WEEK 13: MEMORANDUM, NOTICE OF THE • Sensitive Employee Data: Personal information about
employees, such as social security numbers or medical
MEETING, AND MINUTES OF THE MEETING
Memorandum
• A memorandum, often abbreviated as "memo," is a
brief written message or document typically used in
business or organizational settings to communicate
important information, instructions, or
announcements within an organization.
• Memo is a concise written document used for
internal communication within organizations.
• Memos are a common form of communication in
business, government, and other institutions.
Memos serve various purposes Including:
1. Sharing Information: Memos are used
to convey important information, such as
updates, reports, or statistics, to employees
or colleagues within an organization.
Information to be Shared:
• Company Goals and Objectives: Share the
organization's strategic goals, mission, and vision to
align all employees with the company's direction.
• Project Updates: Regularly share project status,
milestones, and progress reports to keep team
members informed and coordinated.
• Meeting Agendas and Minutes: Distribute agendas
before meetings and share minutes afterward to ensure
transparency and accountability.
• Financial Performance: Share financial reports,
budgets, and revenue updates with relevant teams to
track and achieve financial targets.
• Operational Procedures: Share standard operating
procedures and guidelines for processes to maintain
consistency and efficiency.
Information to be Kept Confidential:
• Trade Secrets: Protect proprietary information, like
manufacturing processes or unique formulas, to
maintain a competitive advantage.
• Financial Data: Confidential financial information,
including salaries, expenses, and profit margins, should
only be disclosed to authorized personnel.
records, should be kept private.
• Legal Matters: Information related to ongoing legal
disputes, settlements, or negotiations should remain
confidential.
• Strategic Plans: Detailed future business strategies and
expansion plans should be confidential to avoid
potential risks and competitor advantages.
2. Issuing Instructions: Memos can provide instructions or
guidelines to employees or departments about specific
tasks, procedures, or policies.
3. Making Announcements: They are often used to
announce events, meetings, changes in personnel, or other
important developments within the organization.
4. Requesting Feedback: Memos can also be used to
solicit feedback, suggestions, or opinions from
recipients on specific issues or projects.
5. Documenting Decisions: Memos may be used to
record decisions made in meetings or discussions for
future reference.
Memos usually have a specific format and structure,
including the following elements:
• Heading: The heading of a memorandum typically
includes the following information:
✓ Date: The date the memo is written.
✓ To: The recipient(s) or department the memo is
addressed to.
✓ From: The name and position of the sender.
✓ Subject: A concise and descriptive title of the
memo's content.
• Body: The body of the memo contains the actual
message, which may include one or more of the
following components:
• Introduction: A brief overview of the purpose of
the memo.
• Main Content: The details, instructions, or
information you want to convey.
• Conclusion: A summary or closing remarks.
• Attachments: If there are any supporting documents or
additional information that need to be included, they
can be referenced or attached to the memo.
• Distribution: This section can specify who else should
receive copies of the memo, either for information or
action.
• Signature: The sender may sign or initial the memo to
indicate its authenticity.
• Memos are typically used to convey important
information, make requests, or provide updates.
Here's a guide on how to write a memo:
Writing a memo, short for memorandum, is a concise and
formal way to communicate within an organization or to
specific recipients. Memos are typically used to convey
important information, make requests, or provide updates.
Here's a guide on how to write a memo:
1. Heading:
• Start your memo with a clear and informative
heading.
• Include the word "MEMORANDUM" or "MEMO" at
the top, usually centered or justified to the left.
• Add the date of the memo, which is the date it is
being written.
MEMORANDUM
Date: [Date]
2. To:
• Include the names or titles of the recipients of the
memo.
• You can list multiple recipients if necessary.
• If it's a department or group, you can address it
broadly.
• To: [Recipient's Name/Department]
3. From:
• Provide your name and title.
• This section identifies the author of the memo.
• From: [Your Name]
4. Subject:
• Write a clear and concise subject line that
summarizes the purpose of the memo.
• Make it informative but brief.
• Subject: [Subject of the Memo] Ex. Request for
Extension on Assignment Submission
5. Body:
• Start the body of the memo after the subject line.
