MemorandumMemorandum

Memorandum Memorandum

The memorandum is among the most The memorandum is among the most versatile of organizational documents. From versatile of organizational documents. From

brief research reports and progress reports to brief research reports and progress reports to thumbnail proposals, the memo form is thumbnail proposals, the memo form is

widely used to communicate technical and widely used to communicate technical and administrative informationadministrative information

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The memorandum is among the most The memorandum is among the most versatile of organizational documents. versatile of organizational documents. From brief research reports and progress From brief research reports and progress reports to thumbnail proposals, the memo reports to thumbnail proposals, the memo form is widely used to communicate form is widely used to communicate technical and administrative informationtechnical and administrative information

MemorandumMemorandum

Memoranda are written for numerous internal Memoranda are written for numerous internal purposes—for example, purposes—for example,

to request information, to request information, to make announcements, to make announcements, to outline policies, and to outline policies, and to transmit meeting minutesto transmit meeting minutes

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Thus, in most organizations, memos play a Thus, in most organizations, memos play a crucial role in establishing a record of crucial role in establishing a record of

decisions, decisions, requests, requests, responsibilities, responsibilities, results, and results, and concernsconcerns

Memo HeadingMemo Heading

The distinctive element of the The distinctive element of the memorandum is its heading, which is used memorandum is its heading, which is used to frame the message in a very accessible to frame the message in a very accessible and transparent manner. and transparent manner.

Example on next slideExample on next slide

The Memorandum BodyThe Memorandum Body

Generally, organize the topics of the Generally, organize the topics of the memorandum in order of importance, with memorandum in order of importance, with the key statements first and the details the key statements first and the details further on. further on. The memorandum The memorandum should normally begin should normally begin with a brief summary statement, in one or with a brief summary statement, in one or two sentences, identifying the key topic two sentences, identifying the key topic and the scope of the memorandumand the scope of the memorandum

Meeting DocumentsMeeting Documents

Use meeting documents as tools to Use meeting documents as tools to encourage productive and efficient encourage productive and efficient meetings. The two principal meeting meetings. The two principal meeting documents are the documents are the agendaagenda, which tells , which tells participants what topics will be discussed participants what topics will be discussed at the meeting, and at the meeting, and minutesminutes, which record , which record what actually occurred.what actually occurred.

AgendaAgenda

An agenda is a simple list of topics to be An agenda is a simple list of topics to be discussed (in order of listing), along with the discussed (in order of listing), along with the names of individuals who have agreed to lead names of individuals who have agreed to lead discussion of those topics. discussion of those topics. An agenda helps focus a meeting on a core of An agenda helps focus a meeting on a core of topics and allows you to control the pace and topics and allows you to control the pace and flow of a meeting and identify important items to flow of a meeting and identify important items to be acted upon. be acted upon. Meetings without published agendas generally Meetings without published agendas generally seem unfocused and unproductive. seem unfocused and unproductive.

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Prepare and circulate an agenda of items Prepare and circulate an agenda of items to be discussed for each meeting. to be discussed for each meeting. Circulation of an agenda before a meeting Circulation of an agenda before a meeting will allow your audience to consider their will allow your audience to consider their responses to items listed and will help responses to items listed and will help stimulate discussion. stimulate discussion.

AgendaAgenda

Agendas may be circulated by e-mail or Agendas may be circulated by e-mail or hardcopy. hardcopy.

The advantage of hard-copy agendas is that The advantage of hard-copy agendas is that they may be brought to a meeting to facilitate the they may be brought to a meeting to facilitate the taking of notes during discussion. Experienced taking of notes during discussion. Experienced meeting leaders recognize that both hard-copies meeting leaders recognize that both hard-copies and electronic copies of agenda are usually and electronic copies of agenda are usually misplaced, so they bring enough copies for misplaced, so they bring enough copies for everyone present at the meeting. everyone present at the meeting.

ExampleExample

1.1. Development Team Agenda Development Team Agenda 1.Report by Mr. Hamid on 1.Report by Mr. Hamid on investigation investigation of of possible possible security security software 2.Report by Miss software 2.Report by Miss Sara on development Sara on development of database of database prototypes prototypes 3.Discussion of possible hardware 3.Discussion of possible hardware platformsplatforms

2.2. 4.Review of deadlines for project4.Review of deadlines for project3.3. 5.Agenda for next meeting5.Agenda for next meeting

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Keep accurate minutes of meetings, both formal Keep accurate minutes of meetings, both formal and informal. and informal.

