Writing memos pptx pptx

WRITING DIRECTIVES AND INSTRUCTIONS • Directives tell employees WHAT to do.. Instructions tell employees HOW to do something, which may take the form of memos, letters, or even booklets

WRITING MEMOS

MEMOS VS LETTERS VS EMAILS

WRITING DIRECTIVES AND

INSTRUCTIONS

• Directives tell employees WHAT to do Instructions tell employees HOW to

do something, which may take the form of memos, letters, or even booklets.

• The goal in writing these documents is that they should be so obvious and self-explanatory that readers will not have to ask for additional help

Use the attached form, which has also been simplified, for reporting fourth quarter vacation schedules.

HOW TO WRITE INSTRUCTIONS

When you need to explain in writing how to do something, a set of instructions is your best choice By enumerating the steps, you make it easy for readers to perform the process in the correct sequence Your goal

is to provide a clear, self-sufficient explanation so that readers can perform the task independently

Equipment Needed: Writing Materials

Preparing to Write Useful Instructions

1 Perform the task yourself, or ask experts to demonstrate it or describe it to you in detail

2 Analyse prospective readers’ familiarity with the process so that you can write instructions at their level

of understanding

HOW TO WRITE INSTRUCTIONS

Making Your Instructions Clear

1 Include four elements as needed: an introduction, a list of equipment and materials, a description of

the steps involved in the process, and a conclusion

2 Explain in the opening why the process is important and how it relates to a larger purpose

3 Divide the process into short, simple steps, presented in order of occurrences

4 Present the steps in a numbered list or present them in paragraph format, making plentiful use of

words indicating time or sequence, such as first and then

5 If the process involves more than ten steps, divide them into groups or stages identified with

headings

6 Phrase each step as a command (e.g “Do this” instead of “You should do this”); use active verbs,

specific terms (“four” instead of “several”)

HOW TO WRITE INSTRUCTIONS

7 When appropriate, indicate how readers may tell whether a step has been performed correctly and how one step may influence another Supply warnings when performing a step incorrectly that could result in damage or injury, but limit the number of warnings so that readers do not underestimate their importance

8 Include diagrams of complicated device, and refer to them in the appropriate steps

9 Summarize the importance of the process and the expected results in the conclusion

Testing Your Instructions

1 Review the instructions to be sure they are clear and complete Also judge whether you have

provided too much detail

2 Ask someone else to read the instructions and tell you whether they make sense and are easy to

follow

CRITERIA FOR WRITING SUCCESSFUL

SUBJECT LINE:

(A “WHAT” ABOUT THE “WHAT”)

= FOCUS + TOPIC

Erroneous: Subject: Language Teachers

Better: Subject: Faculty Loading for Language Teachers

• One to two introductory sentences that tell what and why you’re

writing

INTRODUCTION (EXAMPLES)

1

In the third of our series of quality control meetings this quarter, I’d like to get together again to determine if improvements have been made 2.

As a follow-up to our phone conversation yesterday, I have met our VPAA regarding your suggestions She’d like to meet with you to discuss the following ideas in more detail.

• Developing the content specifically

• Answers reporter’s questions

• Note that the longer the paragraph, the more likely your audience will

avoid reading.

Sample: Unfriendly Text

This year began with an increase, as we sold 4.1 million items in September compared to 3.8 for September 2014 In October, we continued to improve with 4.3, compared with 3.6 for the same time in

2014 November was not quite as good, as we sold 4.0 against the November 2014 figure of 4.2 December was about the same with 4.2, compared to 4.1 for December 2015.

- This should be able to sum important points of the body and provide closure.

SEATWORK 8 (INDIVIDUAL TASK)

An employee under your supervision sees a problem in his or her work environment and has written a memo suggesting a solution You don’t believe the suggested solution will work Write a memo providing

a response.