Presentation of BC

8/6/2019 Presentation of BC

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Tone Use a more informal tone

For example, you might refer to yourcolleagues by their first names or usehumor. However, always keep in mind thatyou still need to be professional. Askyourself how the company's presidentwould react to your memo. If you would be

embarrassed to have the president readyour memo, consider changing oreliminating information.


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Length

Memos are generally short, concisedocuments.

Some memos might even introduce ashort report. In this case, you mightinclude the report in the memo, orthe memo might be a separate

document, introducing the report.


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Format Guidelines

Memos have one-inch margins around the page andare on plain paper

All lines of the memo begin at the left margin

The text begins two spaces after the subject line

The body of the memo is single-spaced, with twospaces between paragraphs

Second-page headings are used, as in business letters

The second page includes who the Memo is to, thepage number, and the date

The sender usually signs the Memo using initials, firstname, or complete name


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Essentials of memo

Business people carry busy schedules .

Precise facts and details are essential forthem.

To the point and simple.


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Simple Easily understood

Precise

clarity and conciseness result fromsimplicity


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Basic Principles While writing memos one should

choose only those element that

convey your message exactly. Just choose "one.

The principle of "unity" the unity ofthought and expression.

One idea in one paragraph


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One main subject in one Memo

Importance of the topics should be maintained.

Secrecy of matter should be maintained.

One thought in one sentence.

For example, compare these two sentences:

Complicated: The benefits that he derived from hisearly training were soon lost and he began to dothings as he was accustomed to doing them.

Simple: The benefits of his early training were soonlost. He started doing things in his usual way.


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Clarity

Clarity of message

Clarity of form

Conciseness

Give only relevant information in thefewest possible words.


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Use Standard English

Avoid jargons, technical terms andslang.

Use Natural Language

Eliminate old fashioned expressions


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You-attitude

Write from the point of view of yourreader

Sincerity and tone

Reflect your personality as an individual. Our tone should have the mark of our

real personality.


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Confidence

Complete information on the subject

Expressions such as

It is recommended that" (Irecommend),

It was considered that" (I

considered), "I was felt that" (I feel),

It is an indication of" (it indicates)

Conducted a survey of" (surveyed)


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Directness

Directness in letters results fromconfidence.

We should be direct but not abrupt.


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Enthusiasm Be enthusiastic in your tone of

sincerity.

Seek interest of the reader This cannot be done by just saying,

believe me I am really interested insolving your problem." Instead,choose words that show that you areinvolved in his/her project or problemor whatever it is.


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Humanity

Avoid stiff, cod, formal, andmechanical manner.

Adopt the tone of personal warmth. Use the personal pronouns "we", "I",

"you", "he", "she", "they". These givea personal touch to our memos.


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Right tone

It should be in a simple, formal andfriendly way.

Remember that criticizing orapologizing should be done carefully,as also complimenting.

Use words that directly blame orpraise something or someone in aspecific term without overdoing it.


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Emphasis Ideas must be placed in their order of

importance.

"First thing first" Position reflects importance.

Emphasis can be indicated also by

repetition, use of punctuations, andthe mechanical device of using boldletters or by underlining.


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Planning

One-way communication exercise.

The complete information includes thenumber of persons, time, duration, size ofthe conference hall desired, color mikes,seating plan, the duration of the meeting,lunch hour, kind of lunch- number ofvegetarians and non-vegetarians,

beverages, and snacks required and so on. Plan before writing a memo


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Feedback

More than all these things. Know yourreader's expectations, fears, beliefs

and feelings involved in the matter ofyour correspondence. Visualizehis/her reaction to your message andthen write the letter or memo.


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Rewriting/

Revisiting

A mode of improved thinking.

It is a process of clarifying ideas,meaning and purpose of writing.

It is a fact related to the process ofactual thinking.


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Rewriting/

Revisiting

Three steps of successful writing:

Planning

WritingRewriting (Revisions)


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Revising changes Thinking and

messageTo: All employeesFrom: Rohit Sharma, General Manager

Subject: Abuse of Copiers

It has recently been brought to my attention that many of the people who areemployed by this company have taken advantage of their position by availing

themselves of the copiers. More specifically, these machines are being used forpurposes other than company business.

Obviously, such practice is contrary to company policy and must crease and desistimmediately. I wish, therefore to inform all concerned- those who have abusedpolicy or will be abusing it that their behaviour cannot and will not be tolerated.

Accordingly, anyone in the future who is unable to control himself will have hisemployment terminated.

If there are any questions about company policy, please feel free to contact thisoffice.

Rohit Sharma


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RevisedM

emoTo: All employees

From: Rohit Sharma, General Manager

Subject: Use of copiers

We are revamping our policy on the use of copiers for personalmatters. In the past we have not encouraged personnel to use themfor personal purposes because of the cost involved. But we alsorecognize, perhaps belatedly, that we can solve the problem if each ofus pays for what he takes.

We are, therefore, putting these copiers on a pay-as-you-go-basis. Thedetails are simple enough.

Rohit Sharma


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Steps which are taken in Rohits

process of revising:-

Focusing on intent

Eliminating wordiness

Correcting the tone

Revising policy itself


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Types ofM

emoTypes

of

Memo

DirectiveMemo

Response toEnquiry

Trip

ReportMemo

Field/Lab

ReportMemo


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Directive Memo

A directive memo states a policy orprocedure you want the reader or co-worker to follow. The length of the memo

depends on how much space is required toproperly explain the procedure.

It should states the purpose of the memo.


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D

irectiveM

emoTO: Design Team #362FROM: W.B. WorkingDATE: May 27, 1997

SUBJECT:Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule

listed below. Remember, we must submit a Proposal by noon on July 2.

Schedule

Task Completion Date

Divide research into groupsand compile information

June 6

Review designs from Kate and Bill. June 11

Write Proposal June 23

Review Proposal June 26

Submit Proposal for printing June 27


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R

esponse MemoA trip report memo is usually sent toa supervisor after an employee

returns from a business venture. Thestructure is listed below:

purpose statement

summary

discussion

action


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R

esponse MemoTO: Design Team #362

FROM: W.B. Working

DATE: June 27, 1997

SUBJECT: Weekly Meeting

purpose: This memo presents my impressions of the meeting last week.

Summary: In general, I felt that the meeting went well and much progresswas made.

Discussion: Barb and Jeff were able to make progress on the graphics andshould have them finished next week.

Kyle and Sandy are on Chapter 2 of the user manual.

Recommendation: Kyle will meet with Jeff to see how they want the graphicsintegrated into the text.

Documents

Presentation of BC