PLAIN WRITING FOR EVERY DAY Keep in mind that all writing tasks must be carried out with clarity, conciseness, and simplicity. 1. NOTES AND MEMORANDA (SINGULAR: MEMORANDUM) The purpose of a note or a memorandum is to give brief information or instructions to oneself or to another person, or to act as a memory aid. Hints for effective notes: • • • Note form is better than full sentences for conciseness if the notes are clear Some words may be abbreviated once clarity is not lost Arrange ideas in the best order for clarity and simplicity NOTE TAKING Note taking is a reading skill where one extracts the main points in a reading selection. It is a useful study skill and uses various techniques. What are the purposes of note taking? • • • To help in the retention of information To review material later without having the read the whole text To use one’s own words to understand fully the topic or material read Forms of note taking: There are THREE different forms of note taking: • • • The main points are written in an outline form A bulleted list of items Tables, charts, and diagrams (Venn and cluster diagrams) MEMORANDA (Singular: Memorandum) – from indeed.com The memorandum is a brief document used to convey information about routine work matters and as with all business writing should be clear, concise and simple. A memo, or memorandum, is a written document that businesses use to communicate an announcement or notification. While memos were once the primary form of written internal communication in a business, they are now commonly sent in the form of an email. What is a memo? A memo is a short message that's typically used to communicate official business policies and procedures within a company. Memos are usually meant as mass communication to all members of an organization rather than a one-on-one personal message. There are many types of memos, but they typically provide a progress report, asking someone or a team for something, confirm an agreement between parties) or request input on how to solve a problem. Memo template The following is a sample memo you can use as a guide for your next document: When you should write a memo For the most part, the purpose of writing a memo is to inform. However, memos can occasionally include a call to action or a persuasive element. Here are some instances when a memo might be useful: • • • • • • Informing employees about company policy or process changes Providing an update on key projects or goals Making an announcement about the company, such as an employee promotion or new hire Reminding employees about a task that needs to be completed Making a request of all employees Communicating a message that employees will refer to more than once, such as a detailed proposal or recommendation Memos are also an efficient way to communicate brief but important messages to a wide audience within the business. This can include product changes, meeting schedules, procedure changes, policy additions, summaries of agreement terms and reminders. Additionally, you can send a memo when you want your audience to print or save the information contained in the message in some way for later reference. How to write a memo While each memo should be written to address its unique needs, there are a few steps you can follow to create a clear, highly readable document. Like many other professional business documents, memos will include an introduction, body and conclusion. 1. Start with a header that clearly indicates that the communication is a memorandum, the intended recipients, the sender, the date and the subject. 2. Write an introduction that uses a declarative sentence to announce the main topic of the memo. 3. Include a body paragraph with discussion points that elaborate or list the main ideas associated with the memo's topic. To make your memo easier to read, write in short paragraphs and break the information into smaller, more manageable chunks. Since the recipients will likely be scanning the memo, you should also use subheadings and bulleted lists when possible. 4. Conclude your memo with any remaining information following the body paragraph. This is a summary of the memo and should clearly inform the reader of any actions required. 5. Close with your name, email address and phone number in case anyone needs to contact you. 6. Ensure any necessary attachments are included if your intended recipients will need to refer to other information, such as a graph, image, or chart, below the end of your memo. Tips for writing an effective memo Here are tips to consider improving your memo: • • • Always consider your audience when writing a memo. While an acronym or abbreviation might be commonly used in the marketing department, it could be unknown to the IT department. If you're writing a memo for the entire company, use clear and concise language accessible to everyone. Keep it professional using business formal language. Proofread and review before sending. Reading your memo aloud is a helpful way to check for typos, inconsistencies, and tone. If you have time, share it with a trusted colleague who can offer a second pair of eyes. When sending a company-wide memo, you are speaking for the organization, so be sure the style and message are accurate. Write a subject that is straightforward and clear. For example, if you need to send a memo announcing the observance of a holiday, include the name, date, and day of the week of the observed holiday in your subject line. Send your memo at least a week before the event or due date so people have time to adjust their plans. 