the chain of command is respected.
Never use an office memo to criticise another person or department as you could find yourself in an awkward situation. Should you have a problem to solve or a misunderstanding to correct it is better to tackle the situation in a discussion.
Email etiquette
Email communication should be considered in exactly the same way. More than ever nowadays we see electronic communication within the workplace, being the fastest and most reliable way to get your message out and receive responses. Polish and hone your email skills by considering the following etiquette in addition to regular memo manners.
Nothing is Private
Email is not as private as you may think. Even when a message is deleted many software programs and online services can retrieve messages. Before you click 'send' consider what may happen if the message is read by the wrong person or left on the screen before the action is taken.
Attachments
Keep to a minimum. The larger the attachment the longer it takes to download and the more memory it fills on a recipient's computer. Maybe your attached documents could be packaged in a separate delivered document, or even faxed.
PC Literacy
Don't assume everyone has the same level of computer literacy as you have. Your co-workers may not be familiar with certain PC lingo, abbreviations or technical knowledge.
The written word is every bit as powerful as the spoken word. Consider your reader - select the right words while watching the intonation you may create. Keep it simple leaving no room for misunderstandings, misconceptions or mistakes. People must always understand clearly what is expected of them.
by Trish Gray DTM
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