Outline
What is memo? Memo writing and Selective memo writing
What is memo?
Selective memo
Memo-writing helps you to:
MEMORANDUM
How to write memo
Tips for Writing Memos
What is memo?
q A memorandum is a short notice usually written by the management to address a certain policy or give a certain announcement or changes in an organization.
q The memorandum (or memo) is an incredibly versatile form of communication, often used in business settings. In practice, memos answer questions and give information.
q Merriam-Webster defines as a "brief written message or report from one person or department in a company or organization to another.
Memos
Memos are short documents that one writes to oneself as one proceeds through the analysis of a corpus of data. We have already been introduced to two kinds of memos, the field note and the code note (see above). Equally important is the theoretical note. A theoretical note is anything from a post-it that notes how something in the text or codes relates to the literature, to a 5-page paper developing the theoretical implications of something. The final theory and report is typically the integration of several theoretical memos. Writing theoretical memos allows you to think theoretically without the pressure of working on "the" paper.
An example of a theoretical memo is here.
WRITING MEMOS
Email has replaced many paper forms of communication in business today and even face-to-face chat in many instances within organizations. However, formal Memos or Memorandums still have a place in business today.
The intent of a memo is to communicate and/or educate within an organization. A memo gives useful information to readers to keep them informed. A company can post updates via memos, for example stating how their fundraising drive for a charitable organization is going. Alternatively, a memo can cause a person to take action. A company may, through a memo, invite employees to sign up for a company function.
Most often they are found on bulletin boards in organizations of all sizes – or undergo transmission via email as well.
A memo is typically brief, usually a paragraph to three paragraphs on one page. But they can be shorter or longer as well, consisting of multiple pages. The key to writing a good memo is to convey your message in a clear, concise manner.
A typical memo has a company's imprint at the top, similar to a company's letterhead. It consists of the company name and the designation 'Memorandum."
Next, a memo has a 'To" section, and then a "From" section. These state exactly who the memo is for (an individual or group) and who the writer of the memo is; below these are the "Subject." The writer states the date of the communication. The memo writer can also include a memo number for easier filing.
Next, a memo has a 'To" section, and then a "From" section. These state exactly who the memo is for (an individual or group) and who the writer of the memo is; below these are the "Subject." The writer states the date of the communication. The memo writer can also include a memo number for easier filing.
It's actually very basic, with no need for addresses as it's solely intended for internal use.
Selective memo
Selective memo is the process of choosing one category to be the core category, and relating all other categories to that category. The essential idea is to develop a single storyline around which all everything else is draped. There is a belief that such a core concept always exists.
I believe grounded theory draws from literary analysis, and one can see it here. The advice for building theory parallels advice for writing a story. Selective memo is about finding the driver that impels the story forward.
Memo-writing helps you to:
• Stop and think about your data
• Treat qualitative codes as categories to analyze
• Develop your writer's voice and writing rhythm
• Spark ideas to check out in the field setting
• Avoid forcing your data into extant concepts and theories
• Develop fresh ideas, create new concepts, and find novel relationships
• Demonstrate connections between categories (e.g. empirical events and social structures, larger groups and the individual, espoused beliefs and actions)
• Discover gaps in your data collection
• Link data-gathering with data analysis and report-writing
• Build whole sections of papers and chapters
• Keep involved in research and writing
• Increase your confidence and competence.
MEMORANDUM
TO: Chris Student
FROM: Kay P. EmgeeKPE
SUBJECT: Business Communications: the Art of Memo Writing
DATE: January 15, 2015
The importance of developing good communication skills cannot be overemphasized. It is a top priority for business leadership. One of the most common forms of communication in the business world is the memo. Memo writing is very different from other forms of communication, such as business letters. By following the Tips for Writing Memos in the attached exhibit, and through much practice, you can master the art of good memo writing.
For newly hired employees, memos are often the first, and sometimes the only exposure to the upper levels of management (e.g., Firm Partners). Managers will read your memos and form opinions about you, good or bad, based on your ability to communicate effectively. Other benefits to mastering the art of memo writing include:
# increased workplace efficiency
# reduced costs (ineffective writing costs corporate America over $1 billion/year)
# Greater likelihood of career advancement (or higher grades for students)
# Improved organizational skills
You will most likely have future opportunities to demonstrate your memo-writing skill. Study the attached exhibit and please feel free to ask questions to me, or to the advisors in the University’s Writing Center.
Exhibit I: Tips for Writing Memos
Exhibit I
Tips for Writing Memos
Memo format is quite different from other forms of communication. The memo to Chris Student will illustrate many of the following tips.
First note the familiar TO:, FROM:, etc., format. This is standard for business memos and for electronic mail (e-mail). You should write your initials alongside your name in the FROM line of hard copy memos. Initialing a memo is the equivalent to signing a letter.
The subject line requires some thought. You should write a concise statement of the subject of the memo. It should generally not exceed one line, but needs to be long enough to convey to the reader just what the memo is all about.
The first paragraph of a memo contains a conclusion or recommendation. You may have a sentence or two of introduction, but come to the point quickly and make your recommendation. Note that in the first paragraph of the memo to Chris Student, Kay recommends that Chris study these tips to master the art of good memo writing.
The body of the memo (following the first paragraph) explains the rationale for the conclusion you reached or recommendation you made in the first paragraph. It is common practice to make liberal use of bullet points in the body of the memo. Bullet points need at least a sentence of introduction, and they should be grammatically similar to each other.
Close a memo with a call to action. Do not write a summary or conclusion....that already appears in the first paragraph. Instead, close by letting the reader know what action you expect next. Note that Kay wants Chris to be prepared to write memos in the future, and to ask questions if any should arise.
Other tips:
1. Memos generally do not exceed a single page in length. Details can be placed in exhibits.
2. Avoid fancy words and excess verbiage. Instead, be conversational, and keep it simple.
3. Avoid clichés and trite sayings.
4. be direct and to the point. Avoid hedging language, such as “I believe” or “maybe.”
5. Use a spell-checker and proofread your memos to eliminate grammatical errors and typos.
References
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