This document provides information about memos and minutes of meetings.
For memos, it outlines the typical structure including headings for to, from, date, subject. It describes the purpose of memos to communicate important details concisely. A sample memo is also included.
For minutes, it describes the typical structure including noting the type of meeting, date, attendance in the first paragraph. It explains that minutes should include all main motions and points of order in separate paragraphs. The last paragraph should note the time of adjournment. Guidelines are provided around approval and corrections of previous minutes. Sample minutes are also included.
Definition of terms is usually an annex to a work (book, research paper, pamphlet,etc.) either at the beginning or more likely near the end with a list of acronyms, jargon, credits, etc. This is an important part of Research paper or report is that in which the key or important terms in the study are clearly defined.
Types and Functions
CONCEPTUAL
-Is the universal meaning that is attributed to a word or group of words and which is understood by many people.
CONCEPTUAL
It is abstract and most general in nature. The usual source of conceptual definition is the DICTIONARY which is the reference book of everyday language.
OPERATIONAL DEFINITION
-Is the meaning of the concept or term as used in a particular study. Unlike the conceptual definition, it is stated in concrete term in that it allows measurement.
The usual practice when using both types of definition is to state first the conceptual followed by the operational.
FUNCTIONS
FUNCTIONS
It establishes the rules and procedures the investigators will use to measure variables
It provides unambiguous meaning to terms that otherwise can be interpreted in different ways.
EXAMPLES
EXAMPLES
OPERATIONAL DEFINITION:
Reference: Basic Concepts and Methods in Research by Venancio B. Ardales Best, John W. Research in Education Englewood Cliffs, New Jersey:Prentice Hall, 1970. Chen, Paul C.Y. “Traditional and Modern Medicine in Malaysia” Social Sciencee and Medicine 15A(1981):127-136
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Definition of terms is usually an annex to a work (book, research paper, pamphlet,etc.) either at the beginning or more likely near the end with a list of acronyms, jargon, credits, etc. This is an important part of Research paper or report is that in which the key or important terms in the study are clearly defined.
Types and Functions
CONCEPTUAL
-Is the universal meaning that is attributed to a word or group of words and which is understood by many people.
CONCEPTUAL
It is abstract and most general in nature. The usual source of conceptual definition is the DICTIONARY which is the reference book of everyday language.
OPERATIONAL DEFINITION
-Is the meaning of the concept or term as used in a particular study. Unlike the conceptual definition, it is stated in concrete term in that it allows measurement.
The usual practice when using both types of definition is to state first the conceptual followed by the operational.
FUNCTIONS
FUNCTIONS
It establishes the rules and procedures the investigators will use to measure variables
It provides unambiguous meaning to terms that otherwise can be interpreted in different ways.
EXAMPLES
EXAMPLES
OPERATIONAL DEFINITION:
Reference: Basic Concepts and Methods in Research by Venancio B. Ardales Best, John W. Research in Education Englewood Cliffs, New Jersey:Prentice Hall, 1970. Chen, Paul C.Y. “Traditional and Modern Medicine in Malaysia” Social Sciencee and Medicine 15A(1981):127-136
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Submit a short discussion memo (three pages) that analyzes the t.docxrosemariebrayshaw
Submit a short
discussion memo
(three pages) that analyzes the topic as well connects history and contemporary issues. The discussion memo and feedback paper should be Standard 1-inch margins, 12-point font, double spaced writing, free of grammatical and spelling errors. Appropriate use of varied references is required; this includes interviews, newspaper, magazines and books (Chicago / MLA). Papers will be subject to checks for plagiarism.
How to Write an Effective Memo
Memo (short for memorandum) is a business-oriented style that is best suited for interoffice or intercolleague correspondence. More informal in tone and organization than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues.
Elements of an Effective Memo
An effective memo:
grabs the reader's attention
provides information, makes a recommendation, or asks for action
supports your position or explains benefits to reader
mentions next steps and deadlines
When composing a memo, always take the four-step approach to writing: plan what you want to say, write a draft, revise the draft, and edit.
Types of Memos
There are four types of memos you might have to write, each with its own organizational format: information, problem-solving, persuasion, and internal memo proposal.
