1. 4.1 Uses of internal Documents 4.2 Formation and writing effective internal documents 4.3 Abuses of internal Document 4.4 Writing Meeting Communications Chapter 4. Writing Memos and E-mail

2. Objective: 1. explain how memos are used in internal communication. 2.explain how electronic memos, e-mail messages, are used in internal communication. 3. describe when to use memos and e-mail messages. 4.1 Uses of Internal Documents

3. Two most common internal documents: 1. those written for use within an organization—memos and e-mail messages. Business Memos—informal message person within an organizations. More concise and less formal than the letters you would write to someone outside your organization. Internal Documents

4. Email messages can be archived (saved), printed out for a permanent record, or forward to another receiver. A memo can be written directly into the e- mail body, or it can be attached from another software application where it was first created. Advantage of sending e-mail memos, see page 101 E-mail Messages

5. Memos—1)to provide a record, 2)to advise, direct, or state policy, 3)to inform, 4) and to promote goodwill Memos—When to use them

6. Objectives 1. identify the parts of a memo. 2. Understand traditional and simplified memo formats. 3. explain ways to organize memos and e- mail messages. 4. list and explain the guidelines for writing effective memos and e-mail messages. 4.2 formatting and Writing Effective Internal Documents

7. Memo heading –four standard components in a memo: To, From, Date, Subject. To line---contain the name of the person or people who will receive the memo. From line---the sender’s name appears on the From line. Date line—the date that you write the memo Subject line—the topic of the memo. Parts of a Memo

8. Memo body—need no salutation, simply double-space after the heading and start the body of the memo. The body is single- spaced or double-spaced if a short one. Memo Notations—place the keyboard operator’s reference initials below the body of the memo, and add any notations below the initials. Memo forms---may be prepared on a preprinted form that already contains the heading, some business use memo forms to meet their specific needs. Memo Body, Memo Notation, Memo Forms

9. Two styles: traditional or simplified. Traditional ---the heading appears at the top of the page. Detail, see page 107. Simplified—the heading components are omitted.detail, see page 107 Sample, see page 108 for both. Formatting Memos

10. Identify the objective. Identify the main idea. Determine the supporting information Adjust the content to the receiver. Direct order---use it in a memos containing good news for the receivers or that makes a routine Indirect order---supporting information appears before the main idea. Giving the reasons for bad news before presenting it—the main idea. Sequence for indirect order—1) neutral beginning,2) supporting information 3) main idea ( bad news) Guidelines for Planning and Organizing Memos and E-mail Messages

11. Restrict a memo to one main idea. Compose a short, clear, subject line. Make the body stand alone Use tables and visual aids. Use heading in long memos. Number items in a list Proofread your message. Guidelines for writing Memo and e-Mail messages

12. Objectives: 1) identify and describe the abuse of memos and e-mail messages 2) Understand possible remedies for abuse. 3) identify some common abuses particular to e-mail messages. 4.3. Abuse of internal Documents

13. Abuse occurs when these messages are 1) written too frequently, 2) written to gain attention, 3) written by a committee 4) rewritten for each level of management. Common e-mail abuses—see page 118 When not to use Memos and e-mail messages

14. Objectives: 1. describe several kinds of meeting 2. develop and write meeting agendas. 3. draft minutes to report meeting reusults. 4.4 Writing Meeting Communications

15. Meetings are an important method of exchanging information in any business setting. Standing committee—a permanent groups that meets regularly, such as a project planning committee. Ad hoc committee—a temporary group meeting for a specific purpose, such as a holiday party committee. Notification of a meeting is usually given by either memo or e-mail, it should notice the date, time, and location of the meeting or teleconference, can be accompanied by a copy of the meeting ageda. Meetings

16. Agenda is the order of business to be discussed during a particular meeting, help keep people focused on the scheduled topic. The agendas for regular weekly or monthly meetings may vary little, so participants often can anticipate what topics will be discussed. In contrast, agendas for one-time meetings are less predicable; these agendas should be distributed in advance to allow participants time to prepare. Items: 1)call to order2) the roll call and approval of minutes from the previous meeting, add any entries ofr chairperson or subcommittee reports.3) unfinished business—topic not resolved in prior meeting4) new business.5) announcements and adjournment Formatting agendas----typically follow a structured format. Fig. 4-5 on page 122. Agendas

17. Minutes –the official record of the proceedings of a meeting, summarized topics discussed, decisions made, and action to be taken. Planning and organizing the minutes— decide who will take names of people present and absent, including the leader. it is organized in order of topics were discussed. Also should reflect topics that were discussed out of order. Formatting the Minutes---see page 123. fig 4-6 Minutes