Memo and Language of a Memo from MB0023 of SMU MBA Business Communication

The term ‘memo’ comes from the Latin word ‘memorandum’ which means “a thing which must be remembered”. The plural form is memoranda. The document that you use to communicate within the organization is called as memorandum. It has to stay within the organization. So, it is also called ‘inter office memorandum.’ When you need to convey information and decisions or to make short requests with the members of your department, upper management, employees at another branch in another city, etc., the best way to do is to write a memo. The exception to this is if you are preparing a document for a reader several levels above you or for a formal situation. One colleague can write a memo to another; except for memos which concern disciplinary action. Only officers authorized to issue them can issue memos concerning disciplinary action.

Language of Memo:

Before you learn the format of the memo, it is very important that you learn the correct language that you should use in a memo to achieve its purpose.

Concise: A memo is always short. It is apt for a memo to be two pages; after which a memo starts to turn into a report. Keep the paragraphs short; limit each paragraph to five lines or less.

Personal: Use words like I, you, and we. It’s a lot more human to say, “I would like you to do this.” Use active voice to get the action done.

Simple language: Let your language be lucid, and easy to understand. You should not make emotional statements in a memo. Plain and direct statements of facts are made to achieve all that is required.

Avoid confusing words: While writing a memo, try to use the right words at the right place. Whe you have to use simple root words, don’t complicate them by using fancy suffixes like ‘tion’, ‘ance’, ‘ent’, ‘ment’, ‘ize’, and ‘ility.’

The chapter of Memo and language of Memo has been taken from Business Communication book of SMU MBA in the sequel of how to participate in meetings.

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How to Participate in Meetings from Business Communication of SMU MBA

It is very important that one attend meetings. There is a mixed feeling about attending meetings among people. Some members are happy to just attend the team meetings. It is as though they are physically present in the meetings without contributing anything constructive.

Meetings are only way of passing time for them. Others feel as though their opinions aren’t valued. They have a lot to contribute but go unnoticed. There are still others who just can’t get a word in. Unequal participation reduces the outcomes of the meeting and can be frustrating for all the participants.

Any meeting to be successful needs careful attention of honing of communication skills. The success or failure of a meeting can be attributed to the way it is conducted as well as the way how people have participated in its proceedings.

If people make the effort to attend a meeting, it is in everyone’s interest to have thoughtful contributions from all. For the success of a meeting, the participants should follow certain regimen. They are –

• Arrive on time
• Be prepared to discuss the agenda items
• Keep their contributions relevant to the subject under discussion
• Present their ideas clearly
• Listen carefully and with an open mind to points raised by others encourage good ideas from others
• Keep their interests in check

Some participants are responsible for the failure of the meetings. The outcome of the meetings is reduced because of their typical character. They could be compulsive talkers, never contribute, digress or carry on private conversations while the others are busy discussing important issues.

The chapter of participating in meetings has been taken from Business Communication book of SMU MBA. Meetings decide the future of any projects. So, to make it effective there should be a deep understanding about the participating in meetings. You need to understand above mentioned topic to make yourself best. It is the sequel of How to Prepare Minutes chapter.

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How to Prepare Minutes from Business Communication Book of SMU MBA

Practice note taking exercises well to master the skill. When writing minutes, keep the following key points in mind:

1. They are key points only
2. They are a summary except motions, which are verbatim
3. They must be entirely accurate – what was said, not how you interpreted what was said or what you would have preferred was said. Your point of view should not be given here, whether you agree/do not with the speaker’s statement.
4. Keep a record of every motion and vote; who said what and who moved and passed motions
5. Use simple, short words and use simple sentence construction
6. Use consistent grammar and use past tense eg. It was concluded, the matter was
7. If something is important and you are unsure what was said or who said it, don’t hesitate to ask for clarification

As soon as the meeting has concluded, begin to work on the minutes. The notes taken during the meeting act as a memory prompt and will be more reliable if the meeting is fresh in the secretary / minute taker’s mind.

