Though there are many ways of internal communication, office memo is most widely and frequently used one. So as B. B. A. Students, we should know how to use memo as an effective tool of internal communication. After completing this report, we got a clear idea on how to write and use memo depending on the situation, not from any bookish knowledge. Objectives The main objective of the report is to build theoretical knowledge and gain practical experience about using office memo. Objectives of this report are- 1. Knowing the importance of memo as a tool of internal communication 2.
Acquiring theoretical knowledge about different layouts of office memo 3. Gathering practical experience about usage of memo 4. Comparing theoretical knowledge with practical experience 5. Finding out the similarities and dissimilarities between theory and practice 6. Achieving expertise in using memo Scope of the Report Business activities can become easier and faster if proper means of communication is used in the process of communication. After reading this report, one will get a clear idea on how to use memo as a tool of communication.
The main focus of the study is therefore to determine practical use of different layouts of office memo in internal communication and their competency in different situation. Methodology Methodology is the process through which a study is being carried out for the purpose of collecting information which is required in connection with the study for reaching a conclusion on the study. Theoretical concept by studying several books. In the second phase, we collected samples of memo and information about its usage from two different organizations.
Last phase was comparing theoretical concept with practical use and pointing the similarities and dissimilarities between them. Sources of Data Sources of data can be classified into two categories. They are- Primary sources and secondary sources. In making the report, we used both primary and secondary sources of data. Primary Sources: Samples of memo and information about its usage I. E. When it is used are the primary data we used. Data had been collected by directly going to the organization and talking face to face with the officials of the organizations.
We also discussed with concerned parties and asked some questions. Secondary sources: Secondary sources of information were various books, articles regarding memo. We also collected data about the organizations from websites that reduced our pressure. The websites are as follow- 1. Www. Nonlinear. Com. Bad 2. Www. Sibyls. Com Limitations This report has been prepared based on the findings within a week or less. So the time limitation is an inevitable problem. Again there is some information that cannot be acquired due to the confidentiality of the organization.
Some other limitations are- 1. Small Sample Size 2. Lack of adequate information 3. Lack of Experience 4. Limitation of Knowledge 5. Success rate of this study may be low 6. Officer’s busy time schedule 7. Company’s restriction to provide any document Theoretical Development Theoretical Development of the Report Office Memo o exchange information among the officials, subordinates or people of same status or level in an organization. It is a written means of communication within the office. According to R. C.
Sahara and Krishna Moan, “A memorandum is a short piece of writing generally used by the officers of an organization for communicating among themselves. ” In the language of L. Sue Bough and His Associates, “Memos and routine form messages, unlike letters are generally meant for communication with in a company or among various branches or divisions of the same company. ” In shortly, a memorandum is a short piece of writing generally used by the officers of n organization for communicating among them. Features of Office Memo 1 . Nature of communication: Office memo is only a means of internal communication.
This is basically used in exchanging information among the people of a same organization. It is never sent to any other person outside the organization. 2. Parties involved in communication: Both the sender and receiver of this type of communication are the people of the same organization. So information is exchanged between the executives, subordinates or people of the same status of an organization. 3. Movement of memo: The movements of memo are specified in accordance with he status of the parties involved in the process of communication.
If it is sent to the lower level people by the top level executives, the flows are downward and the opposite direction is called upward movement of memos. When this is happened between the people of same status it is called horizontal flow. 4. Format of memos: In every organization a specific format is used for memos. Though the format varies from organization to organization, each memo format contains several common aspects such as heading, receiver’s name, distribution list, sender’s name, subject, date, copy notation and sender’s signature. Subject matter: The subject matters of office memo are explicitly definite. Policies, principals regarding the institution, clarification of the policies, any change or modification brought in the present policies, any change in the work schedule, providing or soliciting advice, request for supplying information, giving permission to perform a particular task etc are used as the subject matter of office memo. 6. Conciseness: Office memo is drafted very briefly. Nothing than the specific message is included in the memo the description of message is relevantly and as possible as briefly presented in the memo. Eternal means of communication, it only includes the matters pertaining to the courses of actions of an institution. 8. Scope of communication: The scope of office memo through office memo is confined within the enterprise concerned. It is only used to establish communication only between the staff members of the same organization Objectives of Office Memo 1 . To issue instructions: One of the major objectives of issuance office memo is to make aware in a formal way. It helps to instruct the subordinates for getting works systematically. 2.