Information Memo
used to deliver or request information or assistance
first paragraph provides main idea
second paragraph expands on the details
third paragraph outlines the action required
Problem-solving Memo
suggests a specific action to improve a situation
first paragraph states the problem
second paragraph analyzes the problem
third paragraph makes a recommendation
when making a recommendation, include not only the positive details but also the drawbacks and diffuse them yourself
Persuasion Memo
used to encourage the reader to undertake an action he or she doesn't have to take
first paragraph begins with an agreeable point
second paragraph introduces the idea
third paragraph states benefits to the reader
fourth paragraph outlines the action required fifth paragraph ends with a call to action
Internal Memo Proposal
used to convey suggestions to senior management
first paragraph states reason for writing
second paragraph outlines present situation and states writer's
proposal
third paragraph describes advantage(s)
fourth paragraph mentions and diffuses disadvantage(s)
fifth paragraph ends with a call to action
Memo Parts
More informal in appearance and tone than a letter, a memo is set up in a special format. Headings, lists, tables or graphs are often used to make the information more readable.
All memos consist of two sections: the heading and the body. The heading indicates who is writing to whom, when, and why. The heading should include the following parts:
1. To
lists the names of ...
Top management always differentiate those who are effective communicators and those who are not. Manager develop the skill of effective Inter-Office communication (Memos, Emails, Proposals, Briefs and Critical Analysis) over a period of time. Effective Memo and proposals bring results and reputation for the writer. Keep practicing and follow the basic rules and you can do it.
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The empire's roots lie in the city of Rome, founded, according to legend, by Romulus in 753 BCE. Over centuries, Rome evolved from a small settlement to a formidable republic, characterized by a complex political system with elected officials and checks on power. However, internal strife, class conflicts, and military ambitions paved the way for the end of the Republic. Julius Caesar’s dictatorship and subsequent assassination in 44 BCE created a power vacuum, leading to a civil war. Octavian, later Augustus, emerged victorious, heralding the Roman Empire’s birth.
Under Augustus, the empire experienced the Pax Romana, a 200-year period of relative peace and stability. Augustus reformed the military, established efficient administrative systems, and initiated grand construction projects. The empire's borders expanded, encompassing territories from Britain to Egypt and from Spain to the Euphrates. Roman legions, renowned for their discipline and engineering prowess, secured and maintained these vast territories, building roads, fortifications, and cities that facilitated control and integration.
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Operation “Blue Star” is the only event in the history of Independent India where the state went into war with its own people. Even after about 40 years it is not clear if it was culmination of states anger over people of the region, a political game of power or start of dictatorial chapter in the democratic setup.
The people of Punjab felt alienated from main stream due to denial of their just demands during a long democratic struggle since independence. As it happen all over the word, it led to militant struggle with great loss of lives of military, police and civilian personnel. Killing of Indira Gandhi and massacre of innocent Sikhs in Delhi and other India cities was also associated with this movement.
2. Memo
Memos
short for memorandum in singular
memoranda in plural
are an efficient way of interoffice communication.
They present information in a way that allows
the recipient to be aware of the important
details of a situation without going into too
much detail.
3. Begin a memo with :
TO
FROM
the name of the sender, his/her position, and if the memo
is printed, the sender’s initials.
DATE
This is where the name of the recipient goes, along with
their title in the company.
the date the memo is sent.
SUBJECT or RE:
the title of the memo. It mentions the situation the memo
will address.
4. Memo’s Content
Situation/Problem
Solution/ Action
an introduction or the purpose of the memo followed by a
description of the issue at hand.
the steps needed to resolve the problem and how they
are to be carried out.
Closing
end with a polite expression; also, provide a contact
number where the recipient can reach you and offer to
answer any questions that may arise.
7. Minutes of Meeting
The record of the proceedings of a
deliberative assembly is usually called
the minutes.
8. Minutes
The first paragraph of the minutes should contain the
following information
The kind of meeting: regular, special, adjourned regular, or
adjourned special;
The name of the society or assembly;
The date and time of the meeting, and the place, if it is not
always the same;
The fact that the regular chairman and secretary were present
or, in their absence, the names of the persons who substituted
for them.
Whether the minutes of the previous meeting were read and
approved-as read, or as corrected-and the date of that meeting
if it was other than a regular business meeting.
Any correction is made in the text of the minutes being approved;
the minutes of the meeting making the correction merely state that
the minutes were approved "as corrected”.
9. Body of the minutes
It should contain a separate paragraph for each
subject matter, giving, in the case of all important
motions, the name of the mover, and should show:
All main motions or motions to bring a main question
again before the assembly
All notices of motions and
All points of order and appeals, whether sustained or lost,
together with the reasons given by the chair for his or her
ruling.
The last paragraph should state:
The hour of adjournment.
10. THE SIGNATURE
Minutes should be signed by the secretary and can
also be signed, if the assembly wishes, by the
president.
The words Respectfully submitted – although
occasionally used - represent an older practice that is
not essential in signing the minutes.
