Sabtu, 27 Desember 2014
Memorandum (Memo)
Definition : A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.
Function : A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumor, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.
Purpose : (Gerald J. Alred, Charles T. Brusaw, and Walter E. Oliu, Handbook of Technical Writing, 8th ed., Bedford/St. Martin’s, 2006): Memos are used within organizations to report results, instruct employees, announce policies, disseminate information, and delegate responsibilities. Whether sent on paper, as emails, or as attachments to emails, memos provide a record of decisions made and actions taken. They also can play a key role in the management of many organizations because managers use memos to inform and motivate employees.
How to Organize a Memo :
The following guidelines will help you structure a memo (Mitchell Ivers, Random House Guide to Good Writing. Ballantine, 1991):
- Use a clear subject line.
- State your purpose in the first paragraph.
- Summarize any potential objections.
- Keep the paragraphs short.
- Use subheads between paragraph groups.
- Use bulleted and numbered lists.
- Request action.
How to Make a Memo :
Many computer programs now provide a standard program for memo format, so all the design and headings are done for you. All you do is fill in what you want to say. If you do not have such a program, follow these steps:
- Begin the memo with headings such as To, From, Date, and Subject; such headings are frequently capitalized and in boldface type.
- In the first sentence of the memo, tell readers what your point is. Then briefly explain, giving reasons or details.
- Single-space the memo; if your message is long, divide it into short paragraphs, or include numbered or bulleted lists and headings to organize and draw attention to essential points.
- If you type the memo for someone else, make sure that person’s name appears on the From line, and type your own initials (in lowercase letters) below the last line of the text.
- At the bottom of the memo, type cc: followed by a name or names, to indicate additional recipients of the memo.
E-mail (electronic mail) is the exchange of computer-stored messages by telecommunication. (Some publications spell it email; we prefer the currently more established spelling of e-mail.) E-mail messages are usually encoded in ASCII text. However, you can also send non-text files, such as graphic images and sound files, as attachments sent in binary streams. E-mail was one of the first uses of the Internet and is still the most popular use. A large percentage of the total traffic over the Internet is e-mail. E-mail can also be exchanged between online service provider users and in networks other than the Internet, both public and private.
E-mail can be distributed to lists of people as well as to individuals. A shared distribution list can be managed by using an e-mail reflector. Some mailing lists allow you to subscribe by sending a request to the mailing list administrator. A mailing list that is administered automatically is called a list server.
E-mail is one of the protocols included with the Transport Control Protocol/Internet Protocol (TCP/IP) suite of protocols. A popular protocol for sending e-mail is Simple Mail Transfer Protocol and a popular protocol for receiving it is POP3. Both Netscape and Microsoft include an e-mail utility with their Web browsers.
Example:
To : All Department MembersFrom : Adam, Executive Vice President
Date : October 5, 2014
Subject : Change In Employee Appraisal Policy
Beginning on January 1, 2014, we will complite appraisals on all class I, II, and III employess twice each years.
Appraisal froms will be submitted to the Head of personnel between April 10 and April 20, and again between October 15 and October 30.
Employees with three months or fewer of service will be reviewed during the period following.
Source :
Pradana. Sony, Membuat Surat-Surat Bisnis, Eska Media, 2002.https://erricksandesu.wordpress.com/2014/11/21/detail-of-memorandum-memo-and-electronic-mail-email-not-finished-yet/
http://searchmobilecomputing.techtarget.com/definition/e-mail
