Memo

Week 3 – CMNS 1140

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Week 3 Agenda

• Any questions from Week 2

• Practice Quiz on Moodle

• Critical Thinking

• Tone

• Word Choice

• Conciseness

• Sentences and paragraphs

• Memos

• Activities

• Review Assignment 2

What is critical thinking?

Meaning of critical thinking in English

critical thinking noun [ U ] • the process of thinking carefully about a subject or idea,

without allowing feelings or opinions to affect you (2023, Cambridge Dictionary).

Critical Thinking

Although understanding is the foundation of all reading experiences, it is not the goal of most post-secondary reading assignments. Your professors (and future employers) want you to read critically, which means moving beyond what the text says to asking questions about the how and why of the text’s meaning.

Topics Tone

TONE

• Business writers should consider the tone of their message - memos, letters, reports, or any type of business document.

• Tone is present in all communication activities.

• The tone of a message is a reflection of the writer and it does affect how the reader will perceive the message.

Tone

• Mood of the message • Implied attitude of the

message

• Ranges from casual to formal • E-mail tone to a work friend is

inappropriate for a formal report

• Depends on situation, purpose, channel of communication

• Remain consistent with only one tone in a message avoids mixed messages.

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Why is tone important in communication?

• The tone clarifies and conveys meaning.

• A phrase like “I don't know” can be taken in a number of different ways depending on how you decide to express it.

• Your tone affects how people perceive you and their willingness to listen to you – especially in the workplace.

Tone

• Humerous • Affectionate • Critical • Serious • Excited • Sarcastic • Disapproving • Enthusiastic

How can I make sure my messages have the appropriate tone?

The following questions will help you to determine the appropriate tone for your message.

• Why am I writing this document?

• Who am I writing to and what do I want them to understand?

• What kind of tone should I use?

Tone

Tone

Tone

Tone – example

• I can’t believe you just said that to me!!! • I can’t believe you just said that to me 

• Unfortunately, I cannot access my email. Please let me know if it’s an issue on my end or if it’s impacting the whole network. Thank you.

• I can’t access my email! What’s wrong?

Professional writing style and tone

Dear Dr. Francis,

I hope that you are doing well. Would you have 30 minutes tomorrow afternoon to review my Memo for the Dean on the proposed increase to our budget? I would value your perspective based on your experience. I look forward to hearing from you.

John

Strategies for Getting Diplomacy, Emphasis, and Tone Right

1. Remind Your Reader What’s in it for Them, Especially when Asking for Help I’m bringing in a new analyst to work with you on this because the rest of the group is swamped. You’ll have to take the extra time to fill her in. Write: You’ll have a new analyst to work with on this, and, luckily, you will be able to train her on the way you’d like things to be done.

2. Acknowledge the Work of Others as Often as You Can Rather than: I need this by 5pm tomorrow. Write: I imagine you’re just as swamped as we are, but in order to move forward, we really need this by 5pm tomorrow.

3. Ask (when you can afford to hear no) and Thank Your Reader Rather than: You need to stay until the meeting ends, which will likely be around 7:00 p.m.

Write: Would it be possible for you to stick around until this meeting ends, which will likely be around 7:00 p.m.? I’d really appreciate it.

4. Avoid Passive Aggressiveness at all Times Rather than: It seems that reading the document I sent that outlined the instructions wasn’t a priority amidst all of the other very important work you had to do, so please let me explain it here, for the second time: The steps include… Write: The steps include… My department completed the project on time. George, who works on my team, developed an incredible system to track users.

.

Strategies for Getting Diplomacy, Emphasis, and Tone Right 5. Use Passive vs. Active Voice to Your Advantage Active voice is a sentence in which the subject of the sentence performs the action. (John washes the car.) Passive voice is a sentence in which the subject of the sentence has an action performed upon it, him, or her. (The car is washed by John.) Want to emphasize accomplishments or work completed? Use active voice.

6. Talk to those Who Frustrate You by Using “I” Statements Rather than: Your inability to show any enthusiasm about these projects is driving me crazy.

Write: It’s difficult for me to maintain momentum and rally support here for projects when others show a blatant lack of interest.

