How to write a good memo
Semantic sludge - that's how many of the memorandums that filter up, down, and across our organisations can be described. Most people would prefer to receive clear memos - on paper or by e-mail - saying exactly what you mean. No doubt, you would prefer to receive the same. Often, however, an examination of these management communications often shows them to be ill-conceived, poorly expressed, and ineffective. Memo-writing is a skill you can master by following this advice...
1. Know when to write a memo.
Memos should be written only if:
- you must avoid personal contact
- any other means would be too slow
- the material needs to be kept for future reference
- you need proof that you have taken action.
2. Be brief and to the point.
If you have nothing to say, don't write a memo. If you have something to say, keep it short - short paragraphs, short sentences, short words. Keep your memo as short and as simple as you can. A one-paragraph memo is sometimes all that's required.
The first objective is to express, not impress; so write simply and clearly. Weigh every word against your reader’s time and attention span. And get to the point early. If you're asking for a new computer, say so at once; then provide the supporting argument.
3. Collect your thoughts.
For a memo longer than one paragraph, assemble your main points in advance. When you begin the structuring process, you'll have a complete set of ideas to work from. A rambling memo will reflect muddy thinking, laziness, or a failure to organise your thoughts.
