Memorandum Circular No 2020 - Comprehensive Memorandum on Communication

Memorandum Circular No 2020 -  Comprehensive Memorandum on Communication

To:        All SBUs

             Communication site

             File  (memorandum circular

Date:   10/20/2020

WHAT:    COMPILATION OF ALL IDEAS AND ORDERS ON COMMUNICATION  (ON CONTENT AND COMPLIANCE

1.   Objective:    1.   To minimize unanswered memos, emails, texts

                          2.   To see actions rather than tasks or talking

                          3.  To be successful -  reach collection targets, finish

                             projects, and earn incentives

                          4.  Prevent misunderstanding and inefficient back and forth 

                               teaching for wrong submissions wrong executions

2.   Reality and background

                 1.  Many unanswered text messages, and even misunderstandings t meetings

                 2.  Waste of time

                 3.  Undone orders and initiatives

                 4.  Penalties from govt bodies

                 5.  Many teachings memos on

                        .1.     Obsessions of exceptional executives -  clarity and simplicity

                         2.      Accountability  (we need to surrender our selves to the idea that our main responsibility is to finish a task  assigned

                         3.      Management of Attention  (We need to give undivided attention to an order or task at hand)

                         4.     The concept of follow through  -  Part of Kisfrek -   follow through.  All communications must be followed through to its

                                 completion.  It is a shame to be followed through.  Follow through means also submission of minutes after a meeting

                                 or exchange of pleasantries in a meeting.  The note that goes a long long way.  

              6.  Aim of communication is to build a community and move people to act move, solve problems.  There is no communication if there is no:

                         1.  Learning

                         2.  Action or results

              7.  Success starts with writing down a goal,   In a study by Cambridge,, it was found out that the successful people  (financially) was

                    was not a result of school  where the people studied studied but by writing down the goal.  You can start being successful if you

                   journalized -  communicated to yourself and your superior your accomplishment, what was discussed, your plans, and learning

              8.  Communication:

                        1. Key and only tool of executives;   executives do not have tools or other equipment in their jobs -  only the the ability to communicate

                         they must be good and master communications

                        2..  Successful people and executives are good communicators:

                               1.  Communicating vision

                               2.  Selling proposals and products

                               3.  Motivating staff

            9.  Successful execution.      Larry Gray in his book "Execution"  listed down the first rule 'KNOW YOUR BUSINESS AND YOUR PEOPLE'  

                  Knowing is possible only by execution

3.   What:  (The compilation of ideas on communication

1.     Completeness - A memo, a call must have.  clarity and completeness  - 5w and 1h  (who, where,, when what, why and how)

2.    Three contents of a speech and or memo:

          1.  what  you are saying,

          2.   explaining how,through example what you are telling them

          3.    repeat the content in 1 and 2, and ask for action or solution.  CTA (Call to Action)

                  Communication does not end in sending a memo or speech.  There has  to be a result or action

        One of our goals in the world in business is to make an impact on others

        How can you do that if people do not read your memoj?

3.   As much as possible if there is going to be short messsage, not more than 10 sentences, just encode your message in the y or gmail.  

      You can save time for yourself a step or two:   you do not have to encode in word, save, and then attach.  Same thing for the receiver.  

      When the GMail is opened, the receiver can read the content at once

     Tag your email properly so that it is searchable.  Put enough detail in the title.  Not just minutes  but say MINUTES OF THE MEETING WITH

     MAYOR GUALBERTO LAST OCTOBER 15 2020

4. l How to make a memo

     TO:

     FROM

     SUBJECT

     Date

                                         CONTENTS OF THE MEMO

       1.  Tell them what you want to tell them (the topic or subject)

       2.  Explain through examples, drawing or computation what you want to tell them

       3.   Repeat 1 and ask for action:   completion, compliance, submission, correction

5.   The GROW MEMO -  the ideal well thought of comprehensive memo

       G - GOAL  mention the objectives of the communication

       R - EALITY   1.  Background,   2.  What is really happening,    3.  What competition /industry is doing 4.  What is Mr. Google saying about the subject matter

      O  - PTION    What other actions are possible

      W -  HAT TO DO NEXT   -  Action plan again 5W and 1H.   What is the solution?   What is the strategy (what is the best course of action against the problem, threat

              or exploit the opportunity

6.   Internal memo sheets/ pads.   TRAF

     There are 1/2 and 1/4 sheet internal memo pads (ruledd) that can be used to write handwritten notes.to instruct receiver for special attention

      T -  rash,   R - fer,  A -ct,  F - ile  You need not dump paper works on your In tray or your table cabinets.   Keep it uncluttered following the TRAF rule

7.  Journalizing - making diaries

     1.  Write down plans, write down accomplishments

     2.  Write down what you have learned.  The more advanced way is doing a blog as your diary/log/journal.   Others can benefit from the journal of your

           learnings.     It is harder journalized events since there is permanent record, and at the net at that for you to remember.  Writing it down in front

           of the public cements your commitment to finish the task.  You even become popular or even earn from the blogging (I dont)

8.  Writing minutes.   You need to write down what was discussed.  Memories can play tricks on you and make you forget (subtract or add) exaggerate.  Keep

    of this danger by taking down notes, and writing down at once what transpired.   You can also enhance your professionalism by mailing or sharing the 

    minutes immediately.  The make the minutes reliable and trustworthy, follow the format

    Title  e.g.  MINUTES OF THE MEETING WITH MAYOR HERMENEGILDO GUALBERTO REGARDING HOLY GARDENS LETTER OF INTENT LAST OCTOBER 15

                     2020

    Attendees  e.g.     Mayor Hermenegildo Gualberto

                                  Acting Mayor Alfredo Ortega

                                  Vice Mayor  Juana Nisce                            

    Agenda:                 Executive Decision regarding Letter of Intent of Holy Gardens for Crematorium Columbarium Dated October 5,, 2020

  1.   Number  the items discussed:

        1.  Write background, arguments what was discussed

        2.  Action:  who what when where budget/cost

   PLEASE RRURAC

cc:    SBU  please print and have hard copy;   

         Ms. Nelia please file hard copy (number our MC)

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