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When there’s a major shift within the enterprise panorama or an necessary win, it’s necessary to unfold the phrase. A memo is the easiest way to get the job executed. In contrast to an e mail, your memo will exit to your whole division or everybody on the firm. No stress. (Nicely, perhaps some stress…)
Earlier than writing a memo, I take a while to hype myself up. This little bit of inside communication will likely be learn by my friends, my boss, and sure my boss’ boss. Getting the language proper is crucial, and each phrase counts.
On this publish, I’ll share my expertise writing memos together with suggestions from my friends at HubSpot. From there, I’ll showcase stellar memo examples and a template that will help you create your individual. Let’s dive in!
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What’s a memo?
A memorandum, or memo, is a doc shared with a gaggle of individuals to disperse info on a job, venture, occasion, or different. The aim of a memo is to carry instant consideration to that info in a fast and transient method.
Memos are shared to tell readers about new info and have purposes for various communities and companies.
Communities can use memos to inform individuals inside it about public security pointers, promote varied occasions, and lift consciousness on topics that have an effect on their lives.
Companies can use memos to relay info involving newly up to date insurance policies, modifications in process, necessary milestones, or needed worker actions, comparable to attending an upcoming assembly or conference.
I typically discover myself writing memos when there are important modifications to my program at HubSpot. Maybe we’re implementing a brand new workflow, reorganizing the construction of our group, or sharing insights from a venture we simply accomplished. Memos denote significance, so I solely write them when I’ve necessary updates to share that influence a number of stakeholders.
We’ll discover extra about when memos are needed under. However first, let’s focus on write a memo.
The best way to Write a Memo (+ HubSpot Suggestions)
Write a heading
Write an introduction
Present background on the difficulty
Define motion gadgets and timeline (Elective)
Justify any reasoning
Soften any blows (Elective)
Embody a closing assertion
Overview and proofread earlier than sending
You possibly can put collectively a memo in just a few quick steps. All memos ought to embody the next.
1. Write a heading.
It doesn’t matter what form of memo you’re writing, you’ll want to incorporate a heading. This part ought to embody who the memo is for (whether or not a person or division), the date, who the memo is from, and a topic line.
Your topic line needs to be quick, attention-grabbing, and provides readers a normal thought of what the memo is about.
I typically pair a primary, eye-catching title with a deck under the headline that has extra info. For instance, if I have been writing a publish about A.I. in content material advertising and marketing, I’d title it “The Robotic Revolution: How A.I. Shapes the Search Panorama.”
Be certain that the tone of your title matches the seriousness of the subject material and your group’s communication type. A witty opener gained’t be proper for each memo.
2. Write an introduction.
Keep in mind, you need your memo to be transient and information-packed. Your introduction needs to be an environment friendly use of area. It ought to spotlight the difficulty or drawback and the answer you determined to maneuver ahead with.
That’s a actuality that I personally wrestle with. As a author, I wish to embody these eloquent phrases and considerate transitions that sound nice when learn aloud. Nonetheless, I have to take a distinct strategy for memos. My introduction ought to simply summarize the aim of the memo in two to 3 sentences.
You need to use descriptive language in your intro when it immediately pertains to the aim of your memo. Metaphors, similes, and storytelling gadgets can hook your readers. Kaitlin Milliken, a senior program supervisor at HubSpot, remembers a memo she created that associated to making a workers made up of subject material consultants.
“I opened with a metaphor about leisure basketball — the place individuals know the foundations however don’t have positions they excel in — versus skilled basketball the place everybody has a specialty,” Milliken says. “I then transitioned into the performs my group was engaged on to create this professional group.”
On the subject of metaphors, don’t drive these comparisons. Solely use them the place they make sense and after they make your message stronger.
3. Present background on the difficulty.
Keep in mind, memos exit to a large group of workers. Not everybody studying your memo can have the identical background that you simply do as a author. You’ll want a piece to elucidate any needed context that folk have to know earlier than going ahead.
So, what do you place in? I requested Basha Coleman, top-of-the-line memo writers on my group. Colem is a principal advertising and marketing supervisor on HubSpot’s viewers growth group.
Coleman says she features a part on the high of her memos that cowl the next:
The scenario.
The influence of the scenario.
Really useful options.
