Document any enterprise is a collection of papers of different character, systematized in a certain way.One of the documents is a memo.
General characteristics and purpose of the document
For a start it should be noted that the memorandum - a business paper, which is both informative and advisory nature.It is designed to provide the head of the company or supervisor.This document can be made by any employee of the company, for two reasons:
- At the initiative of the employee.
- On the instructions manual.
In any case, the paper contains detailed information on the specific, individual questions.In fact, it is - employee opinion expressed in writing.There are cases where the decision to the head of the considerations you need to know their subordinates about the circumstances of a case.Then the employee must make a reasoned response, and finally add your personal opinion in the form of concrete proposals and recommendations.Accordingly, such a note is becoming a personal opinion of the individual.
Do not confuse
Being accepted for the preparation of a document, you must know exactly what is required to provide.Some types of business correspondence are very similar to each other and can be easily confused.For example, business notes are of three types: office, memoranda and explanatory.At the same time, between them there are three significant differences which do not allow the knowledgeable person to perform this error.These documents are different:
1. According to the addressee, ie the person for whom they are intended.In contrast to the official, an explanatory memorandum is written to the immediate supervisor and the staff report, in addition, can be made directly to the director of the company.
2. Theme and semantic load of the stated information.Subject explanatory clear from the name itself.The service is part of the business correspondence between the departments of the company.Subject memo can be different:
- periodic reporting;
- one-time provision of information on relevant issues.
3. If the official explanatory and are for use within the enterprise, the memo can be both internal and external.In the first case it is for the director of the company, and the second - to a higher court.
When the document is drawn up
Memorandum - is a necessary measure.It is made when the situation gets out of control and threatened the company in serious trouble.In other words, the situation must be critical.At this point, the employee brings to the attention of management and details the facts known to him.This can be a threat to the implementation of the plan or generate the expected profits.The document aims to draw attention to the leaders of this problem and try to correct the situation.Each specialist in his own way represents the resolution of the situation.In the memo he describes in detail his version and presents its own views on this matter.For convenience, the information in this document is made completely free form.This style allows you to absolutely any employee to express their views on a specific, single issue without fear of being misunderstood by others.
Causes of the document
There are several reasons because of which can be composed memo.A sample or a unique pattern for all possible cases to make, of course, possible.But taken any concrete reason to require an individual manner of presentation.The reasons may be very different:
- late for work;
- absenteeism;
- failure to fulfill obligations;
- conflict between employees;
- presentation of the results of the audit;
- communication for information about his mistake;
- a threat to perform routine tasks;
- information about the unacceptable behavior of the employee.
The reasons are many and each of them requires an individual approach and the specific proceedings.After receiving first-hand information, the chief should investigate it thoroughly and take an informed decision.It is often necessary to obtain additional information from other participants in the problem.They will have to submit to the leadership of his clarification on the issues raised.
If someone something broke
Violations in terms of production - is not uncommon.Without them, workflow and communication between people is impossible.The most common memo about violation of labor discipline.The behavior of personnel in the workplace is always ambiguous.Any deviation from the accepted norm is usually perceived as a violation and shall entail appropriate penalties.To impose a sanction is only entitled Manager, so the rest of the staff, including the immediate supervisor can only inform him of what had happened and to offer its own version of the impact on the negligent colleague.The algorithm of drawing up such a memo is as follows.
- name service or unit.Specify the top left of the sheet.
- Destination (CEO).Specifies the top right.
- Name of the document.Written below in big letters with a red line.
- document number.
- place compilation.
- subject.
- text of the document: Nameand the position of the offender, the date of violation, type of violation, the cause of the incident, the proposal for the recovery.
- title, nameand the signature of the employee who prepared the document.
If guilty colleague
memo to the employee can be made direct supervisor or colleague.The most common reasons for which it is made are negative: the violation, misdemeanor misconduct.In this case, a note aims to establish the fact of what happened and prevent a recurrence in the future.Having such a document, the manager must understand the situation and make a decision.In this case, it depends on whether imposed on the employee any penalty or not.If a negative incident occurred the first time, we can restrict the prevention and edifying conversation.If passed in violation of the system, it will be punished in accordance with the labor laws.The manager must impose a visa, which will be recorded by the decision.The staff reports are drawn up on workers and on other occasions.For example, the head of the department has the right to make a note addressed to the Director-General on the promotion of subordinates for diligent work or a job well done.The principle of drawing - the same, only the text is positive.
it difficult to write a memo?
Create a memo is not difficult.Sample writing, if necessary, you can always take the secretary.Through his hands passed many similar documents.The main thing is to clearly explain the essence of what happened.After reading the document, the manager must have a clear idea of what he wanted to tell the compiler that "message".Facts must be described in chronological order, step by step, to the overall loomed bright and clear picture.It should also be remembered that the staff report for internal use is usually made on a standard sheet of A4 (or A5).If the information is provided in the parent organization, the text should be printed on company letterhead.Such a document is absolutely necessary to provide for the signature to the head.As a result, it will be signed by two representatives of the enterprise: the first - the composer, the second - the director.Information can be confirmed more information.They are usually provided with the main document in the form of numbered annexes.
to make things right
order information to be heard, you need to know how to write a memo.Such a document is usually composed of three main parts.
- reason was the reason for writing this note.It is necessary to clearly describe the situation and list all the known facts.
- the drafters about what is happening.It is necessary to thoroughly analyze the situation and propose its decision to create problems.
- general conclusions and specific steps.
information should be possible to state briefly and clearly that when reading the addressee has not lost the idea.Otherwise, the facts can be misinterpreted, and the decision will not bring the desired results.In the text it is not necessary to express their fantasies, or to distort reality.This method is against the rules.If the need arises, the addressee himself take an interest to the compilers, to understand what happened and make a final decision.
Procedure
For example, consider a specific case of non-fulfillment of their duties.A memo to employees is for the supervisor of the company's management.To start the employee is given time to correct their mistakes.Otherwise, the head of the relevant service in the presence of three witnesses of the act that the employee did not fulfill the task the proposed dates.The offender must then write an explanation in due form stating the reasons.
employee can not do this.In this case, he loses the last opportunity to protect themselves.Explanatory note passed supervisor for review.Its final decision, it expresses in the form of a resolution.Information supplied to the personnel department for the preparation of an order for the recovery.The degree of punishment is determined in accordance with the law.If the offense was rather serious and repeated addition, the result can be a dismissal of the corresponding article.
