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MEMO, E-MAIL & MINUTES OF THEMEETING.

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MEMO Internal communication (Informal)

Purpose;

1. To provide information

2. To issue instruction

3. To convey a policy decision

4. To offer suggestions

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STEPS TO WRITE State the issue as clearly as possible. Major issues must be addressed or solved. Identify alternative courses of action.

Evaluate the alternative Recommend a specific course of action.

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E-MAIL Electroniccommunication

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USES Information sharing.

Sending and receiving message

Advertising.

Marketing

Quick personal communication

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E-MAIL ETIQUETTE Answer swiftly Do not over use reply to all. Use proper structure and layout.

Answer all questions and pre-emp furtherquestions. Be concise Do not write in capital. Avoid long sentences. Use proper grammar, spelling and

punctuation Use active voice instead of passive voice.

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CONT Read the e-mail before you send it. Keep the language gender neutral. In general keep to the subject as much as

possible. Be careful about including important details

(credit card /bank A/c nos) Take care with abbreviations and emotions.

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ABBREVIATIONS AND ACRONYMS ASAP : As soon as possible

IAE : In any event

FYI : For your information

BBL : Be back later NBD : No big deal

TIA : Thanks in advance

IOW : In other words

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MEETING Group of individuals come together to

accomplish shared objectives Interactive communication

Effective meetings focus on;1. The outcome of the objective2. Satisfaction of the participants3. Effective time management4. Participants motivation to act5. To give or receive information to make

decisions

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DOCUMENTATION Notice:It includes,

1. Name of the body/group which is to meet

2. Day, date, time and place of the meeting

3. Agendaof the meeting

Agenda:It includes,

1. Meeting start and end time.

2. Meeting location3. Topic headings

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MINUTES

Formal recording of the meeting Permanent record of decision, details and

individual assignments for future

reference.

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MINUTES INCLUDE Name of the body and nature o the meeting. Day, date, time and place of the meeting.

Number of the meeting in series.

Name of the chairperson Members present and special invitees.

Members who did not attend .

Approval of previous meetings minutes andamendments if any.

Summary of reports and other informationshared.

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CONT Proposals, resolutions, motionsdetailed

records.

Next meeting date, time and location.

Signature of the secretary and thechairperson.

Summarize discussions at the end and setdeadline for individual/group assignments

Distribute copies of minutes before thebeginning of next meeting

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PRINCIPLES OF THE MINUTES. Brevity

Clarity

Self-containment

Immediate recording