Memoranda

Purpose

Memoranda are formal internal documents for sharing information. They create a document record and provide a history of information transactions.

Application

Memos can be used in virtually any setting and for almost any type of information sharing or transfer. They are used whenever there is a need to record the information being presented and affirm that it is a part of the permanent project record.

Content

Although the information content of memos varies widely, much of the information included in the document headers is consistent. The header includes a date, the name of the sending party, the name(s) of the recipient(s), and the subject matter included. The informational content within the memo may be short or long form.

Approaches

One of the keys to organizational effectiveness in memo authorship is to ensure that it is sufficiently succinct to allow the reader to absorb the information. A memo should also be written with the expectation that it will become part of the permanent project record. As such, memoranda are not used with the frequency of e-mail. They are also effective in situations where there is a need to prove that communications occurred between two project parties.

Considerations

Memos sometimes encourage pontification. Since e-mail communication has replaced the memo’s traditional position of sharing day-to-day project data, some project team members may use memoranda to share more information, more verbosely. As part of the project record, clarity should be a primary objective.