Agricultural Communications and Journalism

• When many people must receive the same message

  If you have a large group of people who all need to have the same information, a memo is a great communication tool.

• If you have a group of individuals who receive regular reports

  Memos can be to the point and easy to read. If you have information such as weekly production reports that must be distributed, memos are a good format for that type of information.

• To summarize or emphasize useful information to readers

  You can summarize research results or point out new ideas through memos.

• Personal messages to groups or individuals

  For example: congratulations, encouragement, announcements, etc.

• To stimulate thinking or action in groups or individuals

  Executives will often send memos to staff to spark creativity and initiative.

• When timing is right

  Memos can be used to motivate employees, announce new opportunities, or to stop a problem before it turns into a crisis.

• If person-to-person communication serves as a better purpose

  If you must know the response immediately, a memo would not serve as a good source of communication. A memo does not supply the tone of voice or facial expression.

• If emotions are running high

  Allow yourself time to calm down before writing a memo. Sometimes individuals tend to overreact at first, and then realize that a memo is not necessary.

• If you have more important duties

  Remember to prioritize your duties.

• If broad based criticism is unnecessary

  Do not send a memo to all employees, when only a few need to be reprimanded. Talk to the individuals privately, for reprimanding all can aggravate the innocent.

• When timing is wrong

  Always think before you write to make sure it is a wise decision.