Did You Get the Memo?
May 21 is National Memo Day and while this may give us a chuckle, there is some credence to this concept. The day celebrates the power of written communication in business and how technology has transformed the memo over time, allowing for more efficiency and creativity.
If your business memo has recipients scratching their heads and asking each other, “do you get that memo,” (translation: “I don’t understand what it’s saying; do you?”), your message may only result in misunderstandings and delays.
It’s time to grab your pens and ensure your messages hit the mark. Here are some tips to help you master your memos:
1. Consider Your Audience. Key for any written communication, consider the priorities and personalities of your readers before putting pen to paper or fingers to keyboard. Tailor the length, tone, vocabulary, and level of detail to suit your audience so that your message resonates and is easily understood.
2. Clarity Reigns Supreme. In business, communication is king, and there is no room for confusion and ambiguity. Aim for clarity in every phrase, sentence, and paragraph, avoiding unnecessary complexity and complicated wording. Structure your message so it is precise, organized, and inviting. Brevity is your friend–get to the point quickly and concisely. Use subheadings, bullet points, and white space to enhance readability.
3. Read it Out Loud. Let’s role-play. Imagining you are the recipient of the message you are writing, read it out loud. If you were not a subject matter expert, would your message make sense to you? Do you find yourself tripping over your words or rereading certain phrases? Is the message too lengthy, or is it missing pertinent information? Cut, add, edit, or rewrite based on your responses to these questions.
4. Proofread, at Least Twice. Before you send your message, proofread your work for errors in spelling, grammar, and punctuation. A glaring typo or grammatical error is a sure way to undermine professionalism. Take the time to tighten up your work, then seek out a trusted colleague for a fresh pair of eyes.
The ability to convey ideas clearly can make or break the impact of your business communication. So, sharpen those pencils, fire up those keyboards, and let your words shine!
