Lannon, Chapter 16

CHAPTER 16- MEMO REPORTS AND ELECTRONIC CORRESPONDENCE

Documents in Hard-Coby vs. Digital Format
Most correspondence is still written and the paper document still remains the standard.


Informational vs. Analytical Reports
Information (what we are doing, did, surveys) and analysis (what this means)
ANALYSIS IS THE HEART OF TECHNICAL COMMUNICATION, valid conclusions and decisions based on what is best given the information.


Formal vs. Informal Reports
Short (informal) reports also lead to informed decisions in the work place.


Purpose of Memo Reports
major form of communication in most work places, so that there is a paper trail for future reference.


Elements of a Usable Memo 
easy to scan file and retrieve
one main topic, short, concise
make the intended reader obvious


Interpersonal Considerations in Writing a Memo
memo topics usually involve evaluations or recommendations.
don't offend people- complaining, too critical, too formal or informal, wrong medium, being too bossy, or neglecting to get a copy to every one who needs it

Direct vs. Indirect Organizing Patterns 
two basic patterns:
- Direct: begin with main point, then present details/ analysis
- Indirect: layout details before bottom line

Informational Reports in Memo Form
-Progress reports: monitor activities, projects to help with organizations and funds
   = what has been accomplished
   = on schedule
   = what went wrong? problem fixed? getting back on schedule
   = what needs to be done? next step.
   = unexpected developments
   = completions or next phase
- Periodic Activity Reports: general activities during a given period
- Meeting Minutes: track proceedings and remind members of responsibilities

Analytical Reports in Memo Form 
logically arrive at a conclusion derived from the information
- Feasibility Reports: assess whether an idea/plan is realistic and practical
   = likely to succeed?
   = why?
   = assessment criteria
   = benefits vs. risks
   = alternatives
   = funding
- Recommendation Reports: interpret data, conclusions, and course of action
- Justification Reports: justify the writer's position
   = problem and recommendations
   = benefits vs cost
   = explain implementation
   = encourage action

E-mail
tend to be informal and conversational, usually simple messages
- Benefits: lack of time constraints, efficient filing, retrieval and forwarding, attachments, democratic communication, creative thinking, collaboration and research
- Copyright Issues: copyrighted to person who wrote it
- Privacy Issues: can be sent to anyone

IMing
faster than email, text based conversation.

Corporate Blogs and Wikis
increasing amount of corporate blogs as a source of information.
- internal blogs: enhance workflow and morale; wikis allow for editing of other comments and posts.
- external blogs: public context, customer feedback public relations
- RSS feeds: rich site summary, retrieval program that presents the most relevant topics to the user
-ethical legal and privacy issues: all are open to abuse.