Minutes are an essential part of organization life. Minutes are an essential part of organization life.

They maintain an institutional memory of all They maintain an institutional memory of all actions taken or proposed and the key points of actions taken or proposed and the key points of discussion. discussion.

They also inform appropriate individuals who They also inform appropriate individuals who were not present at the meeting of the key action were not present at the meeting of the key action and discussion itemsand discussion items

MinutesMinutes

Minutes can be formal or informal. Minutes can be formal or informal. Formal minutes are often required by Formal minutes are often required by federal, state, or local law, by-laws, federal, state, or local law, by-laws, charters, or regulations. charters, or regulations. They are usually distributed to the They are usually distributed to the members of the group before the next members of the group before the next meeting, and then approved (sometimes meeting, and then approved (sometimes after being amended). after being amended).

MinutesMinutes

Some minutes are legally parts of the public Some minutes are legally parts of the public record and available to anyone. Often, however, record and available to anyone. Often, however, organizational minutes are private and organizational minutes are private and confidential documents, which should be confidential documents, which should be distributed only to appropriate individuals. If the distributed only to appropriate individuals. If the minutes are confidential, each page should be minutes are confidential, each page should be stamped with a message such as stamped with a message such as "CONFIDENTIAL--DO NOT DISTRIBUTE"CONFIDENTIAL--DO NOT DISTRIBUTE

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The following information, adapted from The following information, adapted from Robert's Rules of Order, is usually included in Robert's Rules of Order, is usually included in formal minutes: formal minutes:

The name of the group that is meeting and The name of the group that is meeting and what kind of meeting it is (for example, a what kind of meeting it is (for example, a general meeting, an emergency meeting, general meeting, an emergency meeting, or a meeting devoted to a single issue) or a meeting devoted to a single issue)

Continued…Continued…

MinutesMinutes

Precisely where and when the meeting is Precisely where and when the meeting is being held being held

Names of the group members in Names of the group members in attendance and members absent; names attendance and members absent; names of all other individuals present, except for of all other individuals present, except for public meetings with an audiencepublic meetings with an audience

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The name of the person who called the The name of the person who called the meeting to order and at what time meeting to order and at what time

A report of whether or not the previous A report of whether or not the previous meeting's minutes were read and, if they were meeting's minutes were read and, if they were read, whether or not they were approved (or read, whether or not they were approved (or approved with modifications)approved with modifications)

MinutesMinutes

Summaries of any reports presented to the Summaries of any reports presented to the group and any action taken on them group and any action taken on them (acceptance, approval, endorsement, referral) (acceptance, approval, endorsement, referral)

A summary of the discussion of each item A summary of the discussion of each item on the agenda and any other important on the agenda and any other important issues discussed at the meetingissues discussed at the meeting

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A record of all formal motions, including the A record of all formal motions, including the name of the individual making the motion name of the individual making the motion

A record of the vote on all motions, A record of the vote on all motions, including the number of votes for and including the number of votes for and against, and the number of abstentionsagainst, and the number of abstentions

MinutesMinutes

The time that the meeting was formally The time that the meeting was formally concluded concluded

Informal minutes also include the date of the Informal minutes also include the date of the meeting and the names of all members meeting and the names of all members attending or absent, but they focus more on attending or absent, but they focus more on summarizing key points of discussion and summarizing key points of discussion and listing all action items to be performed by listing all action items to be performed by individuals or the group. individuals or the group.

ProposalsProposals

Proposals are carefully prepared and just as Proposals are carefully prepared and just as carefully reviewed by granting agencies. carefully reviewed by granting agencies. Proposals do not succeed on the strength of a Proposals do not succeed on the strength of a name or as a result of flashy rhetoric. name or as a result of flashy rhetoric. Rather, successful proposals demonstrate that Rather, successful proposals demonstrate that you understand the scope of the problem (its you understand the scope of the problem (its background, theory, and application) and, background, theory, and application) and, furthermore, that you have developed a valid furthermore, that you have developed a valid and well-focused approach for reaching and well-focused approach for reaching proposed objectives. proposed objectives.

