Write Effective Memo

In the vast realm of organizational communication, the memo takes on diverse forms. A virtual stroll through online resources or a chat with seasoned leaders might introduce you to a variety of memo types, each with its distinct purpose:

1. Meeting Minutes or Summary Memos: Capturing the essence of discussions.

2. Reporting Memos: Unveiling crucial information and updates.

3. Incident or Root-Cause Memos: Investigating and addressing the core of issues.

4. Inquiry or Response Memos: Responding to queries or investigations.

5. Directives or Procedure Memos: Outlining instructions and processes.

6. Progress or Status Memos: Tracking and showcasing ongoing developments.

7. Warning or Notice Memos: Issuing alerts or formal notifications.

These categories, though self-explanatory, merely scratch the surface. Memo writing isn’t about rigid standards but rather an art form. No strict guidelines dictate your penmanship. Instead, it’s about discerning when to wield the memo and understanding its essential components. Let’s embark on a journey into the art of memo crafting.

In the intricate choreography of workplace communication, the memo takes center stage when:

1. Urgent Attention is Essential:

• When information demands immediate attention.
• When urgency signals the need for swift action.

2. Action is a Necessity:

• When available information requires a proactive response.
• When inertia must transform into decisive steps.

You may wonder, don’t we have the contemporary equivalents like “for your information” or “for immediate action” emails? Indeed, a nod to the digital era. However, the memo, with its formal touch, goes beyond mere information sharing. It steps into a space where urgency and action converge. Whether it’s meeting minutes or warning memos, each type finds its place in these scenarios.

So, the next time you contemplate crafting a memo, recall its core: a signal for urgent attention and a catalyst for decisive action.

Best Regards,

[Your Name]
[Your Position]

Header

In the realm of hard copies on paper or PDF documents, the header stands prominently. However, in an email, its presence might be subtler. The header comprises the following key elements:

• Date: Indicates when the memo is sent or becomes effective, unless stated otherwise.
• To: Specifies the recipients, typically a group to whom the information or action applies.
• From: Identifies the sender, whether an individual, a well-defined group, or an entity.
• Subject: Offers a concise preview of the memo’s content, providing a quick overview.

Purpose/Introduction

True to its name, this section provides a concise preview of the memo’s content, serving as a powerful introduction. A well-crafted memo ensures this segment covers:

• A clear purpose of the communication.
• An objective that can translate into actionable steps.

Background/Context

Tailored to the memo’s nature, this section establishes the necessary background or context for understanding. While some memos skip this part, assuming familiarity within the team, a comprehensive memo always provides context before delving into details.

Actual Message

At the core of the memo lies the main message—the information or directive being conveyed to the audience. In the provided example, the message is seamlessly integrated into the background paragraph, emphasizing the paramount goal of ensuring the audience grasps the intent.

Action

This section outlines any actions the audience should take. Whether a call to action is present or not, a well-structured memo conveys it as a separate paragraph, ensuring clarity.

Wrapping It Up/Conclusion

Every memo benefits from a thoughtful conclusion for two primary reasons:

• To Summarize: Reinforces the key message, aiding retention and emphasizing crucial steps.
• To Lighten Up: Ensures the message is received appropriately, avoiding unnecessary panic or worry. The choice between a summary or a more reassuring conclusion depends on the memo’s nature.

In the provided example, a “cover” style conclusion is employed, offering a softer touch due to the less-than-positive nature of the shared news. The manner of conclusion may vary, but a well-crafted memo consistently concludes with the appropriate message for the audience.

Crafting Effective Memos: A Personal Approach

In the realm of memo creation, one can utilize creativity, online templates, or Microsoft Office resources, striving for what one perceives as the best. However, what deems a memo “good” extends beyond personal satisfaction; it hinges on audience reception. While online tips advocate simplicity, focusing on the main point, and avoiding emotional language, I propose a personalized approach. My tried-and-true tips for crafting effective memos are as follows:

• Commence with Purpose: The cornerstone of a good memo lies in a clear, upfront declaration of purpose. This sets the stage, offering the reader a precise understanding of the memo’s intent.
• Subject Line Precision: Resist the temptation to delve into detailed subject lines. Instead, opt for a concise summary that entices the reader to open the communication. Lengthy subjects risk preemptive assumptions, potentially leading to oversight.
• Inclusive Conclusions: Regardless of context, never omit the conclusion. This section is pivotal, providing the reader with the significance of the memo’s content and its implications for them.
• Situational Awareness: Acknowledge the context in which you write the memo. Tailor your language to resonate appropriately with the addressed group, ensuring a reception aligned with the intended message.
• Brevity is Key: Memo storytelling need not span pages. Throughout my career, a single page sufficed. Aim for brevity, conveying the essential message and actions without unnecessary embellishments.

Additionally, adhere to fundamental guidelines:

• Audience Accuracy: Confirm you are addressing the correct audience.
• Date Precision: Ensure accurate dating, explicitly stating the effective date if applicable.
• Subject Line Inclusion: Never overlook the importance of a subject line.
• Anticipate Objections: Proactively address potential objections in your memo.
• Format Prowess: Present a clean and well-structured memo.

By intertwining these personal insights with fundamental memo etiquette, one can navigate the delicate balance of creativity, context, and clarity, ensuring a memo that not only satisfies the creator but resonates effectively with its intended audience.

Memorandum of Appreciation (MOA)?

While the gesture was undoubtedly commendable, it underscored a common misconception: not every form of communication suits the memo format. Appreciations, requests, call-outs, vacation plans, and similar expressions fall more fittingly into the realms of emails or letters. Memos, by their nature, are reserved for disseminating information that necessitates action or retention by the audience.

The Memo’s Purpose: Action and Recall

A memo serves as a tool specifically designed for situations where the audience needs to absorb information and respond accordingly. It’s not a catch-all for every communication type. Understanding this distinction is crucial. When you wield a memo, it should be reserved for content that demands active engagement or long-term memory from the recipients.

In summary, don’t let the term “memo” become a catch-all. Instead, recognize its role as a targeted tool for conveying information that requires action or lasting recollection within a group setting.