7. Depending on Your Audience, and How Much Information They Need, Cut Extranous Information and Use Short Sentences for Emphasis

Rather than: Considering the breadth and depth of this project, as well as our desire to complete it in a way that is most useful for you and practical for our own schedules, we’ve decided that extending the deadline would be an important next step. Write: We need more time to do this well.

Note: It’s crucial to consider your audience when deciding how much background information they will need.

8 Directly State What’s Important One additional, minor consideration is… Another primary concern is…

9. STOP YELLING AT ME (Avoid Caps Lock) Rather than: It’s very important that you COME PREPARED TO THE MEETING. Write: It’s very important that you come prepared to the meeting.

Formal or Informal Tone

Email Tone

Write in a positive tone •When I complete the assignment versus If I complete the assignment

1 Avoid using negative words •Words that begin with “un, non, or ex” or end with “less”

2 Use smiles , winks ;-) and other graphical symbols only when appropriate

3 Use contractions to add a friendly tone

4

Email Tone

First, before writing, consider the following questions:

Who is my audience? What

does the audience need to know, and what do they already

know?

Why does this email feel tricky

or difficult in terms of getting

the tone just right?

Why am I writing? Am I informing my audience?

Asking for help? Delivering bad

news?

Do I have strong feelings about the subject or situation that

might get in the way of writing effectively and appropriately?

Are there specific elements

(anything from highlighting big

problems to reminding the

reader about an important due

date) that I want to emphasize?

Simon Sinek talks about how the Leader of an organization sets the tone for the organization

ACTIVITY

Word Choice

Word Choice • We don’t always envision the same thing when we say the same word.

• Choosing the right words to express tone and message to a specific audience is the foundation for successful communication.

• Word choice and tone convey personality in communications. Knowing your style is important to convey authentic communications.

In the following list of words, pick three words that best express your personality.

• Complex • Spirited • Creative • Friendly • Imaginative • Quiet • Cooperative • Humble • Caring • Quirky • Confident • Humble

Sweet Edgy Logical Street-smart Innovative Humorous Poised Dependable Open-minded Curious Optimistic

Mysterious Intellectual Gregarious Obsessed Nurturing Sociable Trustworthy Kind Conservative Irreverent

Activity Instructions

• Pick three words that describe your personality

Activity Instructions

In groups of three, discuss your chosen words and how the tone conveys your personality.

Consider: • Why those specific words? • What does it mean to you personally? • Ask for feedback on the words: what is the impression when hearing

them? • Is there a discrepancy between what you mean and what they

heard/interpreted? •

Topics

Plain Style Language

Learning objectives:

Use

Use plain language, and familiar language to make your point, prevent misunderstandings, and write with impact.

Identify and eliminate

Identify and eliminate problem words that do not convey your meaning clearly and directly

Choose

Choose accurate and appropriate words to create constructive, inclusive, reader- orientated messages.

What is plain style?

• Plain language (also called plain writing or plain English) is communication your audience can understand the first time they read or hear it.

• You are writing in plain English when you use the simplest, most straightforward way of expressing an idea.

• Plain language means readers understand your documents more quickly

• Plain language is the key to effective communication, allowing you to get the most important information to the right people as clearly and as effectively as possible.

Word Choice: Plain Style

• Use • common, everyday

words • shorter, simpler

sentences • active verbs • personal pronouns (I,

you, we) • clear, accurate language

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Plain Style • Example of Plain Style:

• I will be responsible for “actioning” and undertake a “prioritisation” of my commitments in terms of my daily scheduling.

