LectureExample – pg. 71, Figure 3.1Protocol: Accepted ways in which the in-house communications are formatted, organized, written, and routed.Know your company’s department Chain of Command – where will your memo go?
LectureIntroductionTells readers clearly about the issue, policy, or problem that promoted the memoExplains, briefly, any background information the reader needs to knowSpecific about what you are going to do to solve a problemBody (Discussion)State why a problem, procedure, or decision is important; who will be affected? What are the consequences?Indicate why and what changes are necessaryGive precise dates, times, and locationsConclusionAsk readers if they have any questionsRequest a reply – in writing, over the telephone, via email, etc. – by a certain dateProvide a list of recommendations that the readers are to accept, revise, or reject
FunctionsInternal:Inform employees about vital company newsHelp employees better understand and perform their jobsConduct virtual meetingsEnhance collaborationProvide a forum for workplace discussionsImprove employee participation and morale by inviting suggestions and questionsExternal:Announce and sell new products, services or technologyShare information about employee achievementsDescribe the company’s contributions to the community or environment
Handout from 10th edition.
Chapter 3 memos and blogs
MEMOS Records information of immediate importance Brief, informal, but can contain official announcements Used in-house Format can be used with reports and proposals Must follow company’s protocol Timely Send to the right people only Follows audience, style & tone
FUNCTIONS OF A MEMO Make an announcement Provide instructions Clarify a policy, procedure or issue Changes a policy or procedure Alerts employees to a problem or issue Offers general information Provides a brief summary Makes a request Offers a suggestion or recommendation Provides a record of an important matter Confirms an outcome Calls a meeting
MEMOS: EMAIL vs. HARD COPY Hard copy should be sent when the memo containsconfidential information that you do not want to risk beingseen by the wrong person.
Memo Protocol and CompanyPolitics Reflect a company’s image Must be timely Must always be timely, professional and tactful Most companies have their own memo protocol Don’t send a memo to someone who doesn’t need it
MEMO FORMAT• Must include the following fields• TO line• FROM line• Date line• Always write out the date. July 1, 2010 NOT 07/01/10.• Subject line• Be as accurate and specific as possible• Do NOT include a greeting or closing
SAMPLE MEMO HEADERMEMORANDUMTO: Ashley SupinskiFROM: John SmithDATE: July 1, 2010SUBJECT: Parking Privileges for Seniors
What They Are/Do Evolving website or daily newspaper Managers and employees write short articles Posts are short, conversational articles giving readers currentand relevant news/information Posts are generally only a few paragraphs long and written 2-3 times a week
Blogs are Interactive Allow for a group conversation Interaction is the key to the blog’s success Blogs need to: Attract readers Build relationships Promote and market products or services Respond to suggestions
Types of Blogs Internal Designed exclusively for use in-house External Essential marketing and public relations tools in the world of e-commerce
Guidelines for Writing BusinessBlogs Use the right tone to attract readers Follow the company protocol Target your audience Make your blog persuasive Write concisely and sincerely Document your sources, including visuals