For your Management Memo, please discuss how a more thorough understanding of communicating in organizations, managerial communication, and communication and strategy can continue to inform our approach to conducting business more capably. Information on all these subjects may be found in Chapters 1-2.
Specifically, address how these concepts could be more adequately harnessed by leadership in order to increase employee effectiveness and strengthen company culture.
MEMO WRITING GUIDANCE
Although formats and references vary, most texts recommends a very specific format for memos: an Introduction, Body (findings), Close format sometimes called a Benefits, Analysis, Action Item format.
The following links also outline guidance:
The first link above suggests the following format (Note: I have put in BOLD those elements that your memo should include):
I’m writing to inform you that [reason for writing memo].
As our company continues to grow … [evidence or reason to support your opening paragraph].
Please let me know if you have any questions. In the meantime, I’d appreciate your cooperation as [official business information] takes place.
In the first paragraph, you’ll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, “I’m writing to inform you … ” or “I’m writing to request … “. A memo is meant to be short, clear, and to-the-point. You’ll want to deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into more detail.
In the second paragraph, you’ll want to provide context or supporting evidence. For instance, let’s say your memo is informing the company of an internal re-organization. If this is the case, paragraph two should say something like, “As our company continues to grow, we’ve decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals.”
In the third paragraph, you’ll want to include your specific request of each employee — if you’re planning a team outing, this is the space you’d include, “Please RSVP with dietary restrictions,” or “Please email me with questions.”
On the contrary, if you’re informing staff of upcoming construction to the building, you might say, “I’d appreciate your cooperation during this time.” Even if there isn’t any specific action you expect from employees, it’s helpful to include how you hope they’ll handle the news and whether you expect them to do something in response to the memo.