MEMO, E-MAIL & MINUTES OF THE MEETING.

MEMO

1. 2.

3.
4.

Internal communication (Informal) Purpose; To provide information To issue instruction To convey a policy decision To offer suggestions

STEPS TO WRITE

State the issue as clearly as possible. Major issues must be addressed or solved. Identify alternative courses of action. Evaluate the alternative Recommend a specific course of action.

E-MAIL

Electronic communication

USES

Information sharing. Sending and receiving message Advertising. Marketing Quick personal communication

E-MAIL ETIQUETTE

Answer swiftly Do not over use reply to all. Use proper structure and layout. Answer all questions and pre-emp further questions. Be concise Do not write in capital. Avoid long sentences. Use proper grammar, spelling and punctuation Use active voice instead of passive voice.

CONT

Read the e-mail before you send it. Keep the language gender neutral. In general keep to the subject as much as possible. Be careful about including important details (credit card /bank A/c nos) Take care with abbreviations and emotions.

ABBREVIATIONS AND ACRONYMS

ASAP IAE FYI BBL NBD TIA IOW

: As soon as possible : In any event : For your information : Be back later : No big deal : Thanks in advance : In other words

MEETING

1. 2. 3. 4. 5.

Group of individuals come together to accomplish shared objectives Interactive communication Effective meetings focus on; The outcome of the objective Satisfaction of the participants Effective time management Participants motivation to act To give or receive information to make decisions

DOCUMENTATION

1. 2. 3.

Notice: It includes, Name of the body/group which is to meet Day, date, time and place of the meeting Agenda of the meeting Agenda: It includes, Meeting start and end time. Meeting location Topic headings

1. 2.

3.

MINUTES

Formal recording of the meeting Permanent record of decision, details and individual assignments for future reference.

MINUTES INCLUDE

Name of the body and nature o the meeting. Day, date, time and place of the meeting. Number of the meeting in series. Name of the chairperson Members present and special invitees. Members who did not attend . Approval of previous meetings minutes and amendments if any. Summary of reports and other information shared.

CONT

Proposals, resolutions, motions detailed records. Next meeting date, time and location. Signature of the secretary and the chairperson. Summarize discussions at the end and set deadline for individual/group assignments Distribute copies of minutes before the beginning of next meeting

PRINCIPLES OF THE MINUTES.

Brevity Clarity Self-containment Immediate recording