communication responsibilities

Managers & Directors. Effective comunications. The memo format

 
 

An essential part of the first-line manager's job is to communicate with employee.

There is always great pressure to achieve results in a commercial environment. Demands may appear to be in conflict-such as insistence on improved service and lower costs at the same time. Manager must constantly absorb these organizational pressures and present the information in the most constructive and helpful manner for employee. Each manager is expected to use as many formal and informal channels  as possible to enhance feedback and suggestions. Quality Action Teams are designed to solicit ideas of the people doing the job.

Anger and sarcasm should never appear in written memoranda.

This technique almost always results in resentment and ill feelings. Manager should waste no words on nonessentials or extraneous materials. Communication should be candid and succinct. The key element for success in any communication is follow-up. After communicating an important issue, you must ensure the message has been appropriately received and acted upon.


Communication for Results

Italian companies' current communication, unfortunately, does not reflect a consistency of approach.

1) Telephone calls, faxes, mails, emails, placed to other employee - and often received from suppliers or customers - are not being returned. This practice is inexcusable. All calls from fellow managers, employees and customers should be returned before the end of the work day. Failure to return phone calls results in frustrations and often results in service failure as well.

2) Too many communications are too long, imprecise, and follow too many independent approaches.

3) Communications never miss the chance of express sarcasm and polemic words.

The following guidelines are a means to provide consistency of approach and format to make everyone's communication job easier.

There are 3 fundamental management communication tools: memos, reports and presentations.


Communication guidelines

1) Shorter is better than longer

2) Do not bury data and status information in sentences and paragraphs. Instead, place data in columns, charts, and graphs. If necessary, provide a brief commentary on its significance.

3) The effective memo. A memo shouldn't be written when a telephone call or a discussion will accomplish the purpose. When a memo is required, one page should be sufficient in most instances.

4) The effective report. Using a consistent approach when preparing reports ensure pertinent information is presented, relayed, and understood effectively.

5) Oral presentation. An effective presentation is well planned and includes visual aids and handouts outlining the presentation.


alpha concept ltd

info@nokia-hk.net

managers-communication-responsibilities

memo-format-effective-communications

The memo format


Subject

The subject should be specific, not general. It should help the reader to know what is expected of him in a specific context. For example, an inappropriate subject would be "Safety Concerns". A successful subject is "Dangerous Tug Speeds on Day Sort".

Purpose Statement

Immediately following the subject, the writer should state the exact purpose of the memo in one sentence. For example: "Immediate discipline is needed to end reckless driving of day sort tugs".

Background

It is often, but not always, necessary to provide a brief history of how the situation developed. This brief discussion might include policies, changes in policies, and actions of the past.

Problem analysis and supporting data

This is usually the body or most comprehensive portion of the memo. It is important that it not become a series of lengthy paragraphs with no coherent structure. Use bullets or numbers to indicate the important element. This facilitates fast reading.

Clearly and briefly define the elements of the problem, and provide supporting data in a format that ensures it is not buried in the text.

Do not tell the reader more than he needs to know, and do not indulge in self-protection maneuvers at the expense of brevity and clarity.

Recommendations

In clear, brief statements indicate the Action that needs to be taken. If several people need to take action, list the names, the actions, and the desired time frame. If a series of steps is required over a period of time, number and date the steps as required.

Coordination/Considerations

In clear, brief statements indicate who will be responsible for the coordination and how it will be accomplished, e.g., meetings, formations of task force, etc. Indicate any variables that may alter the project or its target dates.

Follow Up

If the recipient of the memo is responsible for action, indicate the date when the action must be completed and who should be notified. When you are responsible for action or coordination, indicate a specific date when you will provide follow-up information to the recipient. Follow-up should reflect forceful decisions when required.