avatarAldric Chen

Summary

The article emphasizes the importance of concise, actionable communication in memos, especially in busy environments, by comparing effective writing to the brevity of Post-It notes.

Abstract

In the context of today's fast-paced workplaces, the article "What Is The Best Way To Write A Memo?" advocates for succinct and clear writing that respects the reader's time constraints. It suggests that memos should be crafted as if they were to fit on a Post-It note, ensuring they are direct and to the point. The author, Aldric, provides personal examples of how this approach has been effective, particularly in email communication where time is of the essence. The article also touches on the broader implications of efficient communication for professionals such as sales and business development executives, who must build relationships quickly and efficiently. Aldric emphasizes that memos should be actionable, allowing recipients to understand and respond without unnecessary elaboration.

Opinions

  • Communication Should Be Brief and Clear: The author believes that messages should be concise and easily digestible, akin to the physical limitations of a Post-It note.
  • Efficiency in Communication: Aldric champions the idea that using fewer words to convey the same message is a hallmark of efficiency, allowing more to be accomplished in less time.
  • Immediate Interpretation: The author's "acid test" for effective communication is the ability to interpret a message at a glance, without need for further thought or clarification.
  • Action-Oriented Messages: Memos should prompt action and be structured to inform with minimal words, reducing the chance of miscommunication.
  • Adaptability to Different Media: The principles of brief and clear communication should be applied across various platforms, including email and written notes.
  • Respect for the Recipient's Time: By providing concise and actionable information, professionals show respect for their busy colleagues and clients.
  • Simplicity Adds Value: As a consultant, Aldric values simplicity in communication, as it brings clarity and aids in personal and professional growth.

What Is The Best Way To Write A Memo?

Why? Because people are ultra-busy.

Photo by Kelly Sikkema on Unsplash

People are busy. There are just too many things we have to attend to at work and home. We also have distractions all around. We have to interact with people around us. Maybe we manage very busy team members as well.

We need to write for the busy. Our messages have to be short, sharp, and actionable. Imagine that our written words are constrained by the physical boundaries of a Post-It note. How would we write our messages?

That is an appropriate thought experiment. Our attention span is short, especially when we are Trojan-Horsed into structured chaos, such as workplaces and schools. There is no room and no time for miscommunication, and misinterpretation.

A simple suggestion is to write the way we talk. These are my examples using Post-It notes.

Image Contributed by the Author.

They are action-oriented and serve to inform with as little words as possible. My acid test is simple. I must be able to interpret the entire message at a glance. There should be no room for further thinking. My executive assistant is very good at this.

Image Contributed by the Author.

2 words sum it all. In fact, that is all she needed to grab my attention. I called and then proceeded to her desk to sign a contract. Of course, these are pre-2020 days.

I am trying to implement this in my outgoing emails as well. Conveying the same meaning with lesser words is about efficiency, and I get more done. When time is the essence, being straightforward works. It applies to others as well.

Sales and Business Development executives are out there fighting a war against time. They need to connect and build relationships with prospects and clients. They should not be distracted.

The best thing to do is to stay sharp in our communication and leave them actionable memos. Believe me. They will respond.

Cheers to fellow memo-writers,

Aldric

Related Stories from the Author.

About the Author:

As a content contributor, I write my observations from daily life and my business exposure.

Because our life experience is the bedrock of our unique perspectives.

As a Consultant by training, I believe in making the complex simple.

Because simplicity adds value.

Simplicity helps us gain clarity, and clarity helps us to grow.

Follow me for my stories on Medium!

This is more “About Me”.

Productivity
Writing
Communication
Workplace
Life Lessons
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