Essentials of Business Communication

Essentials of Business Communication

Chapter 1

1.10 Document Analysis: Barriers to Communication

The memo described in this section has a few weaknesses and needs improvement so that the message can go across in an effective way. First of all, the tone used in a memo is less formal than used in a letter. The memo described in this section is providing information and also requesting for participation and cooperation. Therefore, the memo must grab the attention of the audience. It should be information provider, recommend ways and even asks for various alternative steps. The position of the authority sending the memo is the position of the request and benefits must be explained to the audience. In the end, memo should explain the next steps or future guidelines.

The memo described in this section is both information and persuasive. Information memo delivers information, provides idea, provide details and states the required actions. The persuasive memo encourages the reader to take a certain action, describes the main idea, provides benefits and required actions and ends with a call to action. This memo lacks an effective message. The audience is just informed and ordered to act. They are not aware of the background and the benefits of this purpose. Also, this memo lacks the persuasion in the message. There is no motivated aroused in the audience after reading this memo. The message is delivered in a plain simple text without any applications of communication skills. After reading the memo, the audience will have many questions as to what, why, how but there wouldn't be any answers because this memo delivers incomplete information.

The format of the memo is To, From, Date, Subject and Cc or c. The body of the memo comprise of introduction, statement of facts, argument and conclusion. The memo of this section lacks a proper format and body. Following is the correct format, body and grammar of memo edited and revised with an effective communication.

To: All Department

From: Management

Date: 24th June, 2012

Subject: DEPARTMENTAL CLEANING ACTIVITY

It has come to the notice of the management that the departmental staff and employees are not giving their attention in the cleaning process. The department looks messy and untidy. This gives a very unprofessional and careless perception to the outsider and the higher authority. There have been a lot of occasions where management has observed that the employees and staff aren't paying any attention to the “obvious” untidiness and non-cleanliness.

Therefore, to maintain tidiness and cleanliness in the department, management has decided to start the clean-up process on a weekly basis. The day chosen for this activity from the department is Friday. Friday will be kept as the departmental clean-up day until otherwise changes are required.

Cooperation and participation is required from all CC162 employees related to their specific workstations and overall department. Your cooperation will be highly appreciated. In case of any queries or issues related to departmental clean-up, the employee can directly approach his/her reporting authority.

We believe that from the tidy and clean ...