Lecture # 12 writing memos
-
Upload
rana-usman-sattar -
Category
Documents
-
view
527 -
download
1
description
Transcript of Lecture # 12 writing memos
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Slides By Rana Usman SattarStudent Of BBA(Hons)PMAS Arid Agriculture University RawalpindiGmail: ranaa.usman@gmailFacebook: [email protected]
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Why learn about writing memos?important form of corporate communicationclear and concise communication of complex
subjectswriting style and approach applicable to
other communications, such as emailset yourself apart from people who cannot
write
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Purpose of a memo“solve problems” by:
informingpersuadingrefutingarguinganalyzing…
Recipients: one person, several persons, one or more groups, a whole community
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
General ruleskeep your audience in mindfollow a structure (see below)follow an outlineget to the point earlyrevising is easier than writing perfectly
the first timefollow style guides and writing manualsbudget between 20 min – 1 hr for most
memos
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Memo plan
HeaderSubject line
Opening paragraph
Supporting details/explanation
Closing
}
}
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
HeaderTo: recipient (individuals and/or
groups)From: you/office (e.g. “Student
Affairs”)/group (e.g. “Social Committee”)CC: more recipient(s)Date:use correct names/designations for recipientsinclude titles when appropriate, for all
recipients when possible
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Subject lineprobably the most important part of your
memosummarize the intent of your memo, e.g.:
“Request for assistance with grant project”“Consequences of recent material thefts”
specific, concise and to the point
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Opening paragraphcomplete summary of your memoprovide:
contexttask/action/requestsummary of the rest of the memo
Best: put your intent into the first sentence
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Supporting details/explanationmaintain a global structure, such as findings
implications action itemsarrange facts in a logical orderdon’t provide more detail than necessaryuse bullet points where appropriateuse correct structure bullet points (e.g. no
standalone bullets)
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
ClosingIf necessary, summarize what you want
recipient(s) to do.Provide clear instructions, including
deadlines where applicable.Provide further references/contact
information when appropriate.
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
More about writing style“There are times when the more the authors explain, the less we understand. Apes certainly seem capably of using language to communicate. Whether scientists are remains doubtful.”
Douglas Chadwick, NYT
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek
Clarity: ActionsUse subjects to name your central
characters.Express their most important actions as
verbs.