• I will arrange my daily schedule.✔

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Use Familiar Words

• Limit • “ize” and “ization” words • words from French • foreign words and phrases • jargon • buzz words

Before & After – Plain Language Examples

Before High-quality learning environments are a necessary precondition for facilitation and enhancement of the ongoing learning process. After​ Children need good schools if they are to learn properly.​ Before​ If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone.​ After​ If you have any questions, please phone.​

Before & After – Plain Language Examples Before​

It is important that you shall read the notes, advice and information detailed opposite then complete the form overleaf (all sections) prior to its immediate return to the Council by way of the envelope provided.​

After​ Please read the notes opposite before you fill in the form. Then send it back to us as soon as possible in the envelope provided.​

Before​ Your enquiry about the use of the entrance area at the library for the purpose of displaying posters and leaflets about Welfare and Supplementary Benefit rights, gives rise to the question of the provenance and authoritativeness of the material to be displayed. Posters and leaflets issued by the Central Office of Information, the Department of Health and Social Security and other authoritative bodies are usually displayed in libraries, but items of a disputatious or polemic kind, whilst not necessarily excluded, are considered individually.​

After​ Thank you for your letter asking for permission to put up posters in the library. Before we can give you an answer we will need to see a copy of the posters to make sure they won't offend anyone.​

Word Choice

OPTION 1 • It is preferable to effect the

adoption and implementation of precautionary measures than to embark on a regrettable course of action.

Versus OPTION 2

• It’s better to be safe than sorry.

Keep Language Specific, Precise, and Functional

• Specify details

• Quantify facts • The Registrar’s office is crazy busy! • The Registrar’s office received 500 more

applications this year in comparison to the same time as last year.

• Avoid ambiguous statements • Use Idioms to help eliminate confusion

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Practice Factual and Ethical Communication • Be reasonable, factual, and moderate

• No personal bias • Consider impact on others

• Are you comfortable with the public knowing of something you have done.

• Consult colleagues • Ask for a second opinion

• Avoid libel • HR performance review where the term lazy,

crazy, corrupt • Be timely and accurate

• Avoid delays whenever possible

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Practise Factual and Ethical Communication,

• Avoid untrue or misleading statements

• Know what to disclose to whom (confidentiality agreements)

• Distinguish between fact and opinion

• Acknowledge sources to avoid plagiarism

Writing Concisely

• Writing should be concise, complete, and polite

• Shorten as much as possible

• Avoid sounding choppy, blunt, or rude

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Writing should be concise, complete, and polite

• Shorten as much as possible • Avoid sounding choppy, blunt, or rude

How do you write in a concisely?

To write concisely 1. Eliminate long lead-ins

2. Revise noun conversions

3. Eliminate redundancies

Achieving Conciseness (cont’d)

4. Revise empty phrases

5. Use strong, precise verbs

6. Revise wordy prepositional phrases

Achieving Conciseness (cont’d)

Keep Your Style Conversational • For most business

correspondence

• Medium-length sentences, familiar words

• Can use contractions, personal pronouns

• Avoid slang, jargon, long words

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Informal style is a

casual style of writing

• Informal style is a casual style of writing.

• Resembles the way people talk out loud more than formal writing does, and it may feature more contractions (“they’re” instead of “they are”) as well as slang, abbreviations, and expressions of emotions

• It can be difficult to understand for an English learner or a person from a different region of the country.

• Sometimes colloquialism takes the form of a word difference; for example, the difference between a “Coke,” a “tonic,” a “pop,” and a “soda pop” primarily depends on where you live.

Formal Writing

• In business writing, often the appropriate style will have a degree of formality.

• Writers using a formal style tend to use a more sophisticated vocabulary—a greater variety of words, and more words with multiple syllables to enhance the formal mood of the document.

• More complex syntax, resulting in sentences that are longer and contain more subordinate clauses.

• This writing style may use the third person and may also avoid using contractions - not always the case.

Personal and Impersonal Styles

Personal style • Short sentences • Personal

pronouns • First names • Active voice

E.G. Please let me know if you have any questions.

Impersonal style • Mixed lengths • No personal pronouns • No first names • Can use passive voice

E.G. Employees should submit all inquiries to their supervisor

Tone and Style: Tips

Be positive

Focus on reader benefits • Invitations

Be polite • Not too polite

Use inclusive language • Don’t use discriminatory

comments

Write with confidence • Find the balance between

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Summary

• The words you choose impact the quality of your message

• The tone of your message is very important

• Focusing on the audience can assist you in designing an effective message

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Break 10 minutes

Sentences and Paragraphs

How do you feel about

writing sentences

and paragraphs?

