A memo is an important basis for decision-making - and the optimal way to boost your own career. However, only if it is not delivered as a loveless, compulsory exercise. How do you write a good, meaningful memo? 8th steps.

Best of HR – Berufebilder.de®

A good memo: basis for decision-making and career building

Writing a correct, meaningful and therefore good memo is one of the most important skills in many professions today: It not only serves the structured Information superiors and is therefore in for many decision-making processes Companys of utmost importance. This is exactly why memos are also called " in many companiesVorlage”, “Opinion” or “Note”.

A well-researched and well-thought-out memo is also an important step in boosting your career: as it is usually written for supervisors and colleagues, it is an excellent opportunity to reflect on your own achievements and skills I aufmerksam to make and to shine - and that especially for introverted natures, who otherwise may not claim much presence.

The tools of the trade: What is important for good memos

The books on the subject (advertising)

Tip: You can also use this text as a PDF or an eCourse on the subject download. You can also find it in the shop exciting inspiration to experience your success, plus offers & news in Newsletter ! (Advertising)

It is often said that anyone can write. But far from it: Even if for many of us the main activities in the Job heard, not everyone has the necessary skills to write in a reader-friendly way. A good understanding is particularly important when it comes to memos, as they form the basis for important decisions.

It's less about talent and more about some very basic techniques. It helps to get ahead clear to make what the Sinn of a memo at all: Objective a good memo should be as precise and objective as possible Problem or to describe the situation. Usually, memos are no longer than four pages, but there are also templates with more than 30 pages.

If you want to write a good memo, you should focus on one aspect in particular in the Eye have;: Concentrate on what is important and essential, because the topic of your memo is usually just one of many problems that concern your superior or your colleagues.

Step 1: what's the point of your memo and who is your target audience?

Before you start writing, you must first do some basics Ask clear up:

Depending on the answer to these questions, you will also choose your writing style: Resist the temptation to impress your boss with swaggering sentence structures, technical terms or anglicisms. you Executive, who is short on time, particularly values ​​legibility and the goal should always be for the reader to understand your text fast can capture. Therefore, make sure that the text is meaningful and easy to read. For example, “We deliver on time” is clearer and shorter than “We guarantee on-time delivery.”

Step 2: Focus on the essentials

Discounts for your success (advertising)!

The recipient must be able to immediately identify the problem or situation. Therefore, try to indicate the priority first. For classification, I recommend the so-called “EisenhowerMethod” (named after US General and President Dwight D. Eisenhower).

This results in the following combinations of importance and urgency:

Always remember: reader-friendly texts are seldom created in one go. So leave the text for half a day and then go through it again.

Step 3: generate interest with the right subject

Of crucial Significance is the subject line of a memo. This should also pique the interest of the reader. Briefly and precisely describe the problem or issue, ideally as a question. So not: "Restructuring of the distribution system", but: "How should we redesign our distribution system?"

Because the following always applies: Memos serve to provide information or decision making serves, they should be short and precise. The rule of thumb is: as detailed as necessary and as brief as possible.

Step 4: make sure you use the right style

But not only the subject is important. In order for your memo to be read and understood, there are a few basic stylistic tips you should keep in mind:

  1. Check the sentence length: According to many studies, sentences of up to 14 words are considered reader-friendly. That is certainly not an absolute limit, but it can be a guide. Heavily nested sentences should be checked to see whether they can be split into two sentences.
  2. Omit negative phrases: "Don't think about the pink elephant." Such formulations trigger exactly the opposite. Often, negative expressions are difficult to understand, such as "I didn't park near here."
  3. Avoid words that are too long: Words two to three syllables in length are the easiest and best to read. Please only use foreign words if they aptly summarize complex issues. I find it difficult when they obscure the indeterminate and simulate a clarity that I may not even have in my head.
  4. Check adjectives: "If you want to use an adjective, come to me on the 3rd floor and ask if it is necessary." There is little to add to the quote from French journalist and politician Georges Clemenceau: Most adjectives have a doubling effect and have little meaning. Shorten where possible.
  5. Reduce auxiliary verbs and subjunctive: "I would like to thank you for visiting our stand." What now? Does the writer want to say thank you or not? In short: "Thank you for visiting our booth." Or: "Thank you for visiting our booth." The same applies to modal verbs such as “can” or “should”: They can often be deleted without replacement.

