Business Writing: Memos vs Email and Faxes

The Inter Office Memo continues to fill a valuable communications niche within organizations. While faxes and email are now often used in lieu of memos, there are instances when a typed memo is more effective and appropriate.

Generally speaking, memos are a mainstay of internal Business Communications. Less formal than traditional letters, memos have served as the principle means of communicating "for the record" within organizations. That said, the emergence of Electronic Communications has been a game-changer in this regard.

Of course, this change has had a profound positive effect on personal productivity, but this should not suggest that faxes and email should replace all forms of Internal Communications.

For the most part, any topic that is general or global in nature such as announcements, and informational or policy issues are tailored-made for Electronic Communications. However, problems can arise when these devices are used to communicate sensitive information.

When communicating this kind of information, be mindful of the following:

*Privacy

The simple fact is that email and faxes are stored and can be retrieved. As such, be aware that communications dealing with confidential matters are not as secure as you would like to believe.

Areas of concern would be Human Resource matters, legalities or controversial operational issues. Simply put, the possibility of having these kinds of communications scrutinized by anyone but the writer and the addressee should be reason enough to be cautious.

*Information Overload

Let's face it, employees are inundated by all manner of electronic communications, both important and mundane.

Because of this, many faxes and email messages go unopened or are viewed only sporadically. As such, communications that are time-sensitive or require a quick response may not be read at all. A typed memo can circumvent this deluge.

*Reader Reaction

Faxes and email are generally viewed as impersonal. While not necessarily intentional, this is often the effect when communications are written for the convenience of the writer as opposed to the reader.

It goes to reason that receiving a personalized hard-copy communication on company letterhead will have far more impact on the recipient than a fax or email. That said, when writing an important and sensitive communication to an individual, take the extra time to make the communication something out of the ordinary as well as something worth reading.

In the end, a writer needs to carefully consider the subject of the communication. Though the immediacy and convenience of Electronic Communications is unquestioned, the same cannot be said about the judgment of a writer who treats all communications the same.

Jack