• Keep the content clear, concise, and organized.
• Use short paragraphs or bullet points for readability.
• Use a professional tone and language.
• Provide context or background information if
necessary.
• Clearly state the main purpose of the memo.
6. Recommendations or Action Items:
• If the memo contains recommendations or action
items, make them stand out.
• You can use headings like "Action Items" or
"Recommendations" to make them easily
identifiable.
7. Attachments:
• If there are any attachments, mention them in the
memo.
• List the names of the attached documents and
briefly describe their content.
• Attached: [List of Attachments]
8. Closing:
• End the memo with a courteous and professional
closing.
• If appropriate, encourage recipients to contact you
if they have questions or need clarification.
Ex.
• If you have any questions or need further
information, please do not hesitate
9. Signature:
• Sign your name below the closing.
• If the memo is being distributed electronically, you
can simply type your name.
• [Your Name]
• [Your Title]
10. Distribution:
• Indicate how the memo should be distributed. For
example, "Copy to:" and list the names of
individuals who should receive copies.
• Copy to: [Recipient's Name]
11. Proofread:
 • Before finalizing the memo, proofread it for errors
in grammar, spelling, and clarity.
12. Distribution:
• Distribute the memo to the intended recipients
through the appropriate channels (email, interoffice
mail, etc.).
Remember to customize the content and format of your
memos to suit your organization's specific needs and
guidelines.
The key is to provide clear and concise information in a
professional and organized manner.
Notice of the meeting
• A notice of a meeting is a written communication that is
sent to individuals or participants to inform them about
an upcoming meeting.
• This notice typically includes important information
about the meeting, such as the date, time, location,
agenda, and any other relevant details.
Here's a template for a basic notice of a
meeting:
• [Your Organization's Letterhead, if applicable]
• [Date]
• To: [Recipient's Name]
• [Recipient's Title/Position]
• [Company or Organization, if applicable]
• [Address]
• Subject: Notice of Meeting
Dear [Recipient's Name],
I am writing to inform you about an upcoming meeting
that has been scheduled as follows:
• Date: [Date of the Meeting]
• Time: [Time of the Meeting]
• Location: [Location/Venue]
• Agenda: [Brief description of the meeting's purpose and
topics to be discussed]
Sincerely,
• [Your Name]
• [Your Title/Position]
• [Your Contact Information]
The above template can be customized to suit the
specific details and needs of your meeting.
Additionally, if your organization has specific
requirements for notice of meetings, make sure to
follow those guidelines.
The notice of a meeting is an essential communication
tool that serves several important purposes.
Its importance cannot be overstated, as it helps ensure
that a meeting is well-organized, productive, and that
participants are adequately prepared.
1. Informing Participants: The notice serves as an official
announcement of the meeting's date, time, and
location.
• It ensures that participants are aware of when and
where the meeting will take place, preventing
scheduling conflicts and misunderstandings.
2. Setting Expectations: The agenda included in the notice
outlines the topics and purpose of the meeting.
• This informs participants about what will be
discussed and what is expected of them.
• It helps set clear expectations for the meeting's
goals.
3. Preparation: Participants can use the notice to
prepare for the meeting.
• They can gather relevant materials, data, and
information in advance, which leads to more
informed and productive discussions.
4. Attendance and Availability: By providing adequate
notice, participants have the opportunity to adjust their
schedules or make arrangements to attend the meeting.
• This helps ensure that key stakeholders are present
and available for the discussions.
5. Legal and Regulatory Compliance: In some organizations
and for specific types of meetings (e.g., board meetings,
shareholder meetings), providing proper notice may be a
legal or regulatory requirement. Failing to do so can have
legal consequences.
6. Respect for Participants' Time: Giving participants
sufficient notice is a sign of respect for their time and
commitment.
• It allows them to plan their day or week effectively
and allocate the necessary time for the meeting.
7. Decision-Making: The notice can also include any
documents or information that participants need to
review before the meeting.
• This ensures that decisions can be made more
efficiently during the meeting, as everyone is
adequately informed.
