Steps to Writing a Training Memo

Celeste Banner reports:

"When you need to update a training manual, business process or handbook, the perfect vehicle is a training memo. The memo format allows you to target your recipients and include timely follow-up information, and is especially useful in situations where new legal considerations or required steps have been added to an existing process. By following a few simple steps, you can ensure that your memo communicates your ideas clearly and succinctly while avoiding common pitfalls. Identify your audience. This will help you include the most pertinent information for your memo...Introduce your topic. The first couple of lines should let your readers know why this memo is important to them. Let them know what the old process was, or which current process this update applies to, as well as the reason for the update. Outline the new steps or requirements. Use only one level of headings and keep your explanations concise and focused. Include the updated information as well as any prior steps or processes that should no longer be followed or performed. Include a [timeline]. Clearly let your audience know when the new policy will go into effect. If it is an immediate change, state clearly if there is any grace period or transitional process for the prior procedure...Close with follow-up steps. At the end of your memo, let your audience know what they should do if they have questions that have not been answered in your document. This might include a link to additional documentation, or a contact number that they can call. If your training memo is part of a series of updates, state when the next update will be ready...Limit your memo to one primary topic. Use second person (you) to speak directly to your audience."