Question

In Unit 3, we learn about the importance of creating effective business communications. We study the use of memos as a communication strategy, as well as the advantages and disadvantages associated with this form of business writing. Our readings this week highlight the value of considering the audience when constructing memos.

Looking back to your experiences, think of a time when a new policy needed to be communicated to stakeholders within an organization or college. Keeping that experience in mind, write 1–2 paragraphs that discuss the following:

• Do you believe that a memo would be the most appropriate form of communication for informing stakeholders? Why or why not?
• What are the advantages and disadvantages associated with communicating through memos?

Answer 1

'Memo' or Memorandum is an official written (or typed) document or report which is recorded and communicated with all the interested parties within an organization. The sole purpose of drafting a Memo is to disseminate essential business information to all those who are associated with the subject or objective mentioned. It is more of an informal type of communication.

Yes, according to me memo will be the most appropriate form of communication for informing the stakeholders. Since stakeholders play a very important role for an organization they need to be informed about official updates at regular intervals. Memo is thus the most suitable mode to communicate these information, instructions or advises to all the stakeholders internally as it serves the purpose properly specifying all the necessary details in a professional format.

Advantages of Communicating through 'Memos'

• It helps in building healthy relationships among all the parties of the organization.
• Lengthy and complicated information can be communicated easily.
• It acts as an efficient reminder.
• It is an effective tool to ask and give suggestions and opinions about specific issues.

Disadvantages of Communicating through 'Memos'

• It is very time consuming to draft, print and send the Memo.
• It is mostly used for informal communication.
• This mode of communication is not used very often or for all the purposes. It only serves some specific business objectives.
• It is costlier than other modes of communication.