184 revision points business memos are systematic

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18.4. REVISION POINTS Business memos are systematic attempts to solve problems and stimulate thinking or action in individuals and groups; hence a systematic writing plan needs to be followed. E-mail has replaced many traditional business documents but still needs to follow basic principles of effective communication, including following format. Always consider the advantages and disadvantages of e-mail before using it over the traditional business documents. An effective agenda sets clear expectations for what needs to occur before and during a meeting. 18.5. INTEXT QUESTIONS 1) Define a memorandum. 2) Describe the steps involved in writing a business memo. 3) How does a memo differ from letter? 4) List out the guidelines for writing effective emails. 5) Explain the purpose of preparing an agenda. 18.6. SUMMARY A memorandum is the most frequently used form of communication within an organisation. It is generally brief, to the point and so professionals find it a convenience means of communications in all directions. While many texts provide information on how to use technologies such as the internet to access information, few business communication texts examine the underlying nature of communicating in a computer mediated environment. E-mail has the potential to provide a new type of communication in business environments.
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220 18.7. TERMINAL EXERCISES 1) _____________________memos are used to communicate to the subordinates in the hierarchy of the organization. 2) Grievances and complaints are ________________ memos. 3) _______________ is a new form of business communication. 4) A well-written __________________ delivers the most important information, without the recipient even having to open the email. 5) __________________ approval is sought before finalizing an agenda. 18.8. SUPPLEMENTARY MATERIALS 1) 2) 3) 4) 18.9. ASSIGNMENTS The General Manager of Varshini Appliances, Pune is concerned about the wastage of paper in almost all sections of the company. Draft a memo to be signed by him and circumlated to all employees, asking them to avoid such wastage. 18.10. SUGGESTED READING/REFERENCE BOOKS/SET BOOKS 1) Krishna Mohan and Meera Banerji (2009), Developing Communication Skills, 2 nd Edition, MacMillan Publishers India Ltd., New Delhi. 2) Siddons Suzy (2000), Presentation Skills, University Press. 3) Neera Jain and Shoma Mukherji (2012), Effective Business Communication, Tata McGraw Hill Education Pvt Ltd., New Delhi. 18.11. LEARNING ACTIVITIES Assume that you have taken over as a Secretary of a Public Limited Company. Informal discussion with the senior officers reveals, among other things, that the growth of the organisation has been hampered because of frequent strikes by labourers. After going through your preliminary report, the Chairman has called a meeting of the Board of Directors to discuss the issue in depth and to find a lasting solution to the problem. Draft the agenda for this meeting, inventing the necessary
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