Components and Purpose of a Memo from Business Communication Book of SMU MBA

Components of Memo:

Header: This should appear at the top of a memo. This compact block of information contains.

a) Date: Remember to write the date in words (such as 12th February, 2012

b) Name of the receiver (s): In general, the title such as Professor or Mr. is omitted. However, it is left to your discretion to follow the style that your organization prefers. You should not use a salutation (such as Dear) or a closing (such as sincerely).

c) Name of the sender (s): Write your initials after your name on the “From” line.

d) Subject of the memo: Be specific when you write the subject. You should not be too vague (e. g. Purchase). This example is unclear because it could be a purchase of anything.

e) C. C.: It is the abbreviation for Carbon Copy. Though it is an obsolete term, it is still used to mean that a copy of the memo will go to the person mentioned.

f) B. C. C.: It means Blind Carbon Copy: This copy goes to a person, who may not be directly involved. But he knows what is going on. The people mentioned in the cc list will not see the names mentioned in the bcc list.

Purpose of Memo: This states the reason for writing the memo. If you answer the questions who, when, what, where and why, then your purpose is fulfilled. For example – The purpose of this memo is to request the purchase of Specimen Jars for our lab at M. G. Road for the month of January 2011.

The chapter of components and purpose of memo has been taken from Business Communication Book of SMU MBA (MB0023) in the sequel of memo and language of a memo and how to participate in meetings.

Read More...

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.

Read More...

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.

Read More...

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.

Read More...

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.

Read More...