Chapter 16

Chapter 16- Memo Reports and Electronic Correspondence

Documents in hard-copy versus digital format- hard-copy last longer and sometimes are converted to electronic via email.  The paper document is said to be the standard for written communication.

Informational versus analytical reports- Informational reports describes what is being done now, what we found, what happened whereas a analytical report interprets the information.

Formal versus informal reports- Formal reports are long and informal reports are much shorter.  Short reports however, do give the information that the readers need.  Short reports can be more concise and be in the form of a memo.

Purpose of memo reports- Memos are a major form of communication in the work place.  Emails can be viewed as too informal whereas memos can be viewed as very effective.   Make sure when writing an memo, that it has the date and your initials or signature.

Elements of a usable memo- Memos need to be easy to scan, file and retrieve.  A usable memo usually focuses on one main point and is short and concise.

Interpersonal considerations in writing a memo- Some main questions that memos stater are: 

• What are we doing right, and how can it be better?
• What are we doing wrong, and how can we improve?
• Who's doing what, and when, and where?

When writing memos, make sure that these interpersonal mistakes are not done, or a coworker could be offended.

• Griping or complaining
• Being too critical or judgemental
• Sounding too formal or informal
• Using the wrong medium
• Being too bossy
• Not sending a copy to everyone who needs one

These mistakes can make a memos go very wrong.

Direct versus indirect organizing patterns-  direct patter is when you start with your main point, whereas indirect is where you tell details before you tell the main point.  Readers usually prefer the direct patter because they want to know the point.

Informational reports in memo form- 

• Progress reports- these are status reports to inform its viewers.
• Periodic activity reports- like a progress report but summarized activities over a specified time frame.
• Meeting minutes- this summarizes a meeting, and allow the viewers to recall what was discussed

Analytical report in memo form-

• Feasibility reports- discuss a problem and make decisions
• Recommendation reports- interpret data and draw conclusions
• Justification reports-these justify the writer's position by answering key questions

Electronic Mail (e-mail)- tend to be informal and conversational

• benefits
• lack of real-time constraints
• efficient filing, retrieval, and forwarding
• attachments
• democratic communications
• creative thinking
• collaboration and research
• email copyright issues-  when forwarding a message it is a violation of the owner's copyright, therefore be careful when doing so.
• email privacy issues- make sure that the right people get the intended email.

Instant Messaging- this is a faster way of communication than emailing.  This allows two people to talk instantly and have a conversation via text.

Corporate blogs and wikis- can serve as a opinion based chatroom, or as a source for acquiring useful information.

• internal blogs- can provide an alternative from email
• wiki is a type of blog and can be used as a collaboration of many peoples work
• external blog- these can be used when you want customer feedback
• ethical, legal, and privacy issues- readers need to be able to trust the information therefore it must be accurate.  Make sure when forwarding an email that credit is due where it needs to be.