Presentation of BC
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Transcript of Presentation of BC
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Tone Use a more informal tone
For example, you might refer to yourcolleagues by their first names or usehumor. However, always keep in mind thatyou still need to be professional. Askyourself how the company's presidentwould react to your memo. If you would be
embarrassed to have the president readyour memo, consider changing oreliminating information.
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Length
Memos are generally short, concisedocuments.
Some memos might even introduce ashort report. In this case, you mightinclude the report in the memo, orthe memo might be a separate
document, introducing the report.
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Format Guidelines
Memos have one-inch margins around the page andare on plain paper
All lines of the memo begin at the left margin
The text begins two spaces after the subject line
The body of the memo is single-spaced, with twospaces between paragraphs
Second-page headings are used, as in business letters
The second page includes who the Memo is to, thepage number, and the date
The sender usually signs the Memo using initials, firstname, or complete name
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Essentials of memo
Business people carry busy schedules .
Precise facts and details are essential forthem.
To the point and simple.
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Simple Easily understood
Precise
clarity and conciseness result fromsimplicity
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Basic Principles While writing memos one should
choose only those element that
convey your message exactly. Just choose "one.
The principle of "unity" the unity ofthought and expression.
One idea in one paragraph
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One main subject in one Memo
Importance of the topics should be maintained.
Secrecy of matter should be maintained.
One thought in one sentence.
For example, compare these two sentences:
Complicated: The benefits that he derived from hisearly training were soon lost and he began to dothings as he was accustomed to doing them.
Simple: The benefits of his early training were soonlost. He started doing things in his usual way.
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Clarity
Clarity of message
Clarity of form
Conciseness
Give only relevant information in thefewest possible words.
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Use Standard English
Avoid jargons, technical terms andslang.
Use Natural Language
Eliminate old fashioned expressions
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You-attitude
Write from the point of view of yourreader
Sincerity and tone
Reflect your personality as an individual. Our tone should have the mark of our
real personality.
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Confidence
Complete information on the subject
Expressions such as
It is recommended that" (Irecommend),
It was considered that" (I
considered), "I was felt that" (I feel),
It is an indication of" (it indicates)
Conducted a survey of" (surveyed)
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Directness
Directness in letters results fromconfidence.
We should be direct but not abrupt.
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Enthusiasm Be enthusiastic in your tone of
sincerity.
Seek interest of the reader This cannot be done by just saying,
believe me I am really interested insolving your problem." Instead,choose words that show that you areinvolved in his/her project or problemor whatever it is.
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Humanity
Avoid stiff, cod, formal, andmechanical manner.
Adopt the tone of personal warmth. Use the personal pronouns "we", "I",
"you", "he", "she", "they". These givea personal touch to our memos.
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Right tone
It should be in a simple, formal andfriendly way.
Remember that criticizing orapologizing should be done carefully,as also complimenting.
Use words that directly blame orpraise something or someone in aspecific term without overdoing it.
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Emphasis Ideas must be placed in their order of
importance.
"First thing first" Position reflects importance.
Emphasis can be indicated also by
repetition, use of punctuations, andthe mechanical device of using boldletters or by underlining.
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Planning
One-way communication exercise.
The complete information includes thenumber of persons, time, duration, size ofthe conference hall desired, color mikes,seating plan, the duration of the meeting,lunch hour, kind of lunch- number ofvegetarians and non-vegetarians,
beverages, and snacks required and so on. Plan before writing a memo
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Feedback
More than all these things. Know yourreader's expectations, fears, beliefs
and feelings involved in the matter ofyour correspondence. Visualizehis/her reaction to your message andthen write the letter or memo.
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Rewriting/
Revisiting
A mode of improved thinking.
It is a process of clarifying ideas,meaning and purpose of writing.
It is a fact related to the process ofactual thinking.
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Rewriting/
Revisiting
Three steps of successful writing:
Planning
WritingRewriting (Revisions)
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Revising changes Thinking and
messageTo: All employeesFrom: Rohit Sharma, General Manager
Subject: Abuse of Copiers
It has recently been brought to my attention that many of the people who areemployed by this company have taken advantage of their position by availing
themselves of the copiers. More specifically, these machines are being used forpurposes other than company business.
Obviously, such practice is contrary to company policy and must crease and desistimmediately. I wish, therefore to inform all concerned- those who have abusedpolicy or will be abusing it that their behaviour cannot and will not be tolerated.
Accordingly, anyone in the future who is unable to control himself will have hisemployment terminated.
If there are any questions about company policy, please feel free to contact thisoffice.
Rohit Sharma
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RevisedM
emoTo: All employees
From: Rohit Sharma, General Manager
Subject: Use of copiers
We are revamping our policy on the use of copiers for personalmatters. In the past we have not encouraged personnel to use themfor personal purposes because of the cost involved. But we alsorecognize, perhaps belatedly, that we can solve the problem if each ofus pays for what he takes.
We are, therefore, putting these copiers on a pay-as-you-go-basis. Thedetails are simple enough.
Rohit Sharma
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Steps which are taken in Rohits
process of revising:-
Focusing on intent
Eliminating wordiness
Correcting the tone
Revising policy itself
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Types ofM
emoTypes
of
Memo
DirectiveMemo
Response toEnquiry
Trip
ReportMemo
Field/Lab
ReportMemo
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Directive Memo
A directive memo states a policy orprocedure you want the reader or co-worker to follow. The length of the memo
depends on how much space is required toproperly explain the procedure.
It should states the purpose of the memo.
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D
irectiveM
emoTO: Design Team #362FROM: W.B. WorkingDATE: May 27, 1997
SUBJECT:Project Schedule
As a result of yesterday's meeting, I suggest we follow the project schedule
listed below. Remember, we must submit a Proposal by noon on July 2.
Schedule
Task Completion Date
Divide research into groupsand compile information
June 6
Review designs from Kate and Bill. June 11
Write Proposal June 23
Review Proposal June 26
Submit Proposal for printing June 27
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R
esponse MemoA trip report memo is usually sent toa supervisor after an employee
returns from a business venture. Thestructure is listed below:
purpose statement
summary
discussion
action
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R
esponse MemoTO: Design Team #362
FROM: W.B. Working
DATE: June 27, 1997
SUBJECT: Weekly Meeting
purpose: This memo presents my impressions of the meeting last week.
Summary: In general, I felt that the meeting went well and much progresswas made.
Discussion: Barb and Jeff were able to make progress on the graphics andshould have them finished next week.
Kyle and Sandy are on Chapter 2 of the user manual.
Recommendation: Kyle will meet with Jeff to see how they want the graphicsintegrated into the text.