“This offers stakeholders the need-to-know information instantly in case they don’t have time to learn the entire memo without delay,” Coleman says.
Past that, I prefer to hyperlink to different necessary paperwork that present context on a subject. That might be a associated memo from a distinct group with extra info, a information article that you simply’re immediately responding to, or a related dashboard that showcases the difficulty.
You don’t need this part to be lengthy. Nonetheless, if of us are thinking about studying extra, you’ve simply given them the ability to take action.
The final necessary tip? Up the urgency. In case your memo pitches one thing new, you wish to clarify why the change is pressing and the significance of shifting now.
“The easiest way to do that is to elucidate what we‘re prone to shedding if we don’t take motion right here,” says Karla Prepare dinner Hesterberg, a director of content material advertising and marketing at HubSpot.
For pitch memos, Hesterberg suggests telling readers why this drawback is necessary/why individuals ought to care. For explanatory memos, she recommends explaining what the data within the memo will likely be used for.
4. Define motion gadgets and timeline (Elective).
Relying on the aim of your memo, you’ll have motion gadgets for workers to finish or present a timeline of when modifications will happen. For instance, they could want to finish a job or present info by a sure deadline.
This part ought to embody the next:
When workers can count on modifications to enter impact.
What modifications have already been made and what to anticipate sooner or later.
Deadlines they should adhere to.
When growing a timeline, keep away from simply making a paragraph with dates interspersed all through.
“Don’t be afraid to make use of visible cues in your memo, like tables, heading colours to show hierarchy of data, charts, and graphs. These can preserve a memo transient and skimmable,” suggests Coleman.
Milliken agrees. In a current memo on constructing a thought management program, she included tables that laid out every step her group would take, extra particulars about what was wanted, and when it might happen.
“I additionally included an infographic of a pipeline to point out the phases of the venture and the way lengthy every would take proportionally,” she says. “This makes it simpler to visualise a timetable than simply skimming chunks of textual content.”
Right here’s a pattern desk I created to reveal.
If no motion is required on the worker’s behalf, you possibly can depart this part out.
5. Justify any reasoning.
For those who’re speaking a request or something new that would ruffle some feathers, you may make your case by providing rationale as to why your announcement or request is so necessary.
“Take into consideration your target market and attempt to anticipate areas the place they may ask questions, have issues, or want extra readability,” says Hesterberg. “Attempt to re-read as somebody who does not have all of the context you need to establish areas you want to construct up.”
Keep in mind, because the memo author, you’re an professional on the topic. You could have to ask a supervisor or a peer to overview your memo with a skeptical eye. The place have they got questions? What wants extra justification?
From there, you possibly can strengthen your case. This typically contains that includes statistics as to why it’s essential and pressing to make a change.
“Remember that information is tremendous highly effective however should be introduced in a means that enhances the narrative somewhat than complicated it,” says Amanda Sellers, a weblog technique supervisor at HubSpot.
For instance, the phrase “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. As an alternative, Sellers suggests writing, ”Our technique is working practically 70% of the time.”
The primary instance is unwieldy, Sellers notes, referring to methodology {that a} broader viewers is much less more likely to care about. In the meantime, “the second viewers demonstrates the extra necessary factor: why that methodology was necessary and what you possibly can take from it,” Sellers explains.
6. Soften any blows (Elective).
For those who’re making an enormous change that might be seen as controversial or making daring statements the place individuals would possibly really feel slighted, you possibly can soften this with a well-placed caveat.
For instance, with the rise of AI, you could be speaking a brand new firm coverage associated to utilizing AI. You may soften the blow by sharing that it hasn’t been a problem for most individuals, however it’s necessary to have a transparent coverage in place for dealing with it.
7. Embody a closing assertion.
Your closing assertion will embody any info you’d like to bolster. Are there any particular contacts readers ought to attain out to for questions? In that case, embody them right here.
“A conclusion that simply reiterates your details is boring and more likely to be skipped,” Millike says. “Finish in your most compelling factors. You possibly can both reassert urgency or focus on the sources you want to achieve success.”
Milliken typically closes on the help her group requires to seek out success. That might be extra monetary sources, a champion inside management, or extra time to determine the change.
