Question: Overview: A memo is an internal form of communication within a particular organization. Most often a memo is an announcement, reminder, or update about a certain event, policy, or procedure. Such a memo is brief, generally no longer than one page, and its audience is assumed to be a group of "insiders" familiar with the organization's culture even if they are not familiar with the information conveyed in the memo itself.
A memo also can discuss information of a technical or business nature in an almost "mini-report" fashion. Rather than serving as a bulletin to most members of the organization, such a memo is often written from one department representative or team to another department representative or team. In this case, the memo might update members of one department on a design or policy change that will affect the work of others in a different, but related, department.
As more organizations have moved to electronic media communications, the role of the memo has changed. Some organizations find a reduced number of print-based memos circulating as those documents are replaced with email or listserv messages. This shift, however, does not mean that memos have no place in the business world. To the contrary, memos in their print-based form seem to carry with them a strong sense of "permanency" as compared to emails and listserv messages. Often times, the memo becomes a record of an event or situation and is archived for future purposes.
Although brief and conventional in form, a memo can have a great impact. Mistakes in a memo are quickly spotted and might lead to a series of memos in response. As mentioned previously, a memo is one document that is filed as part of an organization's "memory." Memos are often the first documents gathered in legal cases and policy disputes with organizations. Even though the primary audience, purpose, and your role in writing a memo might seem well defined, keep in mind the broader implications of the memo as a document representing you, relationships within an organization, and the organization itself.
Assignment: Your first assignment is to create a one/two-page memo of introduction. The purpose of the memo is to introduce yourself to me and other members of the course. Consider, if you will, the class as an organization and yourself as a new member in a highly visible position. Your first task is to introduce yourself and spell out some goals for your new role. With your peers and me as the audience, consider your own role as author of a memo of introduction. You want to make a great first impression on all of us, and you want to provide us with information that will foster strong future working relationships in the course.
Information to discuss in your memo includes, but is not necessarily limited to, the following:
Background Information
• What is your major and year in school?
• Why have you selected this major?
• What activities, jobs, and internships have you participated in that relate to your chosen field?
• How would you describe your work style?
Course Goals: • What are some of your rationales for taking this course?
• What background or experience do you have that will help you work on projects for this course?
• What types of writing and research projects have you participated in?
• What is your main goal for this course?
This memo will help me to better understand your goals for enrolling in this course and help you to establish a rapport with your peers and me. Additionally, this assignment challenges you to consider not only the form of a memo but its role within an organization.
Process
1. Read the assignments; Review the supplemental material.
2. Begin with an appropriate memo header.
3. Address the questions provided in the above prompt as well as any other information that you deem pertinent to the assignment. Remember you want to establish a professional and friendly tone of welcome.
4. Consider the body's development carefully:
• Begin your memo with a brief one or two sentence overview that quickly summarizes the purpose of the memo (This summary sentence should not have a heading, but your other memo sections should).
• Offer brief well-organized paragraphs that respond to the questions provided.
• Add bolded headings for sections to help readers locate information of interest more quickly.
• End your memo with a quick statement of summary (If this were a memo requesting an action, you would end with such a call. As with the opening of your memo, this section should not have a heading).
Technical Specifications
• One/two single-spaced page(s)
• 12-point Times or Times New Roman body font; Arial or other sans serif font for headings
• 1-inch margins
• Full Block Format -this means no indention at the beginning of paragraphs and left justification.
• Leave one blank line to signal the end of one paragraph and the beginning of another.