8. Documentation and Record-keeping: A well-
documented notice can serve as evidence that the meeting
was properly organized and participants were informed. This
can be important for record-keeping, transparency, and
compliance purposes.
9. Minimizing Last-Minute Changes: Providing
a notice well in advance allows for any necessary
changes or adjustments to be made to the meeting's
schedule or agenda without causing undue disruption.
10. Productivity and Efficiency: Proper notice
ensures that participants come to the meeting with the
required information and a clear understanding of the
meeting's purpose.
• This leads to more focused, efficient, and productive
discussions.
• Notice of the meeting helps create a structured and
productive meeting environment, while also
showing respect for participants' time and
commitments.
• Whether for business, governmental, or
organizational purposes, a well-prepared notice is a
fundamental component of any successful meeting.
Minutes of the Meeting
• Minutes of the Meeting (MoM), also known as
meeting minutes or meeting notes, are a formal
written record of the proceedings and discussions
that take place during a meeting.
• These documents are typically created during
business meetings, board meetings, committee
meetings, or other formal gatherings.
Minutes of the Meeting serve several important purposes:
1. Documentation: Minutes provide an accurate and
complete record of what was discussed, decided, and
agreed upon during the meeting.
• They document key points, actions, and any
relevant details.
• This documentation is essential for legal and
accountability purposes, as it helps establish a
historical record of decisions and actions taken
during the meeting.
2. Communication: Minutes serve as a means of
communication to those who were present at the meeting
and to those who were unable to attend.
• They ensure that all participants and stakeholders
have a clear understanding of what transpired
during the meeting and what tasks or
responsibilities have been assigned.
3. Accountability: Meeting minutes help in
holding participants accountable for their commitments and
actions.
• They outline action items, deadlines, and
responsibilities, making it easier to track progress
and follow up on outstanding tasks.
• When individuals know that their contributions and
commitments are being documented, they are
more likely to fulfill them.
4. Reference and Record-Keeping: Minutes serve as a
reference document for future meetings and discussions.
• They can help participants recall decisions made,
actions to be taken, and the rationale behind those
decisions.
• Minutes also provide a historical context for
ongoing projects or issues.
5. Legal and Regulatory Compliance: In many organizations
and industries, maintaining accurate minutes is a legal
requirement.
• It may be necessary for compliance with corporate
governance, legal standards, or regulatory
guidelines.
• Failing to keep proper records could lead to legal or
compliance issues.
6. Decision-Making Support: When minutes are well-
organized and comprehensive, they can aid decision-makers
in future meetings by providing insights into past discussions
and decisions.
• This historical perspective can be valuable when
evaluating the effectiveness of previous actions or
when making new decisions.
7. Transparency: Transparent and well-documented
meetings foster trust and transparency within an
organization.
• When minutes are made accessible to all relevant
stakeholders, it demonstrates that decision-making
processes are fair, open, and accountable.
• To create effective minutes of the meeting, it's
important to assign a responsible person to take
notes during the meeting, use a structured format,
include key points, decisions, action items, and
 deadlines, and distribute the minutes to • This can include speeches, presentations, and
participants promptly after the meeting. lectures delivered at conferences, seminars, or
• Accurate and well-organized minutes contribute to other public events.
the overall efficiency and effectiveness of an • Public Relations (PR): PR professionals work to
organization's meetings and decision-making manage and maintain a positive public image for
processes. organizations or individuals.
• They use various communication strategies to build
LESSON 14: PUBLIC COMMUNICATION relationships with the public, address concerns, and
promote a favorable perception.
(PUBLIC SPEAKING)
Government Communication:
• Communication is the backbone of our society.
• It allows us to form connections, influence
• Governments use public communication to inform
decisions, and motivate change.
citizens about policies, initiatives, and important
• Without communication skills, the ability to
developments.
progress in the working world and in life, itself,
• This includes official announcements, press
would be nearly impossible.
conferences, and public service campaigns.
• Public communication refers to the exchange of
information and messages between individuals or
Online Forums and Communities:
groups in the public domain.
