Memos and Reports

Memos and Reports are perhaps the most commonly used medium for communicating business information and probably the most abused. The benefits of using memos and reports are that they allow the manager to communicate a lot of detailed information at one time. They also provide documentation of what was communicated that can be helpful in the future. The same message can be communicated to a number of people within a relatively short period of time.

The problem with memos is that they often go unread for one or more of the following reasons:

  • They have no clear objective or purpose.
  • They are too long.
  • They are written in a way that is difficult for the reader to understand.
  • Irrelevant data is included.

Reports are also a problem in many companies. Stacks and stacks of reports are generated and circulated on a regular basis and much of the time no one reads them because:

  • The reports are sent to the wrong people.
  • The reports are prepared in such a way that it is difficult to extrapolate the information needed.
  • Too much information is communicated.
  • The reports have not changed over time to meet the changing need of the managers.

If you are generating memos and reports within your area, you’ll want to make sure that you are not guilty of any of these shortcomings. If your people are using memos and reports generated by other areas that are not meeting their information needs, you should work with your peers and/or higher-ups to make the necessary changes.

My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, and my Lectures.

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