A Sample of memo format

Effective comunications. The memo format. Managers & Directors.

 
 

Sample memo format


To: Supervisor

Subject: New Out-Patient Visit Category Limitations


Purpose

To begin analysis of approved categories of mental health out-patient visits to remove medically questionable treatments thereby reducing costs and protecting Corporate employee.


Background

An increasing use of out-patient visits for a variety of mental health related areas, including drug and alcohol dependency, depression, and family counseling has required a more careful analysis of legitimate mental health needs and questionable semi-medical approaches to a variety of problems As the following chart indicates, treatments have ranged from traditional therapies to acupuncture and transcendental meditation.


Problem

In the last year alone, xx million dollars have been spent for treatment which our medical specialists often do not consider legitimate mental health approaches and which are offered by non-medical personnel of sometimes questionable credentials.


Chart


Illness Care ProviderType Care#Visits#Employee Costs

---------------------------------------------------------  --------

---------------------------------------------------------  --------


Recommendation

The wide range of problems, some of which are clearly mental health problems, and others which at best fall into a "gray" area, along with the variety of approaches, suggests the need for a review of providers, categories of care, and company money spent.


Coordination and Considerations

I will contact the above parties and establish a meeting time and place convenient for everyone, preferably during the week of May 16th. If anyone is unable to attend that week, I will move the meeting up to the week of May 23rd.


Follow-up

Please let me know which days and time would be  best for you during those 2 weeks. Upon your advice I will contact the others and advise you of the agreed upon meeting date by this Friday, May 6th.

To begin policy refinement and remove inappropriate approaches, I suggest that we meet with Dr. Smith, our medical specialist, John Jones from Benefits, and Mary Andersen, Employee Assistant Representative.


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sample-memo-format

management-effective-presentation

The effective management presentation


Preliminary considerations

1) It is important to remember that senior management does not review a presentation as a staged performance, but as a professional presentation of issues and information.

2) The intended audience should have an advance copy of the purpose statement, outline, and supporting data before the presentation. This is suggested for all meetings; it is mandatory for presentations to senior management.

3) No presentation should exceed one hour. The shorter, the better.

4) Anticipate the concerns, objectives, and questions of the audience to ensure time is not wasted.

5) Keep overheads and slides simple in format. Be sure all numbers and type are enlarged for ease of audience viewing. Do not crowd slides or overheads with too much data.


The presentation Format

1) Purpose statement

Begin your presentation with a clear, concise statement of purpose. Limit the purpose statement to meet the realities of the time and data available to you.

2) Background

Briefly survey the context of your discussion according to past events, past policy, and current policy.

3) Discussion analysis

This is the body of your presentation. Be sure that you do not become lost in detail and that your audience always knows exactly where you are in the plan for your discussion. Be particularly careful to provide data on sides or overheads in useful formats. Data must not fill the screen; significant number should be marked or highlighted as such.

For content within the Discussion/Analysis portion of your presentation, the same principles and guidelines that were presented for report writing apply to this area of an oral presentation. The five segments are as follows:


Plan/Proposal

Advantage/Disadvantages

Administrative Process

Costs

Alternatives.


4) Recommendations

Make clear what elements have led you to make your recommendation. Do not try to soften your recommendations in lengthy final thoughts. Have confidence in your position and state it.


5) Questions

Questions are to be welcomed, not dreaded. Questions from senior management do not indicate a problems with your presentation, but instead indicate senior management has listened to your presentation and wants to make the best decision possible. Answer questions as thoroughly as possible without misstating facts. If you do not know the answer to a question, say so. Under no circumstances should you pretend to know something you do not.


6) Follow-Up

As applicable, specify what follow-up activities or documents are planned in general or in response to questions voiced by the audience.

Provide exact target dates for related activities or presentations when possible.