Full transcript
0:00[Music]
0:04hi everyone and welcome back to writing
0:07tutorials in today's episode we're
0:09diving into how to write a professional
0:11yet approachable staff meeting
0:13memorandum this type of communication is
0:16essential for keeping teams informed
0:18about important meetings updates and
0:21plans whether you're a manager or an HR
0:24professional knowing how to craft an
0:26effective memo can make a big difference
0:29in how your message is received let's
0:31break down this sample memorandum step
0:33by step I'll explain not only what to
0:36include but also how to phrase
0:38everything in a way that is clear
0:40respectful and motivating for your team
0:43let's get
0:44started header section the basics the
0:48first part of any memo is the header
0:51this includes who the memo is for who
0:53it's from the date and the subject in
0:56our sample it looks like this two all
1:00staff members from James D Wilson
1:03general manager date November 20th
1:082024 subject staff meeting annual review
1:12and updates each piece of this header
1:15serves a purpose first the two line
1:18makes it clear who the message is
1:19directed to in this case all staff
1:22members the from line adds
1:24accountability by showing who is sending
1:26the message including the date is
1:28important because memos are often
1:31time-sensitive and it helps recipients
1:33know when the information was shared
1:35finally the subject line is concise but
1:38specific letting everyone know what the
1:40memo is about right
1:42away when writing your own memo take
1:45care to keep the subject line
1:46straightforward avoid vague phrases like
1:49important meeting and instead give a
1:51hint about what will be discussed
1:54greeting and opening paragraph now let's
1:56look at the opening paragraph dear team
2:00I hope this message finds you well I'm
2:02writing to inform you about an upcoming
2:04staff meeting to discuss the annual
2:06review operational updates and plans for
2:09the upcoming year your attendance is
2:12crucial to ensure we are aligned as a
2:14team and well prepared for the
2:16opportunities and challenges ahead this
2:19opening does several things well it
2:22starts with a friendly salutation dear
2:24team which makes the tone inclusive and
2:27positive then it briefly out Out Lines
2:30the purpose of the memo to inform the
2:32team about an important meeting the
2:35writer also explains why the meeting is
2:37important emphasizing alignment and
2:40preparation when writing your own memo
2:42always begin with a polite and
2:44professional tone acknowledge your
2:46team's contributions and clearly State
2:49the purpose of your communication
2:51meeting details the essentials next
2:54comes the logistics meeting details date
2:58Monday November 27th
3:012024 time 10 a.m. to 12:00 p.m. location
3:06conference room a main office building
3:09789 Maple Avenue Chicago Illinois
3:1560,61 this section provides all the
3:17critical information in a clear bulleted
3:19format including the date time and
3:22location is a must for any meeting memo
3:26breaking it into bullet points ensures
3:28nothing gets overlooked when writing
3:30your own memo think about
3:32accessibility a bulleted list is easier
3:35to skim than a paragraph so your
3:37audience can quickly find the key
3:39details if your meeting is virtual be
3:42sure to include the video conferencing
3:44link and any login
3:46details agenda what to expect now let's
3:50look at the agenda during the meeting we
3:52will cover the following agenda a recap
3:55of this year's performance metrics and
3:57achievements updates on new policies
4:00procedures and upcoming projects open
4:04discussion on team feedback and
4:06suggestions for improvement planning for
4:08the upcoming year including key
4:10milestones and goals this agenda serves
4:14two purposes first it gives the team a
4:17clear idea of what will be discussed
4:19helping them come prepared second it
4:23highlights the meetings value by showing
4:24that important topics like performance
4:27policies and future plans will be
4:29addressed addressed when writing your
4:31own memo always include an agenda if
4:33possible this helps set expectations and
4:36ensures the meeting stays
4:38focused encouraging participation the
4:42next paragraph encourages team
4:44involvement please come prepared with
4:46any questions or feedback you'd like to
4:48share during the open discussion segment
4:50your input is invaluable as we continue
4:53to grow and improve as a team this is a
4:56great way to invite engagement it
4:58reminds team members that their voices
5:00matter and encourages them to
5:02participate actively this approach
5:05Fosters a collaborative atmosphere in
5:07your own memo consider adding a similar
5:09call to action it can be as simple as
5:12asking team members to bring questions
5:14or
5:15suggestions instructions for absentees
5:19here's how the memo addresses those who
5:21may not be able to attend if you are
5:23unable to attend the meeting for any
5:25reason kindly notify me directly at
5:28james. Wilson at
5:30email.com or call
5:3355543
5:362198 by Friday November 24th
5:402024 so that alternative Arrangements
5:43can be made to keep you updated this
5:45section is thoughtful and practical it
5:48acknowledges that not everyone may be
5:50able to attend and provides a clear
5:52process for notifying the organizer
5:54including a specific deadline in this
5:57case November 24th ensures time L
6:00communication when writing your own memo
6:02always include instructions for
6:04absentees it shows that you value
6:07transparency and
6:09inclusivity closing paragraph motivation
6:12and gratitude the memo ends with a
6:15positive note thank you for your
6:17dedication and hard work throughout the
6:19year I look forward to seeing all of you
6:21at the meeting and continuing to build
6:23on our Collective success this closing
6:26is motivational and appreciative which
6:28helps boost team morale it also
6:31reinforces the importance of the meeting
6:33without sounding overly formal or
6:36demanding in your own memo end with
6:38gratitude and optimism it leaves a
6:41lasting positive impression and sets the
6:44tone for the upcoming meeting sign off
6:47finally the memo is signed best regards
6:51James D Wilson general manager XYZ
6:55corporation best regards is a
6:57professional yet warm closing
7:00always include your full name and title
7:02to add credibility and Clarity and
7:05that's how you write a staff meeting
7:07memorandum let's quickly recap start
7:10with a clear header including the
7:12recipient sender date and subject open
7:16with a friendly greeting and explain the
7:18purpose of the memo provide all the
7:20meeting details in a concise easyto read
7:23format include an agenda to set
7:26expectations encourage team
7:28participation and provide provide
7:29instructions for
7:31absentees end with a motivational and
7:33appreciative closing I hope you found
7:35this tutorial helpful if you did please
7:38like comment and subscribe to writing
7:41tutorials for more practical writing
7:43tips see you next time
7:46[Music]