• Internet forums, discussion boards, and online
• This type of communication occurs through various
communities provide platforms for people to share
channels and platforms, including mass media,
information and engage in discussions on a wide
social media, public speaking, and other forms of
range of topics.
dissemination that reach a wide audience.
Public Speaking
What is the importance of public communication?
• According to Merriam-Webster, public speaking is
• Public communication is essential for sharing news,
“the act or process of making speeches in public,” or
information, ideas, opinions, and perspectives with
“the art of effective oral communication with
the general public.
others.”
• Public speaking is the act of delivering a speech or
Key aspects of public communication
presentation to an audience.
• It is a valuable skill that can be beneficial in various
• Mass Media: Traditional media outlets such as
aspects of life, including professional, academic,
newspapers, television, radio, and magazines play a
and personal settings.
crucial role in disseminating information to a broad
audience. • Public speaking is a valuable skill that can enhance
your communication abilities, boost your
• These channels are often used by governments,
confidence, and help you convey your ideas
organizations, and individuals to communicate
effectively to an audience.
important messages.
• Social Media: With the rise of digital technology,
History of public speaking
social media platforms like Facebook, Twitter,
Instagram, and LinkedIn have become powerful
• There's a good chance that there's been public
tools for public communication.
speech, in one form or another, as long as there've
• These platforms enable instant sharing of
been people.
information and facilitate interactions between
• But most public speaking experts involved with
individuals and organizations.
public speaking in business communication, trace
• Public Speaking: Public figures, leaders, and experts
the origins of modern public speaking back to
often engage in public speaking to convey their
ancient Greece and Rome.
messages directly to an audience.
 • Of course, those societies didn't have slideshows to
help with public speech.
• But they did have a need for speaking in public.
• As a result, they developed public speaking
methods that are still studied today.
• The ancient Greeks used public speech primarily to
praise or persuade others.
• At one point, all Greek citizens had the right to
suggest or oppose laws during their assemblies.
• This resulted in a need for skilled public speakers.
• Speaking in public became a desirable skill and was
taught.
• Public speaking in the time of the Greeks was called
rhetoric. (the art of effective or persuasive speaking
or writing)
• Later, when Rome came to power, speaking in public
was used during the Roman senate sessions.
• The Romans adopted the public speaking rhetoric
methods of the Greeks.
• In fact, most public speaking teachers of the time
were Greek.
• The Latin style of public speaking was popular in the
U.S and Europe until the mid-20th century.
After World War II
• A less formal and more conversational speaking
style of speaking became popular.
• Also, electronic tools became available to enhance
public presentations.
• Towards the end of the 20th century, those
electronic tools migrated to the computer.
• They evolved into the computer software tools.
• PowerPoint, is one of those tools that we know and
use today.
• If you ask most people, they'll probably say they
don't like public speech.
• They may even admit to being afraid of it since fear
of public speaking is a very common fear.
• Or they may just be shy or introverted.
• For those reasons, many people avoid speaking in
public if they can.
Why is public speaking important?
• This is an important skill because it allows speakers
to form connections with their audience, which may
help them influence or motivate an audience's
decisions or actions.
• In public speaking, When you face your fears and
start overcoming them, your confidence skyrockets,
not just in Public Speaking, but in life too.
• Glossophobia or speech anxiety, is the most
common fear people have across the globe.
• Throughout primary school, it is easy to be the
student who sits in the back of the classroom and
avoids raising his or her hand to dodge such
situations.
• But in the working world, public speaking is a vital
skill to have and to hone.
• It effects simple, everyday interactions between
coworkers, bosses and employees, marketing
professionals and clients, etc., and it can have an
enormous impact on your career path and your
level of success in your industry.
How important is public communication as a student?
• It allows us to form connections, influence
decisions, and motivate change.
• Without communication skills, the ability to
progress in the working world and in life, itself,
would be nearly impossible.
• Public speaking is one of the most important and
most dreaded forms of communication.
• While some students take to it naturally, others tend
to be more fearful of standing and talking in front of
a crowd.
• Not only does public speaking give your confidence
a boost, but it also helps you become a better
communicator and leader.
