Notes, Messages and Memorandums

Quick reference

• 00:04 Now we'll take a look at best practices for the content and formatting of notes memos and messages
• 00:13 as part of our learning objectives for interoffice correspondence.
• 00:21 In a perfect situation communication could always be handled cleanly and quickly in person
• 00:28 with no room for errors or misinterpretation, but in business we have to rely on notes and
• 00:35 messages and memos to communicate information every day.
• 00:41 This could be handled with
• 00:44 a brief notice in message form something as simple as
• 00:48 changing the meeting time.
• 00:50 It might be a personal message
• 00:53 to an individual, something like a thank you to a team member.
• 00:59 We often have two exchange interoffice memos is something important like a new
• 01:06 company policy or a company policy change is communicated this way.
• 01:12 Team communications are a typical use
• 01:16 of interoffice documents.
• 01:19 After a meeting there may be a review of important concepts exchanged or brainstorming lists.
• 01:27 And there's public postings of announcements as well, an invitation to a company party or picnic.
• 01:37 There are a vast number of options for presenting interoffice correspondence between staff members and individuals.
• 01:48 Formatting may be pre-styled in forms by the company
• 01:54 Typical templates will be selected for things used often like memos and phone messages
• 02:01 email notices, team recaps, are common examples.
• 02:09 Content however will be a key area to focus on when constructing
• 02:15 your interoffice correspondence documents.
• 02:19 For memos you want to make sure you're delivering clear information they will be used to share news
• 02:26 and if appropriate, issue directives. When doing so you want to make sure you deliver the reason for the memo up front. For example most memos
• 02:38 will contain a RE: or regarding line at the top, above the line. Here we see an example
• 02:45 regarding submitting expense reports for reimbursement.
• 02:49 People who care about submitting expense reports receiving this memo like the sales staff will want to make sure they're paying attention
• 02:58 to the information inside.
• 03:01 A public note or memo be also be posted this may go company-wide. Expressing of thoughts or
• 03:08 ideas can be shared, or directives again, as appropriate
• 03:14 if you have the proper staff clearing to do so.
• 03:19 Public posts are often a reinforcement of what has been distributed on each person's desk or via email.
• 03:27 Or public notices will provide instructions.
• 03:34 Business messages or task documents will be used to deliver very clear information, lists
• 03:42 or to share news.
• 03:45 And example would be a production list or a business message might be a letter to a job applicant to follow up.
• 03:55 A personal message in business or a note is a little bit different.
• 04:00 It would express thoughts or ideas again, or issue directives as appropriate,
• 04:06 or share news again,
• 04:07 however it would contain a relationship
• 04:13 between the recipients and the sender a business relationship. Perhaps
• 04:19 they are your assistant or your supervisor or your partner in business.
• 04:26 In all if you'll keep the contents of your communications top of mind knowing that ultimately you'll need to be clear
• 04:36 and you'll need to be concise while thorough,
• 04:40 and always providing reasons and instructions upfront, and directives where appropriate,
• 04:48 you'll be able to keep all of your interoffice correspondence
• 04:53 going smoothly every day. Because in the professional environment it's highly relied on.

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