Email Vs Memo – 7 questions to ask before choosing
The modern business environment is wonderfully diverse and moves at a dizzying pace. When you need to send a message to your team or the company as a whole, you might be tempted to write an email, hit “Send All,” and then call it a day. But is email the most effective way to get your message across? Answer the following seven questions first, and then you can answer this one.
#1 How quickly do you need a response?
If you are looking for immediate answers to relatively simple questions, email is the best medium. Those most likely to respond are those who have the answer at their fingertips. Those who ignore your emails would not have responded anyway.
#2 What is your legacy?
If you’re sending an update, reminder, or check-in, then an email is definitely the way to go. If you’re sharing a detailed proposal or report, meeting minutes, policy changes, or instructions that your audience may need to review, email isn’t the best option. Many people read and then immediately delete their emails, so use a more permanent medium for things that need to live.
#3 What are the consequences?
If the message you need to deliver involves serious changes and consequences, then it’s best to be more formal. With a note, it is formatted specifically, including company letterhead, date, recipient list, and issue dates.
#4 Are graphics/visuals involved?
Email can be a bit tricky when there are tables, charts, or even bullet points involved. The hours you spent formatting the perfect email can be wasted when your readers are on different platforms. Outside the building, there’s little chance that all recipients will be using the same web browser, let alone the same email program. A large number of email addresses are simply forwarded to the user’s preferred email client. Many recipients read your emails on their phones or tablets. The best way to make sure your entire intended format is seen by your entire audience is to write it down in note form and save it as a pdf file. This file is like an image that is universally readable on most platforms.
#5 Will it print?
This matches the previous question. If yes, then you want to make it as easy as possible for your readers to hit that print button, so use a note. If not, then shoot that email.
#6 How sensitive is the information?
Even with the extensive disclaimers after your signature, an email is quickly and easily forwarded. If you’re discussing proprietary information, customer data, or anything that might affect the business as a whole, it may be best to have an actual paper record. An innocent Forward or Reply to All could cause irreparable damage. Consider how the information could hurt or help your competitors and what the chances are that any part of your communication will be taken out of context. It is difficult, at best, to fully control the audience an email reaches. Confidential information is best shared in a more formal and controlled environment.
#7 Where is my audience?
If you need to send something to many people in many different places, then email is by far the cheapest. If you meet all the criteria for a longer or more formal correspondence, consider a hybrid: a brief email explanation with a pdf attachment (or link) of the note.
Now you know!
By answering the seven questions above, you can judge the best way to send the information that needs to be sent. Check out my other articles on how to write more effectively for diverse audiences.