• Students also can give presentations in their classes,
at work, or in other professional settings.
• To feel confident when speaking publicly, students
need to practice and overcome their fears.
Why is Public Speaking Important for
Students?
• It is a test of an individual's knowledge and expertise
in certain fields.
• It also helps to develop an individual's
communication skills and confidence.
• This is a very basic thing and one needs to practice
a lot to improve the oratorical skills.
3 reasons why public speaking is important.
1. To Win Over the Crowd
 • An important skill to have in business and especially • Public speaking, also called oration or oratory, is the
in the public relations arena is the skill of persuasion process of communicating information to a live
or the ability to win over the crowd. audience.
• Inside and outside the workplace, the power of • The type of information communicated is
persuasion can carry you far and it all starts by deliberately structured to inform, persuade, and
honing those public speaking skills. entertain.
• Mastering public speaking results in an increase in
confidence and with that, a cool and collected
presence in front of an audience.
• Of course it is imperative to be knowledgeable
about the subject you are presenting, but beyond
that, when making a persuasive speech of any kind,
including a sales pitch to a client, you need to be
prepared to answer the opposition, and to speak
with poise.

2. To Motivate People Lesson on Public Speaking

• A great public speaker attains the power to motivate
his or her audience to do something, stop doing 1. Understanding the Audience:
something, change a behavior, or reach objectives. • Know Your Audience: Understand the
• But to carry an idea forward, you must be able to demographics, interests, and knowledge level of
excite and enliven your peers, employees, your audience.
coworkers, customers. • Tailor your message to resonate with them.
• Public speakers are leaders who are able to inspire
their audience to work harder to achieve their goals. 2. Structuring Your Speech:
• As a public speaker, your role is to influence your
listeners and create an environment where Introduction:
everyone walks out ready to roll. • Start with a compelling hook to grab attention.
• You are not merely giving a speech in the attempt to • Clearly state the purpose of your speech.
get your audience to take a certain action; speakers
are part of the action and can convey their passion Body:
and drive. It is not enough to simply know about the • Main Points: Organize your content into 2-3 main
issues at hand but to make your audience share your points.
passion. • Supporting Details: Provide evidence, examples,
and anecdotes to support your main points.
3. To Inform • Transitions: Use smooth transitions between points
• The ability to inform is one of the most important to maintain the flow.
aspects of public speaking.
• From presenting research papers and PowerPoint Conclusion:
presentations in school to presenting ideas and • Recap the main points.
pitches to your boss or client, informative public • End with a strong and memorable statement.
speaking is a vital component of a successful career • Encourage the audience to take a specific action or
across all work fields. think about something.
• Once you have their attention, a good informative
speech sharing your knowledge of a subject with an 3. Effective Verbal Communication:
audience, enhances their understanding and makes • Be clear and concise in your language. Avoid jargon
them remember your words long after you’ve unless your audience is familiar with it.
finished. • Vary your tone and pitch to keep the audience
engaged.
 • Speak at a moderate pace, allowing your audience
to absorb the information.
4. Non-Verbal Communication:
• Maintain eye contact, use gestures naturally, and
stand confidently.
• Express emotions through your face
5. Managing Nervousness:
• Thoroughly prepare and practice your speech.
• Practice deep breathing to calm nerves.
• Imagine yourself succeeding to boost confidence.
6. Engaging the Audience:
• Include questions, polls, or anecdotes to involve the
audience.
• Use appropriate humor to connect with your
audience.
• Use visuals sparingly to enhance understanding.
7. Handling Questions:
• Fully understand the question before responding.
• Answer questions directly and avoid unnecessary
details.
• If you don’t know the answer, admit it and offer to
follow up.
8. Rehearsal:
• Rehearse your speech multiple times.
• Seek feedback from peers or mentors for
improvement.
9. Adapting to the Setting:
• Familiarize yourself with the room and adjust your
speaking style accordingly.
• Test any audio-visual equipment in advance.
10. Continuous Improvement:
• Evaluate your performance and identify areas for
improvement.
• Continuously seek feedback to refine your skills.
