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Memos That Get Noticed

The subject of memos may sound painfully dull at first, but the fact is that many of us are plagued with them-- both as recipients and as creators--on a regular basis.

It is perhaps the most under-rated type of writing in the workplace. The memo includes tidbits of important news typically intended for employees, team members, and volunteers. Yet memos are often dashed off in a moment's notice and distributed while still warm from the copy machine--or from the speedy Ethernet journey via email--without so much as a spell check.

Think about the last memo you received. Did you read it carefully or did you merely skim through the text and toss it aside (or delete it if it arrived in your inbox)?

Memos must have some importance or they wouldn't continue to demand your attention. So ask yourself, what would it take to get you to read the next memo that graces your desk?

This is an important question, because eventually you'll be the one issuing the memo. And you want people to read it, don't you?

Writing an effective memo doesn't have to take a lot of your time or be a struggle. Following these tips will help you devise a memo that everyone will want to take a moment to read.

Determine the Purpose of Your Memo Why you are sending out a memo? Who do you want to receive your message? Make sure you send information only to the people who need to be informed. The folks in accounts payable probably don't care much about the marketing team's search for a new project manager, but employees in graphic design and communication departments might be interested in applying for the job.

Demand Your Readers' Attention You want to call a meeting to discuss plans for the annual company picnic. This is a casual, fun event, so break free from the typical formal memo language and have a little fun. In the subject line, write something to capture your readers' interest:

Re: 2003 Pie-Eating Champion Joe Smith Returns for 10th Annual XYZ Co. Picnic

Re: Free Beer and Hamburgers! PDQ Co. Picnic to be Held on June 25, 2004

For more traditional announcements, curb bold statements but not your creativity. For example:

Re: Leadership Meeting

GOT DOUGHNUTS? We do! They'll be at the XYZ Early Bird Leadership Meeting on Wednesday, March 3, 2004 at 8:00 am. Let the sugar fuel your mind as we discuss leadership roles.

Include the 4 Ws That's who, what, when, and where. Always include this information in your memo if you're announcing an upcoming event. This will cut down on phone calls and emails asking where the event will be held, what time it starts, etc. And if you're asking employees to take some sort of action by a certain time before the event, be sure to provide the deadline.

Keep It Short Nobody wants to read a six-page memo. The shorter the memo, the better. Try for a half page of text if possible, but never exceed one page.

If you have a list of objectives to address, use bullet points rather than lumping this information in a single paragraph. For example:

XYZ Early Bird Leadership Speakers for Wednesday's meeting include:

· John Q. Private

· Jane Dough

· Polly Kracker

Distribution Will you print your memo and distribute it on paper or will you rely on email? Be aware that email is easily disposable. An important meeting may be missed because a recipient accidentally hit "delete." This doesn't mean you shouldn't use email to send your memo; in fact, this is method is beneficial as it uses few resources. There's no printing, copying, or physical delivery necessary. But be aware of the fragility of electronic messages.

Paper, however, puts something physical in the hands of your audience. Sure, recipients can throw it away, but it's just as easy to tack an important message on a cubical wall as a reminder. A tangible piece of paper also seems a bit more personal than a mass email.

Too many memos? If you find yourself writing (or receiving) more memos than you have time to create (or read), consider publishing a newsletter instead. This way, one document can contain all the important information necessary for employees to read. When published in a timely manner, a newsletter can be a great informational tool. We'll talk about newsletters in an upcoming issue of WriteTips, but if you'd like to preview a couple of like-minded publications now, follow the link below:

View some examples of newsletter articles

	Resources
This week's resource: This website showcases some goofy inter-office memos. Whether they're actually copies of memos sent within the companies listed or not, they're sure to make you chuckle. Let's consider these examples of what not to do, shall we? Enjoy! Funny office memos »

	Feedback Central
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	About Cassie Hart
Over seven years of professional writing experience has allowed me to learn the finer points of researching and writing efficiently, informatively, and creatively about products, services, achievements, and personal and corporate images. Press releases, brochures, newsletters, websites, press kits, and articles are among the many types of promotional communications I regularly generate for clients. To discuss potential projects not listed here (or to obtain more information about any of those mentioned above) feel free to send me an email. Contact me today for a fr*e estimate on your next writing project!

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