• Raise one hand if you are not clear on how to write a grammatically correct sentence.

• Raise one hand if you are not clear on how to write a grammatically correct paragraph

• Raise two hands up if you understand how to write grammatically correct sentences

• Raise two hands up if you understand how to write grammatically correct paragraphs

Attention to Detail is the Key

Effective sentences and paragraphs are extremely important for the clarity of a message

Types of Sentences

• Simple Sentence: • We will vote on the

issue.

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Clause

• Independent Clause An independent clause is a group of words that contains a subject and verb and expresses a complete thought. An independent clause is a sentence.

Example: Jim studied in the Sweet Shop for his chemistry quiz.

• Dependent Clause A dependent clause is a group of words that contains a subject and verb but does not express a complete thought. A dependent clause cannot be a sentence. Often a dependent clause is marked by a dependent marker word.

Dependent marker words: Words added to the beginning of an independent clause that make it a dependent clause - after, although, as, as if, because, before, even if, even though, in order to, since, though, unless, until, whatever, when, whenever, whether, and while. Example: When Jim studied in the Sweet Shop for his chemistry quiz, it was very noisy.

Types of Sentences

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Types of Sentences

• Complex: One or more dependent clauses and one independent clause

• When we meet Thursday, we will vote on the issue.

Types of Sentences

• Compound-Complex: One or more dependent clauses and two or more independent clauses

• When we meet Thursday, John will present his report, and we will vote on the issue.

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Sentence Clarity

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Write Balanced Sentences

• Referred to as Parallelism, you want to create sentences which deliver similar content in a similar way.

Example of a Balanced Sentence

• Unbalanced: Our priorities are to improve employee morale, reduce absenteeism, and encouraging professional development.

• Parallel: Our priorities are to improve employee morale, reduce absenteeism, and encourage professional development

Paragraphs

• A paragraph is a unit of meaningful thought, a group of sentences that introduces a subject and makes one or more points about that subject.

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Paragraph Length

There is no ideal length, a paragraph’s length is determined by what you are saying.

Topic Sentence

Paragraphs should have a topic sentence as it helps you reader know what information is most important.

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Paragraph Coherence

• Good “flow” is the free and continuous movement of sentences from one to the next.

• With good planning, a logical flow of information improves clarity and makes your document easier to read

Paragraphs

Exercise : Eliminating Wordiness Exercise 1 Does anyone in the class have any ideas on how to revise these sentences to state their meaning in fewer words by avoiding passive voice, needless repetition, and wordy phrases and clauses?

He dropped out of school on account of the fact that it was necessary for him to help support his family.

He dropped out of school to support his family.

It is expected that the new schedule will be announced by the bus company within the next few days.

The bus company will probably announce its schedule during the next few days.

There are many ways in which a student who is interested in meeting foreign students may come to know one.

.Any student who wants to meet foreign students can do so in many ways.

Get in pairs and revise

these sentences

Revise the sentences so they are more concise and in plain language.

1. Trouble is caused when people disobey rules that have been established for the safety of all.

2. A campus rally was attended by more than a thousand students. Five students were arrested by campus police for disorderly conduct, while several others are charged by campus administrators with organizing a public meeting without being issued a permit to do so.

3. The subjects that are considered most important by students are those that have been shown to be useful to them after graduation.

4. In the not too distant future, college freshmen must all become aware of the fact that there is a need for them to make contact with an academic adviser concerning the matter of a major.

5. In our company there are wide-open opportunities for professional growth with a company that enjoys an enviable record for stability in the dynamic atmosphere of aerospace technology.

6. Some people believe in capital punishment, while other people are against it; there are many opinions on this subject.

Instructor will review the answers after you work on the sentences in class.

Summary

• Good sentence design leads to improve clarity of your message

• Good paragraph design also helps with clarity of your message

• How you emphasize important facts will improve your reader’s understanding of your message

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Memorandums

• Internal communication

• Memorandums (memos) was the cornerstone of internal communications.

• Fast efficient way of communicating with your team.

• The memos influence can be seen on the style of e-mail.

• The most common and depended upon business communication.