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All proposals develop a plan of action in All proposals develop a plan of action in response to a specific need or problem. response to a specific need or problem. Some proposals are external, written in Some proposals are external, written in response to a request for proposals or an response to a request for proposals or an invitation to bid that has been published by invitation to bid that has been published by an external organization an external organization

ProposalsProposals

Other proposals are internal, written in Other proposals are internal, written in response to a need within your own response to a need within your own organization. In either case, your organization. In either case, your proposals must show that you understand proposals must show that you understand the nature of the problem and that you the nature of the problem and that you have a specific and well-developed plan have a specific and well-developed plan for arriving at a solution. for arriving at a solution.

ProposalsProposals

Most proposals share a general structure Most proposals share a general structure for identifying the motivating problem, the for identifying the motivating problem, the objectives, and the proposed course of objectives, and the proposed course of action. action.

General StructureGeneral Structure

Learn the basic structure of a proposal. Learn the basic structure of a proposal.

Proposals share a general document Proposals share a general document architecture, which is usually modified to architecture, which is usually modified to suit specific circumstances. The overall suit specific circumstances. The overall structure of a proposal can be broken structure of a proposal can be broken down into three partsdown into three parts

Proposal StructureProposal Structure

Front matter Front matter Body Body Introduction Introduction Technical approach Technical approach Management requirements Management requirements

Work plan Work plan

End matter End matter

Front MatterFront Matter

---- The front matter of a proposal includes the The front matter of a proposal includes the following components: following components:

Letter of transmittal Letter of transmittal Title page Title page Summary Summary Table of contents Table of contents List of figures and tablesList of figures and tables

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In the introduction to a proposal, do the In the introduction to a proposal, do the following: following: Identify the motivating need or problem. Identify the motivating need or problem. Develop the immediate context in which Develop the immediate context in which this problem has been highlighted. In this problem has been highlighted. In external proposals be sure you are external proposals be sure you are responding to the published need and responding to the published need and motivation as identified by the outside motivation as identified by the outside agency. agency.

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Focus your proposal by stating the key Focus your proposal by stating the key technical issues, as you perceive them, technical issues, as you perceive them, underlying the motivating problem. underlying the motivating problem.

State explicitly, and with unbiased State explicitly, and with unbiased language, your objectiveslanguage, your objectives

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Identify and explain fully the technical Identify and explain fully the technical approach you are taking to reach your approach you are taking to reach your objectives. objectives.

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your technical approach in a brief explication your technical approach in a brief explication of necessary theoretical background: of necessary theoretical background:

applicable theory, applicable theory, analytical models, analytical models, previous work, and previous work, and hypothesis.hypothesis.

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Present your method and design for Present your method and design for reaching your stated objectives. You will reaching your stated objectives. You will most likely make reference to figures in most likely make reference to figures in this section. State how pertinent data will this section. State how pertinent data will be acquired, and just as important, be acquired, and just as important, describe your data analysis methods. describe your data analysis methods.

BodyBody

Explain clearly how you will manage the Explain clearly how you will manage the development of your proposal project. development of your proposal project. Proposal reviewers pay strict attention to Proposal reviewers pay strict attention to this section because here you show that this section because here you show that you have the required know-how to bring a you have the required know-how to bring a project to completion. project to completion. In this section, you will present the In this section, you will present the following information:following information:

BodyBody

A timetable (or Gantt chart) A timetable (or Gantt chart) Required facilities and resources Required facilities and resources Materials and equipment Materials and equipment Personnel (include résumés in appendixPersonnel (include résumés in appendix

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Include a Include a work planwork plan, sometimes called a , sometimes called a project plan, as a separate section in all project plan, as a separate section in all lengthy proposals. Preliminary project lengthy proposals. Preliminary project plans are also sometimes appropriate in plans are also sometimes appropriate in feasibility and recommendation reports. In feasibility and recommendation reports. In addition, most progress reports refer to all addition, most progress reports refer to all or part of previously existing project plansor part of previously existing project plans

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Mater Mater End Matter End Matter Bibliography Bibliography Résumés Résumés

Appendices Appendices

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Kinds of Proposals Kinds of Proposals

Proposals may be written or oral, for Proposals may be written or oral, for government agencies or the private sector. government agencies or the private sector.

RevisionRevision

RevisionRevision

Memorandum Memorandum Meeting Documents Meeting Documents Agenda Agenda

Minutes Minutes Proposals Proposals Proposal StructureProposal Structure