• Remember, public speaking is a skill that improves
with practice.
• The more you speak in public, the more comfortable
and effective you will become.
Types of Public Communications
1. Ceremonial
• The ceremonial communications consist of
speeches that mark special occasions like
graduations, weddings, birthday parties, and many
more. An emotional connection with a personal
touch will be present here.
2. Demonstrative
• Demonstrative Communications require an option
to speak concisely and clearly about actions.
• Behind demonstrative communication, the idea lies
that the audience should leave learning about how
to accomplish something.
• Science Demonstrations are perfect examples of
Demonstrative Communications.
3. Informative
• With informative communication, the speaker tries
to disclose an idea to the public.
• College lectures include informative speeches like
industry conferences and some officials conveying
important information.
• Media, TV, Radio can also be considered under
informative communication.
4. Persuasive
• Persuasive communication requires a practicing
voice that convinces the public from a perspective.
• For example, when politicians need votes for
elections, they choose this kind of Public
Communication to win the group’s confidence with
an appeal.
5. Semiotics and Signs
• Public Communication can also come in the form of
signs and semiotics in any dimension like Traffic
signs, signs at airports, and many more.
• This type of communication uses graphics to convey
some information to the public.
New Technology for Public Communications
• New technology has opened so many paths for
speakers to speak globally at a point in time with so
many people
• it has created a broad audience base.
• In this 21st century, public communication can be
physical and virtual.
• Be it Facebook, Instagram, Youtube, andsuch social
media platforms help a person speak with ease.
• Video conferencing has become part and parcel of
speakers to reach a wider group of people.
 • Though physical appearance cannot be felt, it’s an
easy way to convey messages sitting at any part of
the globe.
• In this Covid situation, technology is helping public
communication a lot to prosper.
LESSON 15: PUBLIC COMMUNICATION
(CONTINUATION)
• Perform a speech using appropriate language
registers, tone, facial expressions and gestures
through video recording.
• The importance of appropriate language in speech
presentation cannot be overstated.
• It is a fundamental aspect of effective
communication that contributes to clarity,
engagement, credibility, cultural sensitivity,
persuasion, emotional connection, and overall
success in conveying your message to the audience.
The importance of using appropriate
language
Clarity and Understanding:
• Appropriate language ensures that your audience
can easily understand your message.
• Using clear and concise language helps to convey
your ideas without causing confusion.
Audience Engagement:
• Tailoring your language to your audience helps to
engage them more effectively.
• Consider the level of familiarity your audience has
with the topic and adjust your language accordingly
to maintain their interest.
Credibility and Professionalism:
• The use of appropriate language contributes to your
credibility as a speaker.
• Professional and well-chosen words demonstrate
your expertise and knowledge on the subject,
earning the trust of your audience.
Cultural Sensitivity:
• In a diverse world, being mindful of cultural
sensitivities is crucial.
• Using appropriate language helps avoid
unintentional offense and ensures that your
message is received positively by people from
different cultural backgrounds.
Persuasion and Influence:
• The right language can be persuasive.
• By choosing words carefully and considering the
emotional impact, you can influence your
audience's opinions, attitudes, and behaviors.
Emotional Connection:
• Appropriate language can create an emotional
connection with your audience.
• Whether you want to inspire, motivate, or evoke
empathy, using language that resonates
emotionally enhances the impact of your message.
Adaptation to Context:
• Different situations and contexts call for different
types of language.
• Whether you are giving a formal presentation,
speaking in a casual setting, or addressing a specific
audience, adapting your language to fit the context
is essential.
Avoidance of Misinterpretation:
• Inappropriate language can lead to
misinterpretation or misunderstanding.
• Using the right words helps to convey your intended
meaning and reduces the risk of your message being
misconstrued.
Respect for the Audience:
• Using appropriate language is a sign of respect for
your audience.
• It shows that you have considered their perspective
and are mindful of their needs and preferences.
Enhanced Communication Skills:
• Mastering the art of appropriate language improves
your overall communication skills.
• It allows you to express yourself more effectively
and fosters better communication with your
audience.