8. Overview and proofread earlier than sending.
This step might appear to be a no brainer, however it‘s necessary to overview your doc earlier than sending it out. Memos are supposed to inform readers of upcoming modifications and relay necessary info. You don’t wish to threat inflicting confusion with a typo or misstatement.
“Memos typically have a broad viewers, so you will wish to craft a story that’s simply understood regardless of who’s studying it,” says Sellers. “Which means telling a persuasive story, attending to the purpose shortly, anticipating questions, and reducing jargon to seek out the best means of claiming one thing.”
8. Create any audio or video aids.
As soon as the memo is written, I like to offer it one final cross. What would make the message much more clear? Ought to I work with artistic to construct an infographic? Ought to I amplify the doc over our e mail channels? Now that I’ve invested the time, I wish to be sure that my message is heard.
Coleman typically creates a recording with a deck, highlighting crucial factors within the doc.
“Together with video summaries of my memos with Loom is useful for accessibility and busy stakeholders who prefer to hearken to updates whereas engaged on different duties,” she notes.
Now that you simply’ve discovered what goes right into a memo, here is an easy-to-follow enterprise memo template with examples of use them to serve completely different wants as steerage.
Sorts of Memos
Now you understand how to jot down a memo, however earlier than you begin banging away at your keyboard, it’s useful to know the varieties of memos which can be on the market.
1. Request Memo
In a nutshell, request memos are precisely what they sound like: memos which can be designed to make a request and get a optimistic response. When writing request memos, concentrate on utilizing persuasive language and, the place potential, stats or numbers to focus on why a “sure” is the precise reply.
Some pattern makes use of of request memos could be to request a brand new buy out of your firm or authorization for skilled studying or volunteer alternatives.
When writing request memos, be clear in your request, state any prices, share why it’s necessary, and preserve emotion and private emotions out of the request.
2. Informative Memo
You would possibly see these known as announcement memos as nicely, they usually make up the majority of most memos I’ve seen. The purpose of informative memos is to speak new info to your viewers. Pattern makes use of of informative memos would possibly embody modifications in coverage, firm information, new processes, and even new workers members.
Finally, you possibly can consider an informative memo as a transparent, concise approach to share bulletins along with your viewers and supply any justification needed for the brand new info.
3. Affirmation Memo
You possibly can consider affirmation memos as a paper path to verify key stakeholders have a document of discussions. Pattern makes use of of affirmation memos are documenting conversations, so you’ve got justification ought to it ever be known as into query, clarifying something that has ambiguity to keep away from misunderstanding down the street.
When writing affirmation memos, specificity and readability needs to be your primary purpose.
4. Directive Memo
Directive memos are largely self-explanatory. When you want to talk do one thing to your viewers, you would possibly write a directive memo providing detailed directions which can be straightforward to observe.
Pattern makes use of of directive memos embody sharing implement a brand new course of, adjust to new necessities, and even full needed duties.
When to Write a Memo
As you’ve seen with the varieties of memos above, most memos are designed to speak new info. Nonetheless, memo functions stretch far and broad.
“Memos serve quite a lot of functions, however typically talking, they both pitch or suggest one thing new, consolidate info into one place for the sake of alignment, or clarify or make clear details about a venture or program,” says Hesterberg.
You would possibly write a memo within the following eventualities:
You have got a brand new coverage, and you want to clarify it to your viewers.
Sharing necessary firm updates and data.
Saying new workers members or promotions.
Confirming particulars of a dialogue to get everybody on the identical web page and create a paper path.
Train or inform individuals do one thing.
Requesting one thing and justifying why it issues.
There are many prospects on the market. In a nutshell, you probably have one thing you want to share, a memo could be the reply.
Enterprise Memo Template
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
I am writing to tell you that [reason for writing memo].
As our firm continues to develop … [evidence or reason to support your opening paragraph].
Please let me know you probably have any questions. Within the meantime, I would admire your cooperation as [official business information] takes place.
Enterprise Memo Template Format
The enterprise memo template format is designed to successfully talk your message. A memo ought to disseminate the required info in a means that’s straightforward for a mass variety of workers to digest.
An correct topic line will alert them that this memo is related to them particularly. And starting with an govt abstract permits recipients to grasp the final message earlier than they dive deeper into the main points. The background info presents context to the message, and the overview and timeline ought to reply questions which can be more likely to come up.