2. EMAIL 12 TIPS FOR WRITING EFFECTIVE EMAILS (Drexel.edu,Posted on October 17, 2018) We rely heavily on email to communicate with colleagues, clients, vendors, etc. Some emails are far too long, stringing paragraph after paragraph together, while others are too brusque, while some are way too formal, or entirely too informal, and still others might even put the company in legal jeopardy. Since we rely so heavily on email, every email we send should be well-written, and serve the intended purpose to disseminate information, while also being collegial. Effective emails, not only share information in a clear and concise manner, but also save time and effort for both the reader and the recipient. Employ the following 12 tips to craft an effective email. SUBJECT LINES ARE IMPORTANT It drives me crazy when I get an email from someone, and the subject line is a tease or does not relate to the content of the email. Again, this will add time to my day, when I’m trying to search through my emails for specific content, but the subject line doesn’t match that content. USE BULLET POINTS AND HIGHLIGHT CALL TO ACTION Bullet points make it much easier for the recipient to read the email quickly and effectively. It also helps the reader identify the main points of the email. If the recipient is expected to do something after receiving the email, highlight the call to action. KEEP IT SHORT No one has the time to read a 10-paragraph email, so don’t sent it. If you have 10-paragraphs, or even four-paragraphs, then you’re likely including unrelated content. DON’T MUDDLE CONTENT Stick to one content area per email. If you are sending a follow-up email to a colleague after a meeting, then it is unnecessary to add in something about a different client or information about the company picnic, etc. When you muddle content, it makes it much harder for the recipient to find the email in a search because the content they are looking for won’t match the subject line. BE COLLEGIAL Always open your email with a pleasantry. I often craft my email, then go back and add in the “I hope you had a great vacation” or “Have a great weekend – enjoy the Fall weather.” WATCH YOUR TONE The tone of an email is difficult to assess, but often, the reader will assign a tone, even when one was not intended, so be careful not to craft the email with tone by watching the use of exclamation marks, using inflammatory words, etc. AVOID TOO MANY EXCLAMATION MARKS AND NO EMOJIS I find I use too many exclamation marks in my emails, usually to sound excited, but one could also read the exclamation marks as being angry, frustrated, etc. NEVER use emojis in a work email, to anyone other than a close friend. AVOID QUOTES THAT COULD BE OFFENSIVE TO OTHERS More and more you see quotes at the bottom of emails. Some are benign inspirational quotes, such as “Be the best you can be every day,” these are fine; however, avoid quotes with religious meaning, quotes that could be viewed as excluding others, etc. could offend a co-worker, a client, or a vendor, which could result in the loss of productivity and business. ALWAYS PROOFREAD YOUR EMAILS Sending out an email with typos, misspelled words, etc., makes you look bad. Take the extra minute to proofread the email. NEVER SEND AN EMAIL WHEN ANGRY OF FRUSTRATED If you need to write the email, do so in a word document, where it is impossible to hit the send button by accident. EMAIL CHAINS Email chains can be effective, but sometimes it is more effective to pick up the telephone and have a conversation in five minutes versus four hours of back-and-forth emails. Also, be careful not to change content areas without changing the subject line. LEGAL RAMIFICATIONS Remember, your email, your colleague’s email, even the vendor’s email is subject to a warrant should illegal activity occur, or a lawsuit be filed. Furthermore, emails sent to and from your work email address, are the property of your employer. Thus, NEVER put anything in an email that could compromise you or the company from a legal perspective (or from a professional perspective). This includes, but is not limited to, defamatory comments, harassment, admitting to wrong-doing, accusing someone of a crime or wrong-doing, promising a quid pro quo, and promising something that can’t be delivered (especially when it comes to products). Countless articles have been written on how to craft effective emails, but I receive poorly constructed ones daily. Part of the reason is that the ability to write has been cast aside. We live in a world of 240-character Tweets and text messages, where everyone’s quote at the bottom on their email sent from their phone say something about “excuse my typos.” Even though we live in this world, writing is still important. These 12 tips offer a formula for constructing an effective email, which ultimately makes it easier. I hope you will take the time to follow these rules because your emails will be better written, more easily understood, and less likely to require follow-up. In the end, this saves time and allows you to work on other important tasks. Anne Converse Willkomm Assistant Clinical Professor Department Head of Graduate Studies Goodwin College, Drexel University 3. ADVERTISEMENTS The 5 C's of creative communications for better business By Tom Zender – Contributing writer Nov 14, 2014 Both new media and traditional media offer a dazzling collection of how to convey our business communications. We are never without messages to send and receive in all their many forms. What makes business communications good – or not? New media such as LinkedIn, Facebook, Twitter are digital vehicles to convey our business communications – plus digital publications, online advertising, email, and texting. Traditional media continues in abundance with print publications, voice messages, postal mail, and even bumper stickers. What is essential in both new and traditional business messages? Context, Content, Clarity, Color and Carrier – always. Context: Why is the message being sent and what are the surrounding factors, conditions, and environment? A straightforward explanation about the purpose of the message is important. Most