How to write a great memo

hey it's nettle Medora here and today I

want to talk to you about how to write a

great memo a memo is usually sent as an

email and can replace the need to have

an entire meeting about a small subject

which could be explained with a little

memo but memos have a tendency to become

long and boring and a long and boring

memo can easily waste a lot of time and

start causing people to hate getting

future memos this is a bad thing so what

can a memo do well here's some examples

of what a memo can convey an IT guy

sending a reminder that all passwords

need to be updated every 60 days or an

office manager reminding people to put

all the dishes in the sink by the end of

the day it could be a CEO explaining a

new bonus policy or it could be a VP

telling their division they're falling

behind for the year and need to meet

certain numbers all of these things can

be explained in a memo and let's see how

we can make it a great memo well we have

five great tips for writing a great memo

so let's get started memo tip number one

make sure you have a crazily easy to

understand request before writing your

memo a lot of memos are long and

rambling and by the end of the email you

don't even know what the heck it's about

so before even blasting out a memo to

everyone ask yourself these questions

first does this even need to be a memo

this will take up people's time is this

something that can wait if I got this

memo in my inbox what I just roll my

eyes if I could get people to take one

action after reading this memo what

would it be if you cannot answer any of

those questions perhaps you need to

rethink if you should send out this memo

at all needless memos take up time cause

needless friction and pile more work

onto already busy people so let's make

sure the memo is 100% necessary before

even sending it out

memo tip number two get the essential

info out of the way in the shortest

space possible

sometimes a header of a memo will get

comically long and make it very

difficult to read the header is often

not very important so you'll want to

minimize the amount of space the header

takes up such as this you see how even

in this tiny little header it says who

it's from who it's for and what they

want done remember that a lot of people

open their messages and emails on

different devices such as tablets and

phones and if your header is too long

they have to scroll a significant amount

to see the real meat of the memo memo

tip number three your memo should convey

all the information in the smallest

amount of text possible if you followed

memo tip number one then you know the

exact action you want taken by the

readers of your memo get to this action

part fast as possible there's no need to

drag out the memo add unnecessary

commentary or use large words to appear

smart just get straight to the point

if you're feeling smart aleck Eeyore

adventurous feel free to use an image

like this who says well-crafted memos

can't be fun also memo tip number four

repeat and bold the action people should

take at the end in one sentence

make sure you reiterate exactly what you

need from people at the end of the memo

just like this this says what I need

from everyone email me your favorite

type of cake by 5:00 p.m. today simply

stating what you need from people at the

end will dramatically increase how many

people take the action and just make it

easier for everyone involved

memo tip number five if action doesn't

need to be taken then tell them let's

save a massive amount of time for

everyone if something needs no action

just say it at the end of your memo just

write at the end no action required

those three simple words let everyone

know there's nothing further they have

to do so let's take a quick look of some

good memos and bad memos so here is an

example of a great memo and the

characteristics it has is the very first

section reminds them what action to take

the main message is super short and to

the point and the very last section re

reminds them

action to take again this is a great

memo because in a very short amount of

time it lets people know exactly what

they need to do and when they need to do

it by now here's an example of a bad

memo it's got a super long header it

speaks in a very corporate eet own which

bores people it's got a super long body

of text that's hard to read it's got a

lot of unnecessary meandering details

the main point of the memo is not

immediately obvious when you look at it

and the last section does not restate

the action people need to take so

they've got to hunt down what they have

to do so let's go over a quick checklist

of what will make a good memo 1 make

sure the action you're requesting is

worthy of an entire memo to give a

one-sentence explanation of the memo in

the header shorter equals better 3 get

to the point right away

reread your memo and eliminate needless

chatter for the last part of the memo

should say exactly what action you want

people to take by following this quick

checklist you could turn a long and

boring memo into a quick and effective

memo so remember my friend only you can

prevent terrible memos