Week 2 - Emails and Memos: The bulk of your professional communication

Welcome to Week 2 - Emails and Memos

This week we were going to work on writing issues in the workplace and proper writing style. Go to our Google Drive and take a look at the PDF book chapter I have copied for you. You do not need to read the entire chapter (We must learn to skim.) Read the pages devoted to proper email style and proper memo style.

Follow the basic templates for each of these documents. Don't make more work for yourself than need be; follow the templates so that you may spend more time concerned with your words. These are not long documents so you have "space" to make them flawless.

The details: The email

We will function like a small business in this class. The name of our company is Crowley Widgets International. When you correspond with me I am always the CEO of your company. Whenever you send me a document write it as such unless I indicate otherwise. 

By noon on Monday, June 6  send an email  to my SU email account. 

The email will be about the company that wants to win our advertising business.  The first email is to give me a preview  of the meetings you are attending with both agencies. Spend most of your time for writing the email on the book chapter I have in the Week 2 Drive. You will use the information from the video posted in Google Drive for Week 2. 

The details: The memo.

The memo will contain details about your chosen agency after their presentations. This will be your suggestion as to which agency you think is best for our company and why.  Send the memo in an email (that is also a part of the grade because you have learned to send one well) to my SU account on Tuesday, June 7 by noon. Several things to consider when writing a memo:

TO:

FROM:

DATE:

RE: (In reference to . . . )

The introduction

Remind me (because I am very busy) of the discussion we had about looking for a new agency to partner with. Always begin a memo giving the content structure and context. Tell me what we are going to be talking about and what conclusion you came to; don’t make it a secret until the end.

Start with the main idea

Begin by outlining which agency you chose and a little background about them. (You may have to do some outside research other than watching the program.)

State the major points

Remember what it is that your agency does (We make widgets for and come up with a list of 3-5 points where you think this agency could help our marketing team.

Illustrate with evidence

Once you make those points, based on what you watched and researched, give evidence as to why you think this agency should work with us.

Almost as important as the actual content how you structure your content visually.

Use headers and bold them.

Headers help the reader can scan the document more easily.

Also use bullets:

Don't have too many items. Three is good, four OK, five manageable (if you're lucky), more than five you should think again!

• Avoid making bullets as long as paragraphs.Three lines is a reasonable maximum length.
• Be sure bullet points are related, especially if you have more than five.
• If you have many points break them up for clarity.
• Avoid bullet points when you want to build rapport or deal with sensitive issues. Bullets communicate efficiency rather than warmth.

When you conclude your memo always end it with some sort of action point.

“Would you like me to set up a meeting with the BLAH agency?” or “Would you like me to acquire an RFP?”

Also give the person you are sending the memo to a time frame in which to reply.

“Please let me know by Wednesday, March 23 so that new business group can create an agenda for the next quarter.”

Best,

You

Let's look at a couple of examples:

• From University of Oklahoma 
• From University of Colorado (this is a long PDF file that discusses more detail about memos)
• This example most closely represents what you will be doing for your assignment. 
• Here is a video about writing memos that may help clarify

This document should not be more than one and one half pages but a single page would be ideal.  If you have any questions you can email me. 

Be prudent, be creative and most of all be confident in your ideas.

I look forward to reading the memos and your suggestions for our company.