Header
In your header, you‘ll wish to clearly label your content material “Memorandum” so your readers know precisely what they’re receiving. As beforehand talked about, you‘ll wish to embody “TO”, “FROM”, “DATE”, and “SUBJECT”. This info is related for offering content material, like who you’re addressing and why.
Paragraph One
Within the first paragraph, you‘ll wish to shortly and clearly state the aim of your memo. You would possibly start your sentence with the phrase, “I’m writing to tell you … “ or ”I am writing to request … “.
A memo is supposed to be quick, clear, and to the purpose. You will wish to ship your most crucial info upfront after which use subsequent paragraphs as alternatives to dive into extra element.
Paragraph Two
Within the second paragraph, you‘ll wish to present context or supporting proof. As an example, let’s say your memo informs the corporate of an inside reorganization.
If so, paragraph two ought to say one thing like, “As our firm continues to develop, we have determined it makes extra sense to separate our video manufacturing group from our content material group. This fashion, these groups can focus extra on their particular person targets.”
Paragraph Three
Within the third paragraph, you‘ll wish to embody your particular request of every worker — in case you’re planning a group outing, that is the area you’d embody, “Please RSVP with dietary restrictions,” or “Please e mail me with questions.”
Quite the opposite, in case you‘re informing workers of upcoming building to the constructing, you would possibly say, “I’d admire your cooperation throughout this time.” Even when there isn‘t any particular motion you count on from workers, it’s useful to incorporate the way you hope they’re going to deal with the information and whether or not you count on them to do one thing in response to the memo.
Downloadable Memo Template
Need to see the above memo format in its last kind? Obtain HubSpot’s free enterprise memo templates, proven under. The doc offers you a framework that kinds your memorandum into subtopics to assist workers higher digest the data and perceive what’s anticipated of them after studying it.
Memo Examples
Completely different industries or conditions would require barely completely different memos. Sure ones will should be longer or shorter, others might not have a timeline, and a few can have intensive background info. The format of your memo ought to change to suit the message you need your workers to obtain.
Launch Delay Memo
The target of this memo is to announce that the launch of a product will likely be delayed. The introduction contains the brand new date, so a timeline or lengthy overview isn’t needed. This format of this memo might be utilized to different conditions the place a easy, however necessary, change is happening.
What I like: The launch memo gives readers with perception into product launch delays, which may alleviate some frustration that prospects or workers might in any other case really feel in the event that they weren’t knowledgeable.
Different date modifications, promotions, milestones, or product bulletins may additionally make the most of this format.
Constructing Replace Memo
There are logistical points of a enterprise that concern your workers however don’t essentially contain their work. This memo depicts an instance of a kitchen transform within the workplace. It’s a little bit of an inconvenience however not one of a big magnitude.
What I like: This memo demonstrates a enterprise’s understanding of the influence that renovations can have on workers and exhibits respect and consideration for his or her wants.
This memo format might be utilized to different constructing updates, work-from-home days, or different widespread however minor bulletins.
Neighborhood Memo
Celebrations, occasions, theme days, or different enjoyable issues in your workers may also be communicated by way of memos. Neighborhood memos like this instance are typically shorter as a result of they don’t require a lot background info or many particulars.
What I like: This memo has clear instructions on the place to seek out the occasion happening, one thing which might’ve been much less efficient if it solely included the ground quantity.
Memos of this nature ought to embody a abstract, date, and placement at a minimal.
Persuasion Memo
Persuasion memos are used to encourage readers to take motion relating to an occasion or proposition, like voting or petitioning.
What We Like: This persuasion memo prioritizes giving the reader info to be taught on their very own and decide based mostly on their findings.
The primary parts of the persuasion memo ought to embody an outline of the duty at hand, context to be taught extra about it, and a name to motion that emphasizes the influence the reader can doubtlessly make.
Write Your Memos To the Level
The primary distinction between a memo and simply an e mail will not be the extent of complexity. It’s the dimensions of the viewers. A memo could be easy or intricate so long as it successfully communicates your message and is related to the receiving group of workers. And, the message itself needs to be clear and concise, regardless of which memo format you employ.
Editor’s observe: This publish was initially printed in October 2018 and has been up to date for comprehensiveness.
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