recipients won't go further unless they understand why they are receiving the communication in the first place. Content. What is the message, what does it convey in facts and feelings, and what is the intended call-to-action for the reader? The content must be quickly and efficiently delivered to the intended audience without unnecessary, extraneous added information. Most messages, particularly marketing content, should be informative, engaging and with a call to action for the recipient - and an easy way for them to respond. Clarity. How does the message read or sound, it is uncluttered and understandable, and does it entice the recipient to want more information? Brevity counts, whether the communication is written, visual or audio. Effective messages are straight forward, easy to comprehend, and not offensive. Experts suggest crafting messages at a mid to late grade school level to improve effectiveness and durability. Colour. Who looks at the message and what do they need to see or hear for maximum attraction to the information being conveyed? Great art is even better with a great frame. Use interesting fonts, graphics, colors, photos and sounds that enhance the message and engage recipients, but without cluttering and confusing the main message or driving the recipient away. Tasteful design counts, even in audio messages. Carrier. Where does the message move from, in one or more media, to best reach the intended audience? While media cost is a factor, the age, location, and other demographics of the recipient audience determine good choices of new media or traditional media as the carrier. Sometimes, a well concocted mixed media program, such as some social media along with some printed or voice messages can be particularly effective. No surprise: companies long recognized for durable, effective marketing and other messages include Coca-Cola, Wendy's, Nike, Volkswagen, and Apple. Need help? Outside communications experts can boost an effective media program by addressing all five C's. The bottom line Communicate creatively. Construct marketing and other messages effectively by using the 5 C's as a guide: Context, Content, Clarity, Color and Carrier. Make the messages simple, engaging, easy to comprehend and with calls to action. Get more business. 4. BRIEF DEFINITIONS Writing Definitions (owl.purdue.edu) A formal definition is based upon a concise, logical pattern that includes as much information as it can within a minimum amount of space. The primary reason to include definitions in your writing is to avoid misunderstanding with your audience. A formal definition consists of three parts: • • • The term (word or phrase) to be defined The class of object or concept to which the term belongs The differentiating characteristics that distinguish it from all others of its class For example: • • • Water (term) is a liquid (class) made up of molecules of hydrogen and oxygen in the ratio of 2 to 1 (differentiating characteristics). Comic books (term) are sequential and narrative publications (class) consisting of illustrations, captions, dialogue balloons, and often focus on super-powered heroes (differentiating characteristics). Astronomy (term) is a branch of scientific study (class) primarily concerned with celestial objects inside and outside of the earth's atmosphere (differentiating characteristics). Although these examples should illustrate the way the three parts work together, they are not the most realistic cases. Most readers will already be quite familiar with the concepts of water, comic books, and astronomy. For this reason, it is important to know when and why you should include definitions in your writing. WHEN TO USE DEFINITIONS 1. When your writing contains a term that may be key to audience understanding and that term could likely be unfamiliar to them "Stellar Wobble is a measurable variation of speed wherein a star's velocity is shifted by the gravitational pull of a foreign body." 2. When a commonly used word or phrase has layers of subjectivity or evaluation in the way you choose to define it "Throughout this essay, the term classic gaming will refer specifically to playing video games produced for the Atari, the original Nintendo Entertainment System, and any systems in-between." Note: not everyone may define "classic gaming" within this same time span; therefore, it is important to define your terms 3. When the etymology (origin and history) of a common word might prove interesting or will help expand upon a point “Pagan can be traced back to Roman military slang for an incompetent soldier. In this sense, Christians who consider themselves soldiers of Christ are using the term not only to suggest a person's secular status but also their lack of bravery.” ADDITIONAL TIPS FOR WRITING DEFINITIONS • • Avoid defining with "X is when" and "X is where" statements. These introductory adverb phrases should be avoided. Define a noun with a noun, a verb with a verb, and so forth. Do not define a word by mere repetition or merely restating the word: "Rhyming poetry consists of lines that contain end rhymes." Better: "Rhyming poetry is an artform consisting of lines whose final words consistently contain identical, final stressed vowel sounds." • • Define a word in simple and familiar terms. Your definition of an unfamiliar word should not lead your audience towards looking up more words to understand your definition. Keep the class portion of your definition small but adequate. It should be large enough to include all members of the term you are defining but no larger. Avoid adding personal details to definitions. Although you may think the story about your grandfather will perfectly encapsulate the concept of stinginess, your audience may fail to relate. Offering personal definitions may only increase the likeliness of misinterpretation that you are trying to avoid.