Step 5: Present the facts precisely and classify them correctly

Before you begin the actual discussion, you should let the recipient know what to expect from them. However, urgency should not be appropriate.

Keep an eye on the recipient

As a recipient, you read a text differently if you know that something is meant decide applies as if one should only take note of something. For example, you could use the following categories: “Take note”, “Decide by…”, “Conversation lead" or "SALE cause”.

Considering the variety of topics that can be discussed in memos, it is difficult to recommend a general outline. It is always helpful, however, to check whether all important aspects have been mentioned by means of W questions: Who? What? When? Where? As? Why? By which? How long?

Mark important statements with subheadings

If your memo is longer, you should summarize key statements in (active) subheadings. Also write an executive summary that precedes your remarks. Memos should not only convey information, but also reflect your own opinions and assessments in order to force decisions.

If you write to several recipients who have different levels of knowledge of the underlying topic, you can include detailed and further information in facilities outsource. For example, a history or previous history, calculations, legal bases or details on alternative solutions are suitable for this (see step 7).

Put the matter in a correct context

After you have described the problem or the facts, you should go a step further and try to establish a reference to the topic of the company strategy or the profit target.

What exactly is meant by this? The receivers of memos are, as I said, usually the superiors. And they think strategically and profit-oriented (at least they should do that). Therefore, always show - as far as possible - how your proposal helps to achieve the company strategy or increase the profit.

Step 6: Provide decision-making support and offer alternatives with advantages and disadvantages

Now follows the most exciting part for the receiver, namely the part where you submit your suggestions for solutions. Here are a few tips:

Name the alternative of not acting

Often when displaying Solutions overlooked one possibility: namely that of doing nothing. Sometimes this can be a perfectly sensible one Alternatives be. Therefore, tell what will happen if the problem is not solved. Discuss the pros and cons of inaction.

Working with scenarios and categories

It may also be useful to design scenarios (“best case”, “worst case”), that is, to predict how a problem or situation will develop if nothing is done.

So once again as a reminder: the recipient of your memo reads your text very differently if he or she knows that something has to be decided. That is why I have already recommended that you use different categories such as “Take note”, “Decide until…”, “Have a conversation” or “Take action”.

Longer memos

This almost automatically follows: If your memo is longer, you should summarize key statements in (actively formulated) subheadings. Also write an executive summary that precedes your remarks.

Step 7: Make a recommendation and name the next step

Finally, your judgment is required. Make it easier for the recipient decision, by opting for an alternative. Justify your Opinions with conclusive arguments and examples.

Your own point of view

If you can not clearly decide on a solution, or if other departments or colleagues may be of the opposite opinion, then for the sake of fairness, all points of view.

Look out!

In order to speed up the decision-making and the implementation process, you should also clarify what is to be done in the next step from who until when. Finally, give an outlook:

What is the “final state”? For example: "If we manage to implement the new distribution system by the end of 2011, we will be able to increase our market share by 30 percent."

Step 8: Correct the memo again

As with letters, eMails and other types of text as well, the last step is a correction, here too with regard to content, spelling, punctuation, Style, intelligibility and form. Now ask yourself the most important question:

Does my memo make the decision or understanding easier for the recipient? If you can answer “yes”, you may circulate your memo. If you have any doubts, you have to lend a hand again.


Top books on the subject

Read text as PDF

Acquire this text as a PDF (only for own use without passing it on according to Terms and conditions): Please send us one after purchase eMail with the desired title supportberufebilder.de, we will then send the PDF to you immediately. You can also purchase text series.

4,99Buy

Advice on success, goal achievement or marketing

Do you have questions about careers, Recruiting, personal development or increasing reach? Our AIAdviser helps you for 5 euros a month – free for book buyers. We offer special ones for other topics IT services

5,00 / per month   Book

Book eCourse on Demand

Up to 30 lessons with 4 learning tasks each + final lesson as a PDF download. Please send us one after purchase eMail with the desired title supportberufebilder.de. Alternatively, we would be happy to put your course together for you or offer you a personal, regular one eMail-Course - all further information!

29,99Buy

Skate eBook as desired

If our store does not offer you your desired topic: We will be happy to put together a book according to your wishes and deliver it in a format of yours Choice. Please sign us after purchase supportberufebilder.de

79,99Buy