To inform the changes of policy: Observing the changing situations or the orgasm undertaken by the competitors, many changes are brought about in the policies. Office memo helps in this case. 3. To give or seek suggestions: Through office memo superiors give instructions to the subordinates and subordinates seek suggestions from the superiors. 4. To request for help: The official activities are performed by combined efforts through mutual cooperation. Office memo is served to seek cooperation and assistance. 5. Request for supply with information: Adoption of proper programs is largely dependent on the reliable information.
Hence office memo is sent to all concern for supplying exact information. . To intimate granting: the high officials send office memo to the subordinates according them permission to do something based on their previous solicitation for the better interest of the enterprise. 7. To convey decision: Office memo is served to all for conveying decision taken by the top level management about the overall welfare of organization. 8. To seek explanation: Office memo is used to conduct the behavior of employees required to be clarified. Functions of Office Memo 1 .
Conveying information: Office memo is used by the officials to convey information involving institutional affairs. The employees are intimated with the newly adopted policy, existing policies, clarifications, modifications or changes brought about in the existing policies, change of the supervisory position or any other event of the memo conveys information regarding the aforesaid issues. 2. Making requests: All the people within an organization need to exchange information related to different functions or relevant issues constantly.
Office memos are frequently used by the officials and subordinates requesting someone to remain present in a meeting, telling someone to execute an action, soliciting the favor of high officials’ on important issues, requesting people to concentrate on their assigned jobs, existing rules and regulations etc. 3. Providing response: The receiver uses office memo in response to the request produced before him through the same. Sometimes office memo is used to request some colleagues to work on behalf of executives as well as to tell them to report through this about the further situation.
In this case reporting function is also done by office memo. 4. Presenting informal report: Sometimes informal and brief reports are presented through office memo. In this regard Risks and Go say, “Informal reports are usually horn and informational and are written in letter, memorandum or manuscript format. ” So one of the important functions of office memo is to present informal report related with the courses of actions of an organization. Advantages of Office Memo 1 . Message in a brief form: The information to be communicated is briefly recorded in the office memo.
This includes only the main information. So the maker of the office memo can easily draft it and the reader can also understand it very well. 2. Effective communication: Office memo is a widely used tool of internal communication. The office staff can quickly respond to the subject matter basing on heir stereotyped belief. As a result the communication can be more effective. 3. Convenient for using: Most of the offices use print form of memo. This contains the name of the enterprise, address, name of the receiver and sender, subject title, date in printed manner and maximum portion of memo remains blank.
Communication may be easily established through typing or writing the message in the blank portion. 4. Inexpensive: No expenditure like postage, stationary, incidental costs are incurred as communication is established between the boss and the subordinates of the same organization through memo. In addition, if there is arrangement of electronic communication message presented in computer disk can be transmitted to the destination with less cost. 5. Rapid exchange of information: An office memo is used to communicate within a accomplished rapidly.
Moreover, if there is computer based communication system, the exchange of information through memo is very rapid. 6. Using as reference: Office memo is one sort of written communication. So important information included in the office memo can be easily filed up or preserved in the computer disk. This helps to use office memo in future need. 7. Normal flow of information: Communication between the high level executives ND subordinates basing on office memo takes place in officially recognized way. All the people concerned herewith respond positively.
As a result, the flow of office memo within an office is normal and legally approved. Disadvantages of Office Memo 1. Communication in limited scope: The scope of communication using by office memo is limited since it cannot be used to serve any purpose outside the organization. 2. Not suitable for using modern information technology: In case of sending the office memo though there is a little chance of using technology, many offices send the memo through peon. In case of establishing communication with distant branches postage system is used which is time consuming. . Open type communication: This is basically an open system because while dealing or handling with memo , the typist , peon and people concerned become knowledgeable about the matter beforehand . As this sometimes becomes informal one, it creates the scope of spread of rumor and distortion of facts. 4. Sluggishness: Office memo may be of formal or informal one, if this is formally used, strict rules and regulations are supposed to be followed by the people concerned, and this causes unnecessary sluggishness. 5.
Problems for uneducated persons: It becomes quite impossible for uneducated people to get the points of office memo because of their lacking in the ability of reading it. So they seek others help to rescue the meaning of the memo . It thus impairs proper decoding. 6. Open type communication: This is basically an open system because while dealing or handling with memo, the typist, peon and people concerned become knowledgeable about the matter beforehand. As this sometimes becomes informal one, it creates the scope of spread of rumor and distortion of facts. 7. Problems for uneducated persons: It becomes quite impossible for