The minutes that are taken down during the meeting must be transcribed into the style that was previously followed. It is best to keep the minutes in the same style as they were recorded in the previous meetings. There are three basic styles of minutes:

1. Report – this is a full record of all discussions that includes the names of all speakers, movers and seconders of any motions, written in a narrative style.
2. Minutes of Narration – these include some of the discussions that took place and important details. This style of minutes is considered a legal document.
3. Minutes of Resolution – these are limited to the recording of the actual words of all resolutions that were passed. Movers and seconders are not recorded. Each resolution that is made commences with the phase, ‘resolved that’.

The chapter has been taken from Business Communication book of SMU MBA in the sequence of Styles of Meetings, Agenda of Meeting and Minutes of Meeting.

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Minutes of Meeting for SMU MBA from Business Communication Book

The minutes of meeting are the official record of the key points of a meeting. They are recorded instantly at the moment of hearing the discussions.

The minute taker of the team takes responsibility for the writing up for the minutes. The minutes may be first taken down and then typed. The copies of the minutes should be sent/given to all participants of the meeting. Alternatively, the proceedings of the meeting may be audio-recorded, later typed, and then issued to the participants.

Generally, minutes begin with the organization name, place, date, list of people present, and the time that the meeting was called to order. Minutes then recorded what actually happens at a meeting, in the order that it actually happens, regardless of whether the meeting follows any written agenda.

Since the primary function of minutes is to record the decisions make, any and all official decisions must be included. If a formal motion is made, seconded, passed, or not, then this action and the vote tally must be included. If a decision is made by calling votes, then all of the individual votes must be recorded by name. If it is made by unanimous agreement, without a formal vote, then this fact is recorded.

Minutes in business and other private organizations are normally submitted by and over the name of an officer of the organization at a subsequent meeting for review. The traditional closing phrase is “Respectfully submitted,” name, and his or her title.

The minutes are approved only if the participants of the meeting agree that the written minutes reflect what happened at the meeting. Their approval is recorded in the minutes of the current meeting. If there are errors or omissions, then the minutes will be re-drafted and submitted again at a later date. If there are minor changes, then they may be made immediately, and the amended minutes may be approved “as amended” in the current meeting. Minutes of meeting is the next chapter of agenda of meeting.

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Agenda of Meeting from SMU MBA of Business Communication

The word ‘agenda’ is derived from Latin, meaning the actions to be taken. Note that it was a plural word. Originally the singular term was ‘agendum’. In modern days however, we accept ‘agenda’ to refer to the list as a whole and the plural is ‘agendas’. Every meeting should have an Agenda. It was a document, which provides an advance outline of the business of the meeting, thereby allowing participants to prepare themselves. In other words, agenda refers to a list of points that needs to be discussed at a meeting.

In business meetings of deliberative bodies, the agenda may also be known as the ‘orders of the day.’ The agenda is usually distributed to the participants of a meeting prior to the meeting, so that they will be aware of the subjects to be discussed, and are able to prepare for the meeting accordingly.

An agenda helps the chairperson to structure the meeting and the secretary/minute taker to keep track of what is being discussed. It needs to include the most important items and be sent out in advance. This allows the participants to research agenda items before the meeting. An agenda can be a list of items to be discussed at the meeting or may include more information advising the members on action related to the topics.

Planning and designing an agenda before a meeting is very important. It should give as much information as possible in advance. It should list not only the topics to be discussed during the meeting, but also the proposed goals of the meeting.

Circulate the agenda to the members, who have to attend the meeting; and supply any relevant background information before the meeting but keep it brief. Consider the approach you will take as a meeting leader, any opening remarks you will make and how will introduce each topic on the agenda.

Agenda of meeting is the sequel chapter of a note on types of communication and styles of meetings from business communication book of SMU MBA.

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