Write an effective communication

      How to Write An Effective Communication Quickly

   When you have an effective communication to get out and time is of the essence, you want to be sure that critical details aren't missed.

The following steps will explain how to write a memo quickly and efficiently.

•        Step 1

Know your audience.
Who will receive the communication? Your audience will determine the language, tone and content of the memo.

•        Step 2

Identify the sender.
Almost as important as knowing who the message is going to, is who is sending it. The memo should be written in a way that complements the sender's personality and style.

•        Step 3

Identify the key message(s).
What is the purpose of sending out this communication? Is there an action required? Is it for information only? Clarify the intent of the communication and you will be able to establish the key messages that will be stated.

•        Step 4

•        Use the journalist standard in developing your content: who; what; when; where; and how.

•        Asking yourself these questions will help you craft the final content.

•        Step 5

Tell them, tell them, then tell them again.

The key message or purpose of the communication should be stated at least three times in the communication (depending on length). If dates or deadlines are part of the message, you may want to consider bolding those items or putting them in a different colored font so they stand out in the message.

•        Step 6

Always add a contact.
There are always questions when a communication goes out, so save yourself some time and provide support to your audience by listing a contact at the end of the communication that your audience can get in touch with to ask for more information.