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MEMO PARTS AND THEIR PURPOSE

OPENING PARAGRAPH

INFORMATION MEMOS 1. Intent: Info 2. Topic Overview (what, not how) 3. Hook: good news/bad news 1. Historical: not new news 2. Factual 3. Brief-all data necessary

ACTION MEMOS 1. Intent: Action 2. Topic Overview (what, not how) cost, funding 3. Hook: selling idea, why, Payout/payoff 1. Historical: not new news 2. Factual 3. Brief-all data necessary RECOMMENDATION 1. Details of what 2. Details of how 3. No why 4. If a test, data here shown on national basis (test details given later) BASIS FOR RECOMMENDATION 1. Why, right, ~ 3 reasons 2. Flows from opening hook 3. Impact on business 4. Precedent/experience 5. Good topic sentences and tables

BACKGROUND

CONCLUSION

1. 2. 3. 4.

Opinion/judgment Not a summary of findings Single-minded focus Shows implication to the business

FINDINGS

1. 2. 3. 4. 5.

Facts: ~ 3 main points Sequence: most important first Consistent with conclusion Good topic sentences and tables Facts should be positioned/Interpreted so conclusion makes sense

DETAILS/DISCUSSION

1. Is this really necessary? 2. Are risks/issues discussed

1. Is this really necessary? 2. Test details go here NEXT STEP 1. Orient to the reader 2. Specify date, action needed

INDICATED ACTION

1. Orient to the reader what should happen next 2. Specify timing when will it happen

MEMO CRITIQUE SHEET INFORMATION MEMOS STEP 1 STEP 2 READ THE MEMO FROM START TO FINISH WITHOUT MAKING ANY NOTES OR COMMENTS ANSWER THE FOLLOWING QUESTIONS: 1. Do you know what is expected of you, the reader? Is the purpose of the memo single-mindedly to inform? 2. Do you understand what the author wants to inform you about? 3. Do you understand why this information is relevant to you/the business? Is this a good news or bad news story? 4. What is your overall reaction to the memo? Do you agree? If not, what would it take to get your agreement? a. Is the memo well organized with a logical flow? Are the more important ideas ahead of the less important ones? Is there a pattern in the placement of ideas? b. Is the memo clear and precise? Could the memo be misunderstood? c. Does it address how the Procter mind works? (impact on the business; policy, pros, cons, anticipated objections, alternatives, precedents; clearances, costs, timing.) d. Are there any key issues not addressed? STEP 3 If you have any difficulty answering one or more of the above in the affirmative, it is not productive/constructive to proceed beyond this point. There is likely a thinking problem that must be addressed first. If you have answered numbers 1-4 in the affirmative, consider seriously if you can forward the memo without niggling. If there are no thinking issues, but the memo is not good enough to forward, use the Memo Parts And Their Purpose guidelines to critique each section of the memo. ACTION MEMOS SAME AS INFO MEMO ANSWER THE FOLLOWING QUESTIONS: 1. Do you know what is expected of you the reader? Is the purpose of the memo single-mindedly action? 2. Do you understand what the author wants to do? 3. Do you understand why you should agree? (i.e., Will this build volume? Share? Profit? Is the cost/funding/Payment justified?) SAME AS INFO MEMO

SAME AS INFO MEMO

STEP 4 STEP 5

SAME AS INFO MEMO SAME AS INFO MEMO