MENULIS MEMO DAN

E-MAIL RUTIN

Pertemuan ke-8
 Tujuan pembelajaran
1. Memahami bagaimana perusahaan
menggunakan pesan rutin secara paper-
based dan elektronik.
2. Mengetahui bagaimana menyusun memo
dan email yang tepat
3. Mengetahui bagaimana keuntungan, resiko
dan penggunaan situs jaringan (networking
sites) dengan tepat dan professional.
 Review: proses pesan bisnis

PRE WRITING WRITING REVISING

1 3
2

ANALYZE RESEARCH REVISE

ANTICIPATE ORGANIZE PROOFREAD
ADAPT COMPOSE EVALUATE
• Analyze and anticipate
- Do I really need to write?
- What is my purpose?
- How will the reader react?
• Research and compose
- Check files; collect
information
- Study relevant documents -
Make an outline
- Write first draft
 Email and Memo Organization
1. Subject line
- summarize the main idea
2. Opening
- Start directly; amplify main idea
3. Body
- Explain and discuss the topic
- Use graphic highlighting to enhance
reading, comprehension and
retention
Email and Memo Organization
- Consider columns, headings,
enumerations, bulleted lists, and so
forth
4. Closing
- Request action, including and end
date
- Summarize the message
- Provide a closing thought
• Revise, proofread, and evaluate
- Revise for clarify (from reader’s side)
- Revise for correctness (punctuation
and grammar)
- Plan for feedback (ask a question)
 Characteristics of successful
E-mail messages and memos
 Headings : date, To, From, Subject
 Single topic
 Conversational tone
 Conciseness
 Graphic highlighting
 Smart E-mail Practices
• Getting started
- consider composing off line
- type the receiver’s address correctly
- avoid misleading subject lines
 Smart E-mail Practices
• Content, tone, correctness
– be concise
– don’t send anything you wouldn’t want
published
– don’t use e-mail to avoid contact
– never respond when you’re angry
– care about correctness
– resist humor and tongue-in-cheek comments
 Smart E-mail Practice
• Netiquette
– limit any tendency to send blanket copies
– Never send ‘spam’
– consider using identifying labels, such as
ACTION, FYI, RE, URGENT
– use capital letters only for emphasis or for
titles
– Announce attachments
– Seek permission before forwarding
 Smart e-mail practices
– scan all messages before replying to each
individually
– don’t automatically return the sender’s
message
– Revise the subject line if the topic in a series
of messages (a ‘thread’) changes
 Smart E-mail Practices
• Personal use
– Don’t use company computers for personal
matters unless allowed by your organization
– Assume that all e-mail is monitored
• Other smart practices
- Use design to improve readability of longer
messages
- Consider cultural differences
- Double-check before hitting the send button
The six Most Common Mistakes in
sending e-mail
1. Instant indiscretions (such as
responding when angry)
2. Address goofs
3. Lengthy messages or attachments
4. Misleading subject lines
5. Inappropriate content (such as
delivering bad news)
6. Reckless copying and forwarding
 Kinds of Memos, e-mails
• Procedure and Information memos
– Generally used to send routine information
downward from management to employees
– Be careful of tone; managers should seek
employee participation and cooperation
• Request and reply memos
- Follow direct pattern
- Begin with most important information
- Use listing techniques to improve readability
 Kinds of memos, emails
• Confirmation memos
– Also called ‘to-file’ reports or ‘incident’ reports
– Record oral decisions, directives and
discussions
– Include names and titles of involved people
– Itemize major issues and request confirmation
from the receiver.