• Your reputation can be developed through effective memo and e-mail writing.

A memo can:

Explain policy changes

Announce upcoming meeting agendas or events

Announce budget cuts

Summarize action plans

Describe the onboarding of new clients

Detail minutes from a meeting

Request recommendations or feedback

Notify employees of a company problem or solution

Memorandums

Single topic, short and simple

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Memorandums

Know your purpose!

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Memo Format

Header

TO: Identifies the destination or the person to whom the message is addressed. (Title is optional)

FROM: Identifies the author of the memo, job title might be used to provide context of the memo.

SUBJECT: Identifies the topic or the purpose

DATE: Provides the complete and current date

CC: “Carbon Copy” – Insert the name of anyone else who will receive the memo

Memo Format

Message

Introduce main point in the first paragraph • Do not waste time restating the subject

line

Explain details in body • Provide background information and

context so the reader can act on the information you are providing in your memo

Close with call to action • Summarize your request for action • Clearly outline who needs to do what

and provide a timeline

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Memo Organization

Most important information goes first!

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Memo Organization

Details regarding the message go in the body of the message.

Memo Organization

Lists are your friend!

Memo Organization

Our company has three key business segments: investing, mortgage operations, leasing operations

Memo Organization

Our company has three key business segments:

• investing • mortgage

operations • leasing operations

Memo Example: A General Office Memo

MEMORANDUM To: All Staff From: The Manager Date: May 27, 2021 Subject: Inappropriate use of time on Google Doodle games

Coworkers,

It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.

Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.

Thank you,

The Manager

Reference:

Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours. Retrieved May 26, 2010 from: http://blog.rescuetime.com/2010/05/24/the-tragic-cost-of-google-pac-man-4-82- million-hours/

Assignment 2

Assignment Value: Worth 5% of your total grade

DUE DATE: Sunday, January 29, 11:59 PM

BACKGROUND AND LEARNING CONTEXT • This assignment provides the opportunity for you to

practice your writing

• The key learning objectives are to include the following:

• learning general writing principles

• learning basic principles for expressing your thoughts clearly in memo format

• learning the basic principles for planning an effective message.

ASSIGNMENT INSTRUCTIONS - COVER MEMO REQUIREMENTS

• Write a short memo outlining your personal experience with learning how to write. Explain how those experiences will impact your approach to our course.

Marking Criteria 2 points 1.5 1 point 0 points Total

Paragraph organization All paragraphs are of appropriate length, include

an introductory sentence, relevant details and concluding sentence. Business formatting is perfectly applied.

Several paragraphs include relevant details but are not typically constructed well. Business formatting is only partially used throughout.

Majority of paragraphs are not well constructed and do not include relevant details. Business formatting is rarely applied.

Assignment does not meet any of the criteria for the “paragraph organization” category.

Grammar and Diction Proper grammar, punctuation and spelling are used throughout.

Proper grammar, punctuation and spelling are not used in most cases.

Proper grammar, punctuation and spelling are not used in the majority of sentences.

Assignment fails to follow appropriate writing conventions.

Professional Writing All sentences are clear, efficient (of appropriate length) and well constructed.

Many sentences are unclear, of inappropriate length (too long) and not constructed well.

Most sentences are unclear, inefficient, inappropriate length and not well constructed.

Assignment does not meet any of the criteria for the “professional writing” category.

Communications Goal The student clearly and concisely outlines a revised schedule.

The student demonstrates an understanding of the assignment but fails to articulate a new schedule which is understood.

The student fails to provide a new schedule

Assignment does not meet any of the criteria for the “communications goal” category.

Layout Courteous language is used throughout. The entire document is professionally written, organized and in line with Instructor’s directions and requirements for document layout.

The document is written courteously in several areas. Some sections are professionally written, organized and in line with Instructor’s directions and requirements for document layout.

The document is written courteously in some areas. Most sections are not professionally written, organized and in line with Instructor’s directions and requirements for document layout.

Assignment does not meet any of the criteria for the “layout” category.

Marking Grid- Reference Guide 5% of Final Grade CMNS 1140 Proposal Assignment (10 points)

Student Name: