Chapter 3 memos and blogs


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  • Not in SWAW Concise 3rd ed.
  • Not in SWAW Concise 3rd ed.
  • 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?
  • Examples: Pg. 71 (Figure 3.1), 72 (Figure 3.2), 73 (Figure 3.3)
  • PG. 74-75
  • 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
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  • 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

    1. 1. MEMOS
    2. 2. 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
    3. 3. 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
    4. 4. 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.
    5. 5. 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
    6. 6. 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
    7. 7. SAMPLE MEMO HEADERMEMORANDUMTO: Ashley SupinskiFROM: John SmithDATE: July 1, 2010SUBJECT: Parking Privileges for Seniors
    8. 8. Questions Your Memo MustAnswer When? Who? Where? Why? Costs? Technology? What’s next?
    9. 9. Style & Tone Audience will determine the memo’s style and tone Co-Worker: Casual, Conversational, Friendly & Cooperative Manage: More formal. Respectful, even official, posture
    10. 10. Memo Organization Introduction Body (Discussion) Conclusion Organizational Markers Headings Numbered/Bulleted Lists Underlining/Boldfacing
    11. 11. Blogs
    12. 12. 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
    13. 13. 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
    14. 14. Types of Blogs Internal Designed exclusively for use in-house External Essential marketing and public relations tools in the world